SCRIBE For GEAR UP at the 2012 Texas GEAR UP State Conference

Jim Brown, President of Xcalibur, Inc., will be attending the 2012 Texas GEAR UP State Conference in Austin, Texas from November 5th-6th.

At the conference, he will be showing off the newest release of SCRIBE, the longitudinal student and service tracking solution for GEAR UP and other educational programs. SCRIBE will have its own booth in the Exhibition Hall. There Jim will be available to provide you with a demonstration of the software as well as answer any questions you have about how SCRIBE can help you track your student information including service participation, courses and grades, family information (even parent participation!), survey responses and much more.

Over the course of the fourth annual conference, which has the theme this year of “Elect College”, approximately 40 presentations will provide Texas GEAR UP staff, teachers, counselors, administrators, and partners with the opportunities to learn about best practices and program innovations. Attendees will be able to participate in four tracks which include: College Prep, Financial Literacy, GEAR UP Management, and Advocacy. More information on the conference can be found here.


SCRIBE 3.0 Now Live!

The New SCRIBE Homepage

Xcalibur is very excited to announce that SCRIBE v3.0 is now live!

This version includes a host of new features and a new user interface.

User Enhancements

  • New Login Page
    • Even before you login you can check out the latest SCRIBE news, a suggested schedule when to process your data, and Xcalibur Contact information.
The New SCRIBE Homepage

You can now see the latest news and features from SCRIBE right on the homepage!

  • New Look
    • We have updated the SCRIBE color scheme and the look of many of the application’s controls
  • New Menu Items
    • To save users time, we have included shortcuts on the menu to allow easier access to some of our most used features
    • Your Service List can now be accessed directly from the “Services” option on the menu bar
    • Now you can search for Students without accessing an entire list using the “Student Search” function
New Menu Items

The improved menu bar now features Services and the brand new Student Search function.

  • List Sorting
    • In the Student and Service Lists, you can now drag any of the column headers to the top of the list and your list will sorted by the column header you brought to the top. Do this with more than one header to really customize your view!
Sorted Service List

The Service List in this picture is sorted first by Person Type, then by Service Type so the user can easily see what type of services are being performed for Students, Parents and Teachers.

  • Improved User Settings
    • You are no longer limited to just choosing how many items you see on a page, each list and page now saves your settings from the last time that you viewed it. For example, not only will your newly configured sorting of the Service List be saved, but it will also remember that you want to view 40 services per page instead of the default 20.

New Program Features

  • Multiple Program Tracking
    • Track students and services from multiple GEAR UP grants and other programs within the same system. Even if you are only tracking one program, this feature will allow you to quickly filter lists of services and students to display only those who are in your program, not in the program, or both.
  • Integrated Survey Module
    • The SCRIBE survey module has been fully redesigned. You now ability to track your student, parent and teacher survey responses within SCRIBE and generate new reports to tell you who has or has not taken a survey.
  • Document attachment
    • Attach documents and pictures relevant to your programs to Services, Students and more then mark them with tags such as “Invoice” and “Backup Documentation” so that you can quickly and easily find them in the future.

You will also most likely notice that some features of SCRIBE that you may be used to have been relocated. For example, Student Status is now attached to an individual School Year and has been moved to the Enrollment tab of Student Details. Replacing it on the Student Demographics tab is Program Enrollment where you can track the school year the student was first and last enrolled in a specific program.

We will be highlighting many of SCRIBE’s new features here on our blog in the coming weeks and holding SCRIBE community discussion in the SCRIBE Forum on Facebook.

As always, if there is anything that we can do to help, especially as you transition to the newest version of SCRIBE, feel free to contact us at

Watch How-to Videos located on the Xcalibur SCRIBE channel!

SCRIBE is now publishing “how-to” videos on the “Xcalibur SCRIBE” channel on YouTube!

For step-by-step guides on how to create Student Groups and adding participation to Services head over to the channel and Subscribe!

Is there a video guide you would like to see? Leave us a comment describing it below and you may see your video idea on the channel and the blog.

In the meantime, here is a video describing some of the upcoming features in SCRIBE you will be seeing very shortly.

Participation Tracking Made Easy!

Participation Tracking Made Easy!

Adding Service Participation is Easy with SCRIBE for GEAR UP and can be done from a traditional desktop or laptop or even by using a tablet!

Tracking participation for services has never been easier than with SCRIBE for GEAR UP. Services are any program or event that your grant hosts that meets APR goals. Services can be configured to be held over a single or even multiple days — even an entire semester or year! Participation by an individual student, parent, or teacher can be added based upon the date and number of hours and minutes each participated.

Student groups is an invaluable feature that we have that allows you to add a specified group of students (and/or parents) to any service with just a few clicks. For example, for a school’s semester long math
tutoring program, to add the regular tutoring students to the service for a day, we can simply filter
down to the “Math Tutoring” student group and select those students who attended tutoring that
day. Regular student and parent attendees to a monthly parent or family night can be added in the
same way — just add the students of the parents to the student group!

Have a service that occurs at multiple schools? Services can be copied among multiple schools or even shared among schools. Additionally, service templates allow you to make a skeleton service mapped to the service type and other details so that site personnel can quickly create the service to your specifications and personalize it for their own school!

Reports for services can quickly show you how close the whole grant and individual schools are to reaching your specific goals. Service summary reports can show you details for individual services. Our service, service template, and student group features are some of the most powerful tools within SCRIBE.

Let Our Experience Work For You!

SCRIBE for GEAR UP Features: Services, Student Groups, and Service Templates (PDF)

Save Time and Money With SCRIBE’s Survey Module

Save Time and Money With SCRIBE’s Survey Module

Xcalibur is proud to introduce SCRIBE’s newest feature: the integrated online survey system!

Tired of spending several days stuffing envelopes with student and parent surveys? SCRIBE’s new survey module saves you from all the extra work and postal expense by providing you with a link to your survey within SCRIBE’s Client Portal.

Once the survey has been opened up to your survey takers, monitor its completion progress with SCRIBE’s survey reports. In real time, you will be able to see how many students, parents, or teachers at each school still need to take the survey to meet your completion goal. Additionally, the incomplete survey reports will actually identify which of these individuals still need to take the survey as well as give you the information they need in order to log into the system improving your completion rates!

After the survey has been completed, SCRIBE provides detailed reports on the survey results for grants, districts, and schools while keeping individual survey taker’s identities anonymous.Not only can you open up the annual Student and Parent surveys at the same time, you can also create multiple surveys for the same person type. In SCRIBE’s Client Portal, survey takers will see all of the surveys that are available for them to take. When they finish one, they will be returned to the Client Portal so that they may take another or allow the next person waiting to take the survey to sit at the computer to take it.

For a free demo of SCRIBE for GEAR UP’s survey module as well as all of the other

Let Our Experience Work For You!

SCRIBE for GEAR UP – Survey Module (PDF)

Let Our Experience Work For You!

Each day this week leading up to the 2012 NCCEP/GEAR UP Annual Conference, we’re going to take a look at some of the key features that SCRIBE provides. Today, we want to give you an overview of who Xcalibur is and what SCRIBE can do for you.

Let Our Experience Work for You

Adding Service Participation via the iPad

We have provided support for GEAR UP programs for over 11 years. Xcalibur has tracked students at more than 1,000 schools and sites across the country, and SCRIBE has assisted in the tracking of over 150,000 GEAR UP students.

All Of Your Data, All In One Place

The SCRIBE system allows GEAR UP grants to have easy access to all of their data from virtually any location. Want to check your survey results in real time from your home or office? With SCRIBE’s security features, you can open up the web app without worrying about your data being lost or stolen. Need to add student and parent participation to a family
activity in the school’s cafeteria? Simply log into SCRIBE with your wi-fi connected laptop or tablet. You can even use your phone to access your data because SCRIBE is platform independent!

SCRIBE Provides the Following Features and Much More!

  • Integrated Surveys and Survey Reports for Students, Parents, and School Personnel
  • Comprehensive Service and Participation Tracking
  • Tracking for Course Grades, Standardized Tests, and Assessments (Such as ACT’s PLAN® and EXPLORE®)
  • Tracking of multiple educational programs including GEAR UP, EAOP, and TRIO
  • Project Management Reports and APR Reports and Exports Among Many Other Report Types
  • A Painless Import Process Allowing You to Import All of Your Data in Just a Few Hours
  • Customization to Meet Your Specific Needs
  • Assistance with Constructing Your Grant’s Work Plan
  • Technical Support Available Over the Phone, Web, and In-Person

In short, SCRIBE is your all-purpose tr

acking software solution for GEAR UP, TRIO, and other educational programs.

If you would like to ask any questions about SCRIBE or schedule a demo, please contact us at or (703) 896-5700.

Let Our Experience Work for You!

Xcalibur/SCRIBE for GEAR UP Overview (PDF)

Xcalibur Attending and Sponsoring 2012 NCCEP/GEAR UP Annual Conference

SCRIBE will be sponsoring and attending the 2012 NCCEP/GEAR UP Annual GEAR UP Conference in Washington, D.C. from July 22nd-25th.

If you’re attending the conference, please come visit us at Booth 406 in the Exhibitor’s Hall! Jim, Cathy, Curt, and Josh will all be on hand to answer any questions that you have about SCRIBE and demo some of the new features!

In addition, Xcalibur will also be supporting West Virginia GEAR UP and Edvantia in two presentations:

Proactive Planning: Best Practices on Managing Your Work Plan
Tuesday, 10:45-12:00

Survey Savvy: Strategies for getting what you need from your surveys — and for saving time and money while you do it
Tuesday, 3:15-4:30

In preparation for the conference, next week we will be highlighting some of SCRIBE’s key features each day, so stay tuned!

Quick Guide to Using Service Summaries in SCRIBE for GEAR UP

Using Service Summaries in SCRIBE for GEAR UP

Remember that great “end-of-the-year” event from last year? A lot of fun right? Great — it’s your responsibility to put it together this year!

What all did we do for that event? It was so long ago. Did we serve refreshments or give away any prizes to the participants? What objectives did the service meet? What were the strengths and weakness of how we did it last year?

Well, you could get a lot of this information from the person who put it together last year — who was that again?

If this scenario sounds familiar to you, maybe you could use SCRIBE’s Service Summary feature.

Service Summaries are a feature that can be enabled for your version of SCRIBE to allow you to attach a summary of the activity that you have recorded in SCRIBE. The summary can track strengths and weaknesses, refreshments and prizes, objectives of the service, who put the event together, and much more!

Below is a handy guide on how you to make use of the Service Summary for your grant. We have also attached a PDF version of the guide for download at the bottom of this article.

Adding a Service Summary to a New Service

Adding a Service Summary to a Service is very simple. On the final page of the Service creation process, the user will be asked for some specifics about the Service. The Service Summary box will contain the Service Summaries that are available for the user’s program. Simply select the applicable Service Summary and fill out the rest of the page as normal.

Adding a Service Summary to an Existing Service

A user can add a Service Summary to an existing Service by editing the Service in question. From the Service List, by clicking “View” to the right of one of the Services listed, the User can view details corresponding to the Service including the School to which the Service is assigned, the name of the Service, the School Year it falls in and so on.
Clicking the Edit Button at the bottom of the page will produce the screen displayed below. The User can select a Service Summary from the dropdown menu and then click the Save Button at the bottom of the page to add the Service Summary.

Filling out the Default Activity Summary

After creating a Service, the Service Summary will be available as the last tab on the right. It can be accessed and edited at any time after the Service Summary has been added.
Keep in mind that Service Summaries fulfill several purposes including being a reminder for how to repeat a successful service in the future!
The Default Activity Summary will record the following information:

  • The name of the person completing the service summary
  • A purpose and description of the service
  • The strengths and weaknesses of the event
  • Were prizes or honors given away?
  • Were GEAR UP grant funds used?
  • Was transportation provided?
  • Were refreshments served?
  • If a student service, which goals and objectives did this service meet?
    • Increase student school interest and involvement
    • Increase student academic achievement
    • Enhance student academic progression
    • Promote student career awareness and interest
    • Promote student college awareness
    • Increase participation in postsecondary education
  • If a parent service, which goals and objectives did this service meet?
    • Increase parent school involvement and knowledge of college admissions and financial aid
  • If a teacher service, which goals and objectives did this service meet?
    • Provide on-going staff development and training

There are also two additional fields for staff at the central office to use:

  • Record whether or not backup documentation was attached
  • Record the date of said backup documentation being attached/submitted

Download: Quick Guide – Service Summary (PDF)

We hope that this guide to making use of the Service Summary feature will enhance your use  SCRIBE for GEAR UP and make your daily operations easier. If you have any questions about our system or this feature, please respond in the comments below!

Xcalibur SCRIBE for GEAR UP iPad Giveaway Results!

Xcalibur iPad Giveaway Results!

Thank you all for visiting the Xcalibur table while attending the 2012 NCCEP/GEAR UP Capacity Building Workshop!

We truly hope that the conference provided you with some great information to take back home to your grants.

We also hope that you keep SCRIBE for GEAR UP in mind for your longitudinal tracking needs. If you would like any further information about our product or an online demo, please don’t hesitate to contact us using the information below.

Without further ado, the winner of the iPad is:


of Lufkin ISD

Thanks to all who entered the drawing, and we look forward to seeing you at the Annual NCCEP/GEAR UP Conference in July!

Xcalibur, Inc.

1001 19th Street North, Suite 1200

Arlington, VA 22209

Phone: (703) 896-5700