SCRIBE 2016.3.0 is now live

SCRIBE Release 2016.3.0

Report (modifications)

  • Updated Report -> Services – >Service List Export. Added “Start Month” and “DistrictNameList” fields to the report.  The “Start Month” returns the Month (i.e. September) of the Start Date.  The “DistrictNameList” returns a list of the districts selected for this service.  These fields can be valuable when generating Pivot tables or analytics across months and districts.
  • Updated Report->APR Reports->Participation Summary. There was a defect where this report would crash for the first year of a grants program or if running the report for ONLY the first year.
  • Updated Report-> Goals and Objectives Reports -> Student College Access Readiness. Added “Grade Level” column.  Updated headers to include Days, Hours, or Number where applicable.  Added Entry Code, Entry Date, Exit Code, Exit Date as well.
  • Update Report -> Services -> Students By Service Participation Trends. Added a column at the end of the report that Sums the values in the columns (i.e. days 1 – 31).   Changed the chart on the last page from a Line Chart to a bar chart.  Added Calendar Day and Day of Week to the chart.  Displayed header information on the chart.  Allow users to select multiple service categories/types to display on the same chart (i.e. Math Tutoring and English Tutoring together).  Values in the columns and rows are stored as numbers so that data can easily be summed.

Reports (new)

  • Added Report->Services->Student Participation by Service Type Filtered by Student Group. In this report a student group can be selected and a list of ONLY those students for that student group will appear with the service participation information for the service categories or types selected.  One note for this report – it only shows the students at their Primary School.

Reports (general)

  • Fixed defect that would cause reports to crash when too many schools or filter parameters were selected. This would occur in rare cases where 60+ schools were available to a grant.
  • Fixed defect when multiple exit or entry codes were selected in a filter. This was only present for grants that have and use more than 8 Exit or Entry Codes.  At present time only 1 grant was experiencing this issue.
  • Fixed report all service type reports to show custom names for Service Types when a Custom Service Type name was used. This update required making modifications to ~20 reports that displayed or exported custom service type names as well as modifications to the selection screen to ensure that the custom service type name was displayed and selectable from the list.

Import Updates

  • Fixed a defect with the Import Completion Widget on the home page directing the user to an error screen. The link now correctly takes the user to the specific import referred to on the home page.

Helpdesk/Freshdesk

  • Added SCRIBE Support Link at the top of all pages as an easy one-click way to submit a request. Allows user to take screen shot and embed in the helpdesk request.  Integrated with Help Search on the right side of the new Support screen.
  • Changed the Support Email request to SCRIBESupport@xcalibur.com

School – School Record – Grade Level

  • Added PreK to the list of selectable Grade Levels. PreK follows the following sort order in terms of Grade Level hierarchy (PreK, K, 1, 2, etc….)

 

Back to School 2014-2015: The Student Enrollment Import

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Well, summer is gone and back to school shopping is done. School is back in session!

Now that school has begun and students are enrolled in your respective school, it’s time for Student Enrollment Imports!

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What is a Student Enrollment Import? This file is a list of ALL students enrolled at the beginning of each term. This file is uploaded at the beginning of each school term and contains the list of students that are enrolled for that term. The students listed in this file will determine the students that can participate in program sponsored activities that are recorded in SCRIBE.

Is this where I mark my students as being “Enrolled”? Yes, in this file, you can specify your students’ Entry/Exit Codes, Dates, and Notes. This is a powerful feature of SCRIBE which allows you to filter reports and exports to help you get the most out of your data. For further information about how to use Entry and Exit Codes, take a look at this post.

Will this Import enroll students into our program? The main purpose of this import is to enroll students in the defined schools, however, this file can also enroll students in the primary program being tracked if the primary program being tracked is set to “auto-enroll” students (if you with to have students auto-enrolled in a specific program, please notify Xcalibur staff by submitting a ticket.) Otherwise, if you do not have auto-enroll setup, you will need to enroll students using the Student to Program Enrollment File (which is also how you will go about setting the “First/Last Year in Program” and “Program Entry/Exit Date” fields).

What should my Student Enrollment Import look like? All Import Types, including Student Enrollment, can be found in the Import Types section of our Help Desk. Remember that Import files should also be saved as CSV files (see our helpful post on Understanding CSV Files for more information).

What about students who were retained in grade from the previous school year? SCRIBE can actually handle the situation of whether or not a student was retained in grade automatically. If a student is in the same grade level as they were in the previous school year, then that student will have the “Retained In Grade” field set to “Yes” on the Enrollment tab for the current school year. There is also a “Retained In Grade” field on the Student Enrollment Import, but generally, this field should be excluded from the import unless you are importing the students for the first time as the values in this field (including the blank cells) will actually overwrite what is already in the system.

Well, now that all of that is explained….How DO I import files into SCRIBE? Our Help Desk has a detailed walk-through of the import process as well as best practices that will help make the import process easier!

Looking for more information on the Import Process and other SCRIBE features? Check out our Help Desk. You can access it using your SCRIBE username and password. Don’t forget to bookmark it!

I Have 99 Questions and SCRIBE’s Online Survey Can Digitize Every Last One

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Survey time is now upon us! If you haven’t given us a copy of your surveys for 2013-2014, you need to soon!

Clients who have not taken advantage of SCRIBE’s ability to create online versions of their surveys may have some questions, like:

How would using SCRIBE for our surveys be useful?

SCRIBE allows you to integrate your annual Student, Parent and Teacher surveys into your program’s records quickly and easily.

SCRIBE offers a survey module complete with status reports so you can keep track of who has and has not completed their student, parent, or teacher survey as well as reports and exports detailing responses.

What do I need to do in order for SCRIBE to create a digital version of my surveys?

Implementing your program’s surveys can be done simply by sending us a copy of your paper survey.

What can I expect SCRIBE to do with my surveys once I send them copies?

After we receive it, we can create a digital version using all of the most popular question types as well as skip logic and branching, hiding questions from survey takers that do not apply to them based upon previous answers. A great benefit of using SCRIBE for your surveys is the variety in question formats. Three of those options are shown below as Multiple Choice, Yes/No, and Fill In the Blank.

Here’s a look at what your online survey will be like:

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Does SCRIBE also offer Spanish versions of the online surveys?

Yes! All you need to do is send us a copy of the Spanish version of your surveys and we will create a digital version.

What if our program still wants to use paper surveys as well as the digital version?

In addition to online surveys, we can also add the totals from your paper surveys as well using the Export Survey Results Key to configure a file to import those results!

SCRIBE’s reports and summaries are so helpful, will these functions be a part of the SCRIBE survey process?

SCRIBE can create summaries like the Incomplete Survey Directory. This summary shows the number of all Students, Parents or Teachers who have not completed the specified Survey, if the percentage goal requirement has been met. Additionally, a list of the individual survey takers who have yet to take the survey is provided within this report as well as all of the information needed for these persons to log in and take the survey.

Incomplete Survey for Students

If you are interested in using SCRIBE for your surveys, we would be more than happy to help with the process. We can even host a demo for how our survey feature works. Please contact us for details.

SCRIBE Spotlight: Quick Links

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Xcalibur is constantly working to make your experience in SCRIBE better. Our newest way of accomplishing this is Quick Links.

What are Quick Links?

Instead of going back through SCRIBE and trying to guess where you have been, the new Quick Links feature will remember for you! Quick Links are a list of Districts, Schools, Students, Services, and Teachers that you have recently visited that can be viewed from the SCRIBE Home screen.

Quick Links can be viewed by clicking "Home" on the Main Menu.

You can find your Quick Links by clicking “Home” on the Main Menu.

 How do Quick Links work?

When a user visits a District, School, Service, Student or Teacher, that page is stored as a Quick Link. By default, the 5 most recently visited of each of these entities appears on the list. Users can click on any of the choices presented in Quick Links to go to that specific page within SCRIBE.

To revisit a recently viewed student, simply click that student's name on the Quick Links list.

To revisit a recently viewed student, simply click that student’s name on the Quick Links list.

I’ve been seeing stars in the top left-hand corner of my District, School, Service, Student, and Teacher screens. Do they have anything to do with Quick Links?

Yes! Those stars allow you to mark a District, School, Service, Student, or Teacher as a Favorite. This means that once you click that star, that item will remain on your Quick Links list until you unclick the star.

Set an item that you visit often as a favorite by clicking the star next to its name.

Set an item that you visit often as a Favorite by clicking the star next to its name…

...then it will continue to appear at the top of your list until you deselect it!

…then it will continue to appear at the top of your list until you deselect it!

That sounds like it might be useful, can you give me some examples of when I would use Favorites?

Let’s say that you have a Service that is frequently attended. Instead of taking the typical steps a user would use to get to the Service each time, you can now click the star icon by the Service’s name on the Service Details screen. Once a District, School, Service, Student, or Teacher is chosen as a Favorite, it will appear in Quick Links until it is deselected on its respective Details screen.

Another example would be if a user is working on inputting some information for a Student, or Teacher and they have to leave their computer for lunch, its the end of the day, etc. the user can mark the District, School, Service, Student, or Teacher they are currently working on as a Favorite and it will appear in their Quick Links the next time they log into SCRIBE.

What if I want to continue working on something at home or on another computer, can I still view my Quick Links and Favorites?

Absolutely! Your Quick Links are connected to your user account and can be viewed from any computer, allowing you to pick up right where you left off.

That’s great, but I would really like to see more than 5 links at a time…

Users can modify how many pages show up in their own Quick Links.

1. Mouse over User and select My Settings.

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2. On the My Settings screen a box will appear that shows the number of Quick Links that are shown for each page type. Click Edit to change the number of Quick Links that will be shown on the SCRIBE homepage.

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3. The user can now change the number of Quick Links they would like shown per type. Once a number is decided on, click Save.

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Are there any SCRIBE features, old or new, that YOU would like us to spotlight in our blog? Let us know in the comments below!

Back to School 2013-2014: The Student Enrollment Import

Well, summer is gone and back to school shopping is done. School is back in session!

Now that school has begun and students are enrolled in your respective school, it’s time for Student Enrollment Imports!

im1

What is a Student Enrollment Import? This file is a list of ALL students enrolled at the beginning of each term. This file is uploaded at the beginning of each school term and contains the list of students that are enrolled for that term. The students listed in this file will determine the students that can participate in program sponsored activities that are recorded in SCRIBE.

Is this where I mark my students as being “Enrolled”? Yes, in this file, you can specify your students’ Entry/Exit Codes, Dates, and Notes. This is a powerful feature of SCRIBE which allows you to filter reports and exports to help you get the most out of your data. For further information about how to use Entry and Exit Codes, take a look at this post.

Will this Import enroll students into our program? The main purpose of this import is to enroll students in the defined schools, however, this file can also enroll students in the primary program being tracked if the primary program being tracked is set to “auto-enroll” students (if you with to have students auto-enrolled in a specific program, please notify Xcalibur staff by submitting a ticket.) Otherwise, if you do not have auto-enroll setup, you will need to enroll students using the Student to Program Enrollment File (which is also how you will go about setting the “First/Last Year in Program” and “Program Entry/Exit Date” fields).

What should my Student Enrollment Import look like? All Import Types, including Student Enrollment, can be found in the Import Types section of our Help Desk. Remember that Import files should also be saved as CSV files (see our helpful post on Understanding CSV Files for more information).

What about students who were retained in grade from the previous school year? SCRIBE can actually handle the situation of whether or not a student was retained in grade automatically. If a student is in the same grade level as they were in the previous school year, then that student will have the “Retained In Grade” field set to “Yes” on the Enrollment tab for the current school year. There is also a “Retained In Grade” field on the Student Enrollment Import, but generally, this field should be excluded from the import unless you are importing the students for the first time as the values in this field (including the blank cells) will actually overwrite what is already in the system.

Well, now that all of that is explained….How DO I import files into SCRIBE? Our Help Desk has a detailed walk-through of the import process as well as best practices that will help make the import process easier!

Looking for more information on the Import Process and other SCRIBE features? Check out our Help Desk. You can access it using your SCRIBE username and password. Don’t forget to bookmark it!

 

Entry and Exit Codes – Because Some Features are Just too Important to Wait for a Release to Talk About

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Many of you received our email earlier this week about Entry and Exit Codes replacing the current Student Status and are wanting to know a little more information about how this change will affect you as a user.

When will this change happen?

  • Beginning with Release 2013.4.0, Entry and Exit Codes will automatically be available to all of our clients.

What happens to our existing “Active” and “Inactive” Notes and Dates?

  • Your old “Active” and “Inactive” status notes and dates will not be deleted; they will be recorded as Entry/Exit notes and dates, with the most recent ones appearing.
  • There will now be status notes available for both Entry and Exit Codes, whereas there was only a single status note previously.
  • The same applies to there now being two dates available for Entry and Exit Codes, whereas there was only one single date previously.
  • Previous Exit/Entry Codes and their respective notes for a recorded school year can now be viewed by clicking the hourglass within the Enrollment tab of each student.

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How does this affect my Imports?

  • Entry and Exit Codes will be updated for existing enrollment data based on existing data in the current Enrollment Status field OR if there is no data for current Enrollment Status, we will be updating the Entry Code to the default Entry Code of enrolled with an Entry Date of first day of school for the school year.
  • You may need to adjust your imports, since the Student Status has been replaced with the new Entry and Exit Codes feature. Our Data Submission Guide can be found on our Help Desk in three sections – Import Process, Import Types, and List Mapping for Imports.

What if I would like to have different Exit and Entry Codes besides the default ones?

  • Entry and Exit Codes can be customized to add/remove options based on your needs. If there are any changes you would like made to your Entry and Exit Codes, let us know.
  • If you want to use the existing defaults, then you do not have to do anything else.

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Due to the anticipated requests for customization to the Entry and Exit Codes, clients wanting to ensure that the customization are available by 9/1/2013, need to submit any changes by ticket to us no later than 8/15/2013. Any requests received after this date cannot be guaranteed to be available by 9/1/2013. Tickets can be submitted here.

Looking for more information on Entry/Exit Codes and other SCRIBE features? Check out our Help Desk. You can access it using your SCRIBE username and password. Don’t forget to bookmark it!

Introducing the New SCRIBE Help Desk

SCRIBE Help Desk

SCRIBE Help Desk

Last week we sent out emails to all GEAR UP Directors and Coordinators, announcing the debut of SCRIBE’s new Help Desk.  The response has been overwhelmingly positive and we will endeavor to keep it a success!

What makes the new SCRIBE Help Desk so great?

Tickets

  • Tickets are immediately seen by all help desk agents at once which decreases the response time to your questions!
  • Users can create tickets for their individual questions and requests, thus allowing them to track their progress. To help expedite resolutions, we suggest submitting individual tickets for your questions and requests.
  • All ticket conversations are saved so that you may refer back to them at a later date.

Solutions

  • Our Solutions page offers in-depth explanations of SCRIBE Features, Imports, Reports, and Exports.
  • When multiple users ask the same or similar questions, those questions (and our answers) get added to the FAQs section.
  • We have added how-to videos from our YouTube channel for many of our most valuable features in SCRIBE.
  • All of our Solutions are searchable so you can quickly and easily find all the articles relating to your particular question or situation any time of the day or night!

There’s no need to create an account because your SCRIBE Help Desk username and password are the same as the ones you use to access SCRIBE.

Help Desk Login

You can login today at xcalibur.freshdesk.com.

Please make sure to add xcalibur.freshdesk.com to your safe/white list to avoid emails from SCRIBE Help Desk being sent to your junk folder.

Service Templates: Making Your Service Entries Faster…and Your Life Easier!

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What is a Service Template? What is it used for?

Service Templates are different from regular Services. A Service Template is for creating a template for a service that can be used at more than one school. Templates can also be used to save time if you are creating a similar service for the same school.

Example, please!

Your school(s) will be having College Application Workshops over a period of time. All of the workshops will have the same Service Type, Timing, and Delivery. Instead of going through Adding a Service every time, you can create a Service Template and create your Service from said Service Template.

How do you create a Service Template? Let’s find out!

1. Mouse over Services and select Add Service Template.

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2. On the Add Service Template screen we choose the Programs associated with the template and if there are participants who are not in the program.

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3.  Next we will choose the person types for this template.

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4. We will now select the Service Type, Service Delivery and Service Timing categories. These high-level categories will help to define the Service Template.

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5. On this screen we will be further defining the high-level categories that we chose on the previous screen.

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6.  On the last page of Adding a Service Template we choose:

  • The name of our Service Template.
  •  Whether or not we want an activity summary (I suggest selecting an activity summary, otherwise you will not be given the option to do so when you create your services from the template).
  • Whether or not you want this Service Template to be a Priority Template (If you choose for this Service Template to be a Priority Template, this template will appear in a list (based on your person types specifications) during the creation of a regular service.

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7. Your completed Service Template will now appear on the Service Template Details Screen. On this screen you will also see School Mapping and Attachments (To learn more about Attachments, go to our blog post here).

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8.  From this screen, we choose the School Mapping Tab. Once we click the Edit button, we can select the school or schools that you want this Service Template to appear for.

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9. We have now made a Service Template! Now we use the breadcrumb trail and select Service Template List. The Service Template we just created is now on the list. If you look on the right-hand side of the list you will see the option to Create Service, we will click that and now show the steps of creating a Service from a Service Template.

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10. On the Create Service from Service Template screen, we see the information we entered for the Service Template along with some information that needs to be entered for this individual Service. We are prompted to name our Service, School Year, and Start/End Date of the Service (Keep in mind that the Start/End Dates apply to the individual Service, NOT the Service Template that it is created from.). We are give the choice of Copy or Share and what school(s) we want this Service to appear for.

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11. Now we can select either Annandale or Chantilly High Schools and the Service we just created from our Service Template will be in their list of Services.

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Our next blog post will be about Adding Participation to this newly created Service!

Remember, SCRIBESupport@xcalibur.com is the best way to contact us about issues or suggestions that you have with Service Templates or any other feature of SCRIBE.

Survey Says…

Survey Says

Survey time is now upon us! SCRIBE allows you to integrate your annual Student, Parent and Teacher surveys into your program’s records quickly and easily.

SCRIBE offers a survey module complete with status reports so you can keep track of who has and has not completed their student, parent, or teacher survey as well as reports and exports detailing responses.

Implementing your program’s surveys can be done simply by sending us a copy of your paper survey. After we receive it, we can create a digital version using all of the most popular question types as well as skip logic and branching, hiding questions from survey takers that do not apply to them based upon previous answers.

Here’s a look at what your online survey will be like:

Students and parents can log into the system by using the students’ Student ID and other personal information, and teachers can log in using their Teacher ID.

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A great benefit of using SCRIBE for your surveys is the variety in question formats. Three of those options are shown below as Multiple Choice, Yes/No, and Fill In the Blank.

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In addition to online surveys, we can also add the totals from your paper surveys as well using the Export Survey Results Key to configure a file to import those results!

SCRIBE can create summaries like the Incomplete Survey Directory. This summary shows the number of all Students, Parents or Teachers who have not completed the specified Survey, if the percentage goal requirement has been met. Additionally, a list of the individual survey takers who have yet to take the survey is provided within this report as well as all of the information needed for these persons to log in and take the survey.

Incomplete Survey for Students

New to SCRIBE v3.1, both the ID Verification and the survey itself can be administered in Spanish as well!

If you are interested in using SCRIBE for your surveys, we would be more than happy to help with the process. We can even host a demo for how our survey feature works. Please contact SCRIBESupport@xcalibur.com for details.

Xcalibur Attending and Sponsoring the NCCEP/GEAR UP Capacity-Building Workshop in Las Vegas, Nevada

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Xcalibur is a proud sponsor of the 2013 NCCEP/GEAR UP Capacity-Building Workshop on February 3-6, at Caesars Palace!

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If you’re attending the conference, please come visit us at our booth in the Exhibitor’s Hall! Jim, Doran, Stacy, and Josh will all be on hand to answer any questions that you have about SCRIBE and demo some of the features! The hours of operation of the Exhibit Hall are 7:00am-4:15pm Monday and Tuesday (February 4-5).