Release 2015.2.0 is now live!

CCREC Features and Reports for annual reporting to NSC

  • Added Fiscal Year Funded for grants
  • Added Program Model Type (Cohort, Priority, Hybrid)
  • Added CCREC State ID and Service Agreement Numbers
  • Added CCREC Student Record File Export (Tab Delimited, CSV, and Excel) (available under Reports->Export)
  • Added CCREC Service Record File Export (Tab Delimited, CSV, and Excel) (available under Reports->Export)
  • Added CCREC Mapping Report a listing of Services to CCREC Codes (Excel and PDF) (available under Reports->SCRIBE Configuration)

Defects address in this release

  • When creating a service from a service template (there was an error if the date field was not entered as a four-digit year). This has been corrected to allow the user to enter either a 2 digit or 4 digit year.
  • When adding a student there was a defect that did not mark grade level and primary school as required fields – they are both required fields now and appear with an (*).
  • SCRIBE would show an error if a new enrollment were manually added for a student without a birth date. Birth date is no longer required for entering new enrollment.
  • Added Birth date to list of possible matches when adding student
  • Saving students to large lists for Shared services – no longer causes the screen to freeze.

Report (modifications)

  • Added IsRetained Field to Student Enrollment Report
  • Improved the performance of the Entry/Exit filters for reports. Previously when dates were selected, the exit or entry codes needed to be selected first.
  • Added Course Number Field and Credits Field to the Student Transcript report.

APR Modifications

  • Participation Summary report updates to current multi-year school range (values default to the APR range for the year(s) selected).
  • Demographics Summary report updates to show students across school years. (business rules described below)
    • If a student is enrolled in last year (4/1- end of school year AND NOT this year) they will appear in the report as NEW or CONTINUING depending on when that student’s first enrollment was.
    • If a student is enrolled in this year (9/1-3/31 AND NOT last year or any prior year) they will appear in the report as NEW.
    • If a student is enrolled in this year and last year prior to 4/1/…) they will be listed as CONTINUING.
    • Made enhancements to report to make generating report easier
    • Table of number students match across ALL tables for Demographics data (New/Continuing, Gender, Ethnic Background, Grade Level, ESL, Reduced Price Lunch, and IEP)
    • This report can still be used for purposes beyond APR as many grants tend to do.

Release 2014.4.0

Xcalibur is very excited to announce that SCRIBE v2014.4.0 is now live!

Updated Filters and Fields

  • Include No Participation – This filter has been moved to below the Service Category filter.

Participation

  • Adding Student Participation – You can now add participation to an existing service within past school years from the student-participation tab.

Browser Update

  • SCRIBE can now be accessed from the newest browsers like IE11

Reports Updates

  • Activity Summary
    • If the person type is not associated to the Service, “N/A” is displayed now instead of “0”
    • Person Type(s)-Has been added as a field between Created By and Grade Level(s)

Service List

  • Person Type(s) column has been re-added to Service List.
  • Service Type Additional Information column has been added to Service List (More information below)

Service Type

  • Changes have been made to allow Additional Information Fields to be available but not force them to be required.
  •  Existing IsAdditionalInfoRequired will now just determine if the Additional Information is required or not.

 

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 SCRIBE Support.

Release 2014.3.0

Xcalibur is very excited to announce that SCRIBE v2014.3.0 is now live!

New/Updated Filters and Fields

  • Participants by Program(s) – Formerly known as Program(s) filter. This filter will now show all programs within your instance, with the added benefit of being able to filter by “Not in any Internally Tracked Program(s)” which returns participants that are not associated to any internally tracked programs and “Not in any Program(s)” which returns participants who are not in any programs.
  • Services by Program – Is a new filter that filters the participation/services by program(s). For example, this is beneficial if you have more than one GEAR UP grant and want to run a report for only one. By using this filter you can exclude the other program(s).
  • Include No Participation – Our Student/Parent/Teacher Participation Reports now have a filter that allows the user to decide if they do or don’t want to include No Participation.
  • ACT Code – Has been added as an optional field on the School Demographics screen.
  • NCES id and School Number have been added to the APR School Information Report.
  • School Student Id has been added to the Parent Participation Export.
  • APR Participation Summary – Convert hours of participation back to 2 decimal places
  • The headers and fields within the Service Data report now appear on their correct pages.

New Feature

  • College Enrollment tab – Is now available for clients who are at the point of tracking college for their students. Please let us know if you are interested in this feature, so that we can discuss data, importing, etc.

New Reports

  • Incomplete Attendance Data Summary – This report shows the number of students that have incomplete attendance data.
  • Incomplete Attendance Data – Details – This report lists the specific students with incomplete attendance data.
  • Incomplete Course Data Summary – This report shows the number of students that have incomplete course data.
  • Incomplete Course Data – Details – This report lists the specific students with incomplete course data.
  • NSC College Enrollment Export – This export allows users to export their college enrollment data, add records and re-import the data.
  • College Enrollment Export – This export allows users to add and/or edit their College Enrollment records through the SCRIBE import.

Participation

  • Adding Student Participation – You can now add participation to an existing service from the student-participation tab.

Surveys

  • The font sizes have been increased to make questions easier to read.
  • The error message has been made easier to read.

 

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 SCRIBE Support.

Release 2014.2.0

Xcalibur is very excited to announce that SCRIBE v2014.2.0 is now live!

New Reports

  • Course Enrollment Report – This report shows the number of students for the selected school(s) who are enrolled in a course for the selected school year.
  • Service Types to APR Category Mappings – This report (PDF/Excel) shows the APR Service Type Name and Person Types.
  • Service Taxonomy – This report (PDF/Excel) shows Service Types, Service Type IDs, Person Type(s) and Program(s) associated with them.  Complete list of your site’s Service Timings and Service Deliveries and their respective IDs are included as well.
  • APR Service Types – This report (PDF/Excel) shows the APR Service Types and what Person Type is associated to them.
  • General SCRIBE Lookups – This report (PDF/Excel) shows the general SCRIBE lookups like Entry/Exit Code, Programs, Family Member Types, and their respective ID numbers.
  • Standardized Test List– This report (PDF/Excel) shows all standardized tests and sections that are associated to your respective SCRIBE site. Tests will be grouped by Standardized Test with the associated test sections listed for each test. Standardized Test IDs will also be listed.
  • Standardized Test Lookups – This report (PDF/Excel) shows all Scoring Methods and the Test Results Group with Test Result Items.
  • Course/Grades Lookups – This report (PDF/Excel) shows the Course Types and Ids, Course Levels and Ids, Scoring Method Type and Ids, Course Result Group with Course Result Items, Marking Period Types with Marking Periods and their Ids, Standard Course its Id and its APR Course name.
  • Course List – This report (PDF/Excel) shows the Courses mapped to the instance, as well as their Ids, Types, Levels, Scoring Methods, Credits, Course Result Groups, name of Course, and Standard Course name.

Updates

  • Report Filters – Users can now Select All for Entry and Exit Codes.
  • Student/Parent Survey Results Export – Grade Level column and Grade Level filter have been added.
  • Imports – Will no longer allow for duplicate service participation.
  • Imports – Will no longer allow users to accidentally use an incorrect marking period in an import. The import will now provide an appropriate error message for the invalid data.
  • Course Completion and Enrollment Reports – Column added for 2 Math Courses Beyond Algebra 1.
  • Service Exports – Show service hours with 4 decimal places to provide more accuracy.
  • Activity Summary Sheet – Created By and Date Created have been merged into one element. Activity Date/Time now show only 2 decimal places.
  • Service List – Created By and Updated By filters now let the user choose from a dropdown list of all users associated with the Instance.

Evaluator Specific Issues that have been Addressed

  • Quicklist – Student names no longer appear in Quicklist.
  • Student Demographics – Student names no longer appear in Demographics screen of Student Details.

 

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 SCRIBE Support.

Release 2013.5.0

Xcalibur is very excited to announce that SCRIBE v2013.5.0 is now live!

New/Updated Features

  • Quick Links – Located on the homepage, this allows the user to see the District, School, Service, Student, and Teacher they last viewed or modified. The user can arrange their own setting for how many Quick Links can be shown by going to User>My Settings.
    • Favorites can also be selected by clicking on the Star icon (on the top left hand corner of the page) beside a District, School, Student, Service, and Teacher.
  • Student to Program and Teacher to Program Exports – These reports show the Program as well as Entry/Exit information and First/Last Year in Program.
  • Student Level Reports – Shows Course history for student. This is located beside the student’s name on the Student Details screen.
  • Activity Summary Report – Now shows participants for multiple schools, split up by school.
  • Modification History – Is now displayed on the Service Details screen.
  • Service Id and External Service Id – Are now displayed on the Service Details screen. These fields are used for importing service participation.
  • Activity Summary – We have added the ability to allow for the default Service Summary to be hidden.
  • Student Demographics – We have added Photo/Media Permission and 21st Century Certification.
  • Student Enrollment Export – This has been updated to include ALL students, not just students marked as being enrolled as primary student. A filter has been added to filter report by its primary school.

Other Updates

  • Language Spoken at Home has been changed to Primary Language Spoken at Home.
  • Most reports now use Arial font. Reports were previously shown in Times New Roman.

Issues That Have Been Addressed

  • Users can now properly edit the Entry/Exit date without having to additionally edit the Entry/Exit Code or Entry/Exit Note.
  • Users without the ViewSensitiveInformation permission can now find reports/exports and/or select schools for report filter for reports that do not include sensitive information.
  • Critical Error no longer occurs when deleting student enrollment for a school year.
  • Fixed defect where Custom Service Type and Category names were not appearing when adding a Service Template or Service.
  • Entry/Exit Code history no longer always shows SCRIBEAdministrator as “modified by”.
  • Activity Summary Report no longer crashes when produced from the Service Reports or Service Participation screen.
  • Critical Error no longer occurs when producing the Parent Participation by Service Type Category and by Total Service Hours reports.
  • Incomplete Survey Summary no longer displays an error message, and properly displays charts at the top of the report.
  • Fixed defect where Service Types not associated to selected Person Type(s) were appearing in Service Type list when adding a Service or Service Template.
  • Fixed defect where Service Timings and Deliveries not mapped to client were appearing during Service creation and custom names for Service Timings and Deliveries were not being displayed.

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 SCRIBE Support.

Release 2013.4.1

We are always working on ways to make your experience with SCRIBE as easy as possible. To offer the best support possible, we not only have major releases but we have (as with this release) minor service releases as well. This brings us to Release 2013.4.1!

We have added/updated:

  • New reports – FPR Demographics Summary and Student Outcomes Summary
  • New Routes for Support Contact – SCRIBE Support’s contact number and updated email are now on the login screen as well as the Contact Us tab and Help tab.

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 SCRIBE Support.

Release 2013.4.0

Xcalibur is very excited to announce that SCRIBE v2013.4.0 is now live!

New/Updated Features

  • Entry and Exit Codes – Will be replacing Student Status. More about this change can be found here.
  • Export (Evaluator Version/No Sensitive Information) – There is now a section for Evaluator versions of Reports and Exports. These reports are nearly identical to many of the reports within SCRIBE, but they contain no identifying information for students, parents, or teachers.
  • Standardized Test Export and Standardized Test Status- These new exports are available in Sensitive and Evaluator Nonsensitive formats and include details on standardized test scores and completion.
  • Start Date/End Date in Program – In addition to First/Last Year In Program, users can can now specify the date a student or teacher entered or exited a program.
  • The new Help Desk email address is now present on SCRIBE’s login screen as well as under the Help > Contact Us.
  • A link to SCRIBE’s Help Desk can now be found under Help > Online Support.

Issues That Have Been Addressed

  • Activity Summary Reports no longer remove punctuation from fields.
  • The Hours field in adding Participation now allows the user to add more than 23 hours.
  • Users can now search for Services by number of hours greater than 24.
  • Standardized Test Sections that are not required no longer appear as “required”.

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 SCRIBE Support.

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

Entry Exit Codes Blog (resize)

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.

ee1

ee2

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.

ee3

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!