virtual schools web elementary achievement setup (eas...

Virtual Schools

Web Elementary Achievement Setup (EAS)

Grades 1-8

Report Card Administrator’s (RCA) Manual

VIRTUAL SCHOOLS Elementary Achievement Setup (EAS) - Report Card Administrator’s Manual Grades 1-8 School Information Systems (SIS)

Trillium v 4.13.10 and EAS v 5.42.30 - 2 - December 02, 2020

© 2018. The contents of this manual are the property of Toronto District School Board and are covered by copyright laws. Any unauthorized duplication of this manual, in whole or in part, without the expressed permission of the publisher is strictly prohibited.



TABLE OF CONTENTS

INTRODUCTION ............................................................................................................. 5 Conventions Used in This Manual ............................................................................ 5 Security ...................................................................................................................... 5 Trillium Sign On Screen ............................................................................................ 6 Change School Year .................................................................................................. 6 Toolkit (Via Trillium) .................................................................................................. 8

ACCESSING ELEMENTARY ACHIEVEMENT (EAS) .................................................... 9

SCHOOL REPORT PERIODS TAB .............................................................................. 11 Mark Entry End Date ................................................................................................ 12 Report Card Print Date ............................................................................................ 13

CLASS SUBJECTS TAB .............................................................................................. 14 Subjects Assigned to Class (Section 1) ................................................................. 15 Assigning Subjects to Individual Class/Homeroom:............................................. 16 French Delivery Mode ............................................................................................. 20 Co-Ed Health Education and Physical Education ................................................. 21 IEP Information ........................................................................................................ 23 HSP Classes ............................................................................................................. 23 Assigning Subjects to DD Classes ......................................................................... 23

Subject Matrix - Read Only (Section 2) ...................................................................... 24

Update Teacher Assignments (Section 3) ................................................................. 25 “Second” Teacher for Team Teaching Purposes .................................................. 27

GENERATE ACHIEVEMENT RECORDS ..................................................................... 28 Generate Achievement Records For All Students ................................................. 29 Generate Achievement Records For Individual Students ..................................... 30 Generate Achievement Records By Homeroom/Class ......................................... 31

SUBJECT ASSIGNMENT BY STUDENT TAB – Not Applicable ................................ 32 Subject Assignment By Student - (Modify Individual Student Timetable) ........... 32 Copy Student Assignment - Not Applicable .......................................................... 33

KG TEACHERS TAB .................................................................................................... 33

REPORT LAUNCHER VIA TRILLIUM AND TRILLIUM WEB REPORTS ..................... 34 Achievement Validation (Elementary) .................................................................... 35 Elementary Achievement Matrix ............................................................................. 36 Growing Success Compliance Report - (Report Periods 1 & 2 Only) .................. 37 Missing Achievement Data ..................................................................................... 40

CALCULATE ATTENDANCE TOTALS ........................................................................ 41 Recalculate Median Prior To Printing Official Report Cards ................................ 41

CREATE STAFF GROUPS AND ASSIGN TEACHERS ............................................... 42

REPORT CARD PRINTING PROCESS (Building PDF) ............................................. 44 Changing Date That Appears On Report Card When Printed ............................... 44

GENERAL INFORMATION ........................................................................................... 45



INTRODUCTION

CONVENTIONS USED IN THIS MANUAL

Throughout the manual, the following symbols are used to provide helpful information or warnings.

SECURITY

Principals and Vice Principals have full access to all areas of Trillium and Elementary Achievement Setup (EAS), Trillium Web Elementary Achievement (TWEA) and Alternative Report Cards (ALTRC).

• Report Card Administrators (RCA’s) have limited access to Trillium for EAS setup and full access to TWEA.

• Teachers have access to TWEA and/or ALTRC only.

• IMPORTANT: To review staff who have access to TWEA/Trillium, build the Security Turnaround Document from Trillium > Toolkit tab > Report Generator.

REMINDER: Trillium is accessed through Administrative computers. Request to add Trillium to a TDSB non-Administrative computer can be made by Principal/Vice Principal ONLY via TDSB Home Page > serviceIT > Request a Service.

Report Card Administrator and New LTO Teacher Access

• Principals/Vice Principals can email SIS Support directly with RCA changes (i.e. grant or remove access).

• For TWEA access for teachers; email must include teacher’s name, employee number and staff assignment start date.

• Note: Teachers cannot request their own TWEA access.

Indicates special Tips & Tricks to save you time and effort or provide other helpful information.

Indicates warnings about potential problems you may encounter, and instructions on how to avoid them.

Indicates that the mouse should be clicked to perform an action or make a selection. Unless noted all clicks are single clicks.

Refers to the Alternative Report Card (ALTRC) application and/or process.



TRILLIUM SIGN ON SCREEN

1. Double on the Trillium icon on your desktop.

2. Trillium Sign On screen will open.

3. In the Select Database field, ensure Trillium Production DB is selected.

4. In the User ID field, enter your TDSB network account (6-digit employee number including leading zero).

5. In the Password field, enter your TDSB network account password.

6. OK, or press the Enter key on the keyboard.

Multiple Trillium Accounts: You may have one Trillium user id for your day school and another for night/summer school; ensure to select the appropriate user id.

TDSB network password reset via serviceIT portal.

CHANGE SCHOOL YEAR

The data in Trillium is stored by the academic (school) year. The current year is usually defaulted. To access previous school years or change to current, follow below steps:

Changing School Year in Trillium:

1. From the Trillium Picture Menu, select Action ► Change School Year.



2. The Change School Year window will open allowing you to select the academic school year from the Current Year drop down menu.

3. OK.

The Trillium application DOES NOT time-out. (Local Trillium after 30 min. inactivity) Changing School Year in web Elementary Achievement Setup (EAS):

• If school year is not defaulted to current year, select academic school year from the Year drop down menu.

The EAS application WILL TIME-OUT IN 30 MINUTES if you do not save and/or move from tab to tab. A warning message will appear stating session is about to expire.



TOOLKIT (VIA TRILLIUM)

Through Trillium Principals, Vice Principals and Report Card Administrators can access several different areas or applications relevant to the Elementary Achievement process. From the Trillium Picture Menu select the Toolkit tab to access the following:

1. Report Generator: A number of reports that are not accessible through Trillium (Report Launcher) are found in Report Generator (i.e., Security Turnaround).

2. SIS Website: Contains a number of resources relevant to the Elementary Achievement Setup process (i.e., Training Videos).

3. Trillium Web Elementary Achievement (TWEA): Web application used by teachers to enter marks and comments. Principals, Vice Principals and Report Card Administrators can launch TWEA from Trillium.

• TWEA can also be accessed in Trillium > Elementary Achievement tab > Web Elementary Achievement.

IMPORTANT: When accessing TWEA via Trillium you by-pass the TWEA Home Page, therefore missing any Alerts / Information that may be posted.

Recommended log in via TDSB Home Page > Teachers Tab > Teachers’ Site > Quick Links > Report Cards K-8.



ACCESSING ELEMENTARY ACHIEVEMENT (EAS)

IMPORTANT: The achievement setup must NOT be done until AFTER class re-alignment is completed; and ALL active students are assigned to a class.

Confirm with your Administration the above has been completed. There are three (3) methods to access the Elementary Achievement Setup.

1. Via Trillium > Elementary Achievement tab > Elementary Achievement Setup

button.

2. Via Trillium > Reports tab > Trillium Web button > select School then Elementary Achievement Setup.

3. Via TWEA Home Page > RCA Login.



If previously logged into the achievement setup (EAS) and did not log out properly, the following message; “You have been logged out of the application” and/or “Errors > Session has expired invalid request” will appear.

• When setting up achievement, ensure only one Elementary Achievement Setup (EAS) session is open.

• DO NOT use the Internet back arrow or refresh. You will be logged out of the Elementary Achievement Setup (EAS) application.



SCHOOL REPORT PERIODS TAB

1. User name: Indicates who is logged into the application (EAS). 2. Log out button: Used to Exit the application. 3. Session Timeout: The application will time out in 30 minutes if you do not save

and/or move from tab to tab. 4. Indicates School Name 5. Indicates School Year 6. Report Periods:The radio button under the Select column indicates the Report

Period you are working in. 7. Start Date /End Date:These dates define the period of time for which

attendance totals (i.e. lates and absences) will be calculated for each student. These dates are defined centrally by the Teaching and Learning Department and cannot be changed.

8. Mark Entry End Date (MEED): Is the last day teachers can enter marks/comments on the web. Teachers can access TWEA & ALTRC up until midnight of the selected date. At 12:01 a.m. they will be locked out. TRELLIS is 12:01 a.m. the night before. The MEED is set by the Report Card Administrator or Principal/Vice Principal. Teachers must be advised of the date set. This date may be changed at anytime.

9. R.C. Print Date: Indicates the date in which Report Cards go home and appears on the top of Report Cards.

10. Calculate Atd After Date: Official Report Cards cannot be printed until AFTER the Report Period End Date defined by the Teaching and Learning Department.

11. Publish Date: Is not currently being used by the TDSB, ignore this field. 12. Initial Generation Date: Indicates the first time a full generation of achievement

records was completed for the Report Period. Only generate achievement records for the current Report Period. If achievement generated in error, contact SIS Support.

13. Lock: The lock box prevents generating achievement records for the wrong report period. Remove the checkmark for the current Report Period only.

14. KG Teachers: Feature used to assign Prep teacher(s) to JKSK classes only.



MARK ENTRY END DATE

The Mark Entry End Date (MEED) allows teachers to start entering Report Card data for the current Report Period in Trillium Web Elementary Achievement (TWEA). Changing the MEED to a date in the future is not recommended until AFTER the achievement setup is completed. The Mark Entry End Date is not determined by SIS Support. Principals can select a date that will accommodate individual school timelines. The Mark Entry End Date can be changed at any time during the school year. Teachers can access web applications (TWEA and ALTRC) up until midnight of the date set. TRELLIS access is up until 12:01 a.m. the night before. Teachers should be advised of the date set.

1. the calendar field located below the Mark Entry End Date heading to activate the calendar.

2. Select the date from drop down calendar.

3. Confirm SAVE.



REPORT CARD PRINT DATE

1. On the School Report Periods tab, under the Select heading the appropriate

Report Period radio button.

2. R.C. Print Date is initially pre-populated centrally with the first day of school for all three Report Periods. This date must be changed to reflect the date Report Cards go home (as per Teaching and Learning directive) and can be changed at any time. Note: The RC Print Date is the date that will appear on the top of Report Cards. Teaching and Learning would like the date to reflect the day report cards go home.

All three Report Periods (R.C. Print Date) must be entered before the window will save. If information is not entered a red “Mandatory Field” message will appear.

3. Confirm SAVE.



CLASS SUBJECTS TAB

The Class Subjects tab is used to assign subjects to Homeroom teachers and Subject teachers. Teachers and grades are school specific.

Before beginning the setup request teacher/subject information from your Administration.

1) The Homeroom teachers name and the individual class they are assigned to; and what subjects do they teach their students.

2) Which teacher reports on a specific subject in each homeroom/class.

VERY IMPORTANT: The achievement setup must NOT be done until AFTER class re-alignment is completed (generally late September).

The Class Subjects tab (window) is divided into three (3) sections:

• Subjects Assigned to Class (Section 1)

• Subject Matrix (Section 2)

• Update Teacher Assignments (Section 3)



SUBJECTS ASSIGNED TO CLASS (SECTION 1)

DO NOT ASSIGN SUBJECTS TO A CLOSED CLASSES

DO NOT ASSIGN ANY SUBJECTS TO THE ESL-RESOURCE. This non-instructional Homerooms have been setup for the sole purpose of allowing ESL-Resource teacher’s access to the Tracking of English Language Learners Information System (TRELLIS) ONLY and are NOT relevant to elementary achievement.

DO NOT ASSIGN SUBJECT TO CF (Core French) Setup for Brightspace Shell ONLY



ASSIGNING SUBJECTS TO INDIVIDUAL CLASS/HOMEROOM:

Note: PRIMARY homeroom in achievement refers to where the students are counted for funding; not primary division.

The PRIMARY Homeroom dictates the following; therefore, ONE subject LANGUAGE MUST be added for:

• Homeroom Teachers name that will appear on top of report card when printed

• Homeroom Teachers ONLY have access to Learning Skills E, G,S,N.

• Successfully build/print report cards

For Virtual School Setup ONLY

The remaining MANDATORY subjects (excluding Language) must be added to the corresponding class with the same teacher example ATT - class that states NO (ATT) to capture the HSP, ESL, LEAP, LO students that have been assigned there for attendance purposes. Will also accommodate achievement setup.

IMPORTANT: Teachers will need to be advised the following:

• Homeroom Teacher will have to select PRIM class to report on Language subject, then pull down the ATT class to find the other subjects.

• The Subject teachers will also have to pull down ATT class to find all students in that class.



From the Class Subject tab select the first active Primary Homeroom Class.

1. the Primary Class/Homeroom.

2. the ADD button.

3. the First Teacher drop down list to select Homeroom teacher’s name. The Teachers name that appears in the top right-hand corner of this window.

4. Select Grade level that applies to this class (if split grade, both grades can be selected).

5. button will close drop down.

6. The Subjects box lists mandatory subjects first than optional.

7. Select Language ONLY for Primary Homeroom.

VERY IMPORTANT: Subject LANGUAGE MUST be assigned to the “Primary” Homeroom ONLY.



8. You MUST Apply to Class button and Save for subject to be populated.

9. For all other mandatory subjects (excluding Language) add to the ATT class.

HSP, ESL, LEAP & LO Primary Homeroom Classes usually run for half a day and contain students in multiple grade levels. The same students may integrate in other classes throughout the day for other subjects.

To assist with accommodating these students all other mandatory subjects will be added to the ATT class, where the above students have been placed for attendance purposes. No modifying of student timetables will be required.

REMINDER: Teachers will need to be advised the following:

• Homeroom Teacher will have to select PRIM class to report on Language subject, then pull down the ATT class to find the other subjects.

• The Subject teachers will also have to pull down ATT class to find all students in that class.



10. the related ATT class Example same Primary Teacher Language was assigned to.

11. the ADD button.

12. the First Teacher drop down list to select Subject teacher’s name. Teacher(s) who also reports on students in this class. If there are several subject teachers reporting in this class, they must be done one at a time. Subject Teacher is the First Teacher.

13. Select Grade level that applies to this class (if split grade, both grades can be selected).

14. button will close drop down.

15. The Subjects box lists mandatory subjects first than optional.

16. Select appropriate mandatory subject(s) for each First Teacher (excluding Language). One subject teacher at a time.

17. You MUST Apply to Class button and Save for data to be populated.

18. Message will indicate Record(s) Saved.



Other self-contained classes (Primary Homeroom) SPED classes (Autism, Behaviour, Gifted) or French Immersion (FI, FE). Add all mandatory subjects to the Primary Homeroom.

• Suggestion Only: If assigning Family Studies and/or Design and Technology to Grade 7 & 8 students’ select optional subject Unified Arts.

• Within the Unified Arts text box, the teacher can specify the exact subject being taught i.e. Family Studies or Design and Technology. This will avoid numerous manual changes by RCAs in future Report Periods.

• DO NOT uncheck the Report Period boxes. If deselected, the subject(s) will not be generated for current or future Report Periods.

FRENCH DELIVERY MODE

• Delivery Mode for French automatically defaults to Core, to change use drop down.

• Subjects taught in French can be indicated by the Delivery Mode drop down.



CO-ED HEALTH EDUCATION AND PHYSICAL EDUCATION

The Co-Ed check mark automatically defaults indicating Health Education and Physical Education is being taught to both males and females.

The button can be used to remove subjects selected in error. Select the subject(s) you want to delete. The following message will appear. Confirm Yes or No.

Subjects can only be assigned one Homeroom at a time.



When adding a subject for a First Teacher, other than the Homeroom First Teacher, the teacher field MUST be filled in for ALL Report Periods. If not, the following message will appear indicating task has not been completed.

message will appear until corrected.

1. Once subjects have been selected the Strand icon will display where applicable and/or Delivery Mode for the subject.

2. To collapse window choose Cancel or OK.

3. Save.



IEP INFORMATION

It is highly recommended that the IEP flag be set for individual students through TWEA by teachers, unless the school is a Special Education school and the entire student population is on an IEP.

HSP CLASSES

Subject Language MUST be assigned to ALL HSP classes. HSP students that appear on an HSP class list will not get pulled into the TWEA application unless this setup is done. Add Gr 6, 7 and 8 Language. Reminder: HSP students will get the other mandatory subjects assigned to them via the alternate ATT class, where they go to the other half of the day.

ASSIGNING SUBJECTS TO DD CLASSES

For DD teachers to have access to their students in TWEA; and for RCA’s to be able to produce/print an Official Report Card from Trillium, ONE subject must to be assigned in the Class Subjects window. Recommendation: Assign subject LANGUAGE at ALL grade levels within the individual DD class.



Language is the first subject box on the TWEA Report Card template, and where the comment “See attached Alternative Report Card” can be entered by teacher. The Alternative Report Card can be printed and attached to the Official Report Card.

SUBJECT MATRIX - READ ONLY (SECTION 2)

The Subject Matrix window displays subject information for all classes in a Read-Only format. Information cannot be changed however, can be sorted by on the column headings.



UPDATE TEACHER ASSIGNMENTS (SECTION 3)

If a teacher is leaving and being replaced by another teacher i.e. Long Term Occasional (LTO) the First Teacher’s name may be changed at ANYTIME during the school year. The same procedure applies when a permanent teacher returns from a leave and replaces the LTO. Note: You DO NOT need to generate achievement records again.

1. From the Select Teacher field select the teacher who is leaving. All subjects assigned to that teacher will appear in the bottom area of the window.

2. From the With Teacher field select the teacher who is replacing them.

3. Select ALL Subjects taught by the leaving teacher and appropriate Reporting Period.

4.

5. The following message will appear. Select Yes or No.



6. To confirm the change has taken place, go back to the Class Subjects tab, Subjects Assigned to Class section, from drop down select Class. The First Teacher field will now indicate the replacement teacher.

Reminder: When the First Teacher is changed to reflect the LTO teacher, they should also be added to the appropriate Staff Group(s) in Trillium (if applicable).

If corrections need to be made to individual subjects for First Teacher use the Multiple Teacher button under the First Teacher column:

1. In the Class Subjects window Subjects Assigned to Class section.

2. the Multiple Teachers button and use the drop-down list for the corresponding field with the correct Report Period and select the replacement teacher from the list.

3. OK and Save.

The icon indicates the change has been made. To view on the icon.



“SECOND” TEACHER FOR TEAM TEACHING PURPOSES

Example: First Teacher teaches all Language strands with the exception of Media Literacy. The “Second Teacher” teaches only the Media Literacy strand. Both teachers will have access to the Language box and all students in that class. Example: MART teacher needs access to only 4 students in a class. If added as a “Second Teacher” they will have access to ALL students in that class, however only report on the 4 students they evaluate. Second Teachers can delete, add or modify comments within the subject box.

1. In the Class Subjects tab, Subjects Assigned to Class section, select the appropriate Class, Subject and Subject Teacher.

2. the Multiple Teachers button Second Teacher column.

3. drop down arrow in the Second Teacher field. Select the teacher from the available staff list for required report periods.

4. OK

5. Save

• First and Second Teachers can be changed ANYTIME during the school year.

• You DO NOT need to regenerate achievement records to capture the change.

• RCA’s do not need to be added a as Second Teacher; have access to all classes.



GENERATE ACHIEVEMENT RECORDS

Generating Achievement Records assigns subjects to individual students based on the Homeroom/Class they are in and the subjects assigned to that Homeroom/Class. It also creates rows in the database that will store marks, comments and learning skills. Once achievement records have been generated, teachers will have access to their students/subjects in Trillium Web Elementary Achievement (TWEA), provided the Mark Entry End Date is set to a date in the future. VERY IMPORTANT: Prior to opening TWEA to teachers (i.e. Mark Entry End Date) run the following two (2) reports:

1. Achievement Validation (Elementary): Provides a listing of students that are missing mandatory subject(s); active and inactive students enrolled less or more than 42 days but have no achievement; subject grade is different from student’s enrolment grade; students with duplicate subjects.

2. Elementary Achievement Matrix Report: Used to verify the subjects assigned to teachers and displays all classes for all grades and the First and Second Teachers.

See Reports Section of this manual for further details on building the reports via Trillium > Reports tab > Report Launcher > Elementary Achievement folder or via Web reports.

Frequently Asked Questions: After the initial generation of achievement records has been completed, would re-generating achievement records (i.e. to pull in a new student or add missing subject to a class) delete the achievement data that teachers have already entered in TWEA?

Answer: Achievement data that has been entered in TWEA will NOT be deleted if RCA re-generates achievement records again.

Note: If a student has moved to a new class/ homeroom within the current report period and achievement records are re-generated for entire school, the student will then be attached to the new class/ homeroom. Modification for the student will need to be done via Subject Assignment by Student window.



GENERATE ACHIEVEMENT RECORDS FOR ALL STUDENTS

1. School Report Periods tab.

2. Only Unlock the Reporting Period you are working in.

3. Save (to open Build Achievement and Calculate Attendance sections).

4. Select radio button for All Students.

5. Generate Achievement button.

6. Save

• Once Achievement Records have been generated you will receive the following

message: “Generate Achievement completed successfully”.

• Initial Generation Date will be shown.



GENERATE ACHIEVEMENT RECORDS FOR INDIVIDUAL STUDENTS

When do you generate using the “Some Students” button? Achievement records already generated and a new student(s) registers. Generate achievement again to pull the student into TWEA.


2. Unlock the Reporting Period you are working in.


4. Select radio button for Some Students.

5. Student Search.

6. Enter Student Name.

7. Find.

8. In the Search Results area, the check box for Selected Student(s).

9. OK (which brings you back to the Generate Achievement window).

10. Generate Achievement Records.

11. Save.



GENERATE ACHIEVEMENT RECORDS BY HOMEROOM/CLASS

When do you generate using the Homeroom/Classes button? Achievement records have already been generated, and an entire homeroom is missing a subject(s).

1. Add missing subject via Class Subjects window first.

2. Select School Report Periods tab.

3. Unlock the current Reporting Period.


5. Select radio button for Homeroom/Class Search.

6. Select Some Homerooms/Classes radio button.

7. Homeroom/Classes Search.

8. Select the Homeroom.

9. OK (which brings you back to the Generate Achievement window).

10. Generate Achievement Records.

11. Save



SUBJECT ASSIGNMENT BY STUDENT TAB – NOT APPLICABLE

SUBJECT ASSIGNMENT BY STUDENT - (MODIFY INDIVIDUAL STUDENT TIMETABLE)

This feature will not be used by Virtual Schools as all subjects will be attached in the Class Subjects tab. VERY IMPORTANT: If attempting to delete a subject that has comments or marks entered in TWEA the following error message will be shown next to the subject name. “All subjects and marks MUST be removed in TWEA in order to delete the subject(s) in setup”.



COPY STUDENT ASSIGNMENT - NOT APPLICABLE

This feature will not be used by Virtual Schools.

KG TEACHERS TAB

The KG Teachers tab in the Elementary Achievement Setup (EAS) web application is

used to assign Prep teachers to the Kindergarten classes ONLY.

The Kindergarten Teachers will only be available once the JKSK setup is completed in Core Trillium and achievement records generated.

IMPORTANT:

• Although ECE’s are available to select in the KG Teachers tab, ECE’s DO NOT have access to TWEA; therefore assigning them frames (JKSK subjects) would be irrelevant.

• If an ECE is mistakenly added in the KG Teachers tab OnSIS (Ministry) and Error Management Dashboard (EMD/DQM) errors will appear.

Note: Office staff DO NOT have access to the Elementary Achievement Setup to correct the errors. RCAs, P/VP’s must remove the ECE’s from the KG Teachers tab in order to clear EMD errors.

• KG Teachers Setup:

Review Quick Reference Card titled “ QRC - RCA Adding Additional Teachers to Kdgn Communication of Learning” and/or RCA - JKSK Setup manual posted on

TWEA Home Page > Documentation tab.



REPORT LAUNCHER VIA TRILLIUM AND TRILLIUM WEB REPORTS

It is extremely important that schools run the following reports to ensure the elementary achievement setup is accurate. Corrections need to be dealt with PRIOR to letting the teachers onto TWEA and definitely before printing Official Report Cards. The following three (3) reports are currently located in two (2) areas; Trillium Report Launcher and Trillium Web application.

1. Achievement Validation Report - To be built and verified each report period after setup is complete; and prior to letting teachers onto TWEA.

2. Elementary Achievement Matrix - To be built and verified after setup is complete and prior to letting teachers onto TWEA.

3. Growing Success Compliance Report - Used to verify data in Report Period 1 & 2 Only.

Note: Office Staff check the Error Management Dashboard (EMD) daily. Depending on the time of year achievement errors will also appear on the EMD. Generally shared with RCA’s/P/VP.

To Access Reports via Web Application:

Select the below link and enter you TDSB credentials. 6 digit employee number and network password.

https://trillium.tdsb.on.ca/landingpage/

Select Reports tab > Open Organization folder > Trillium > Reports > Elementary Achievement.

https://trillium.tdsb.on.ca/landingpage/



ACHIEVEMENT VALIDATION (ELEMENTARY)

The Elementary Achievement Validation is a VERY IMPORTANT report which provides a listing of students that are missing a mandatory subject(s). It must be run PRIOR to opening the web to Teachers.

Due to the size of the virtual schools, run report AFTER all the classes have been setup and achievement records have been generated.

Report also provides the following warning messages:

1. Active student enrolled for less than 42 days, but has no achievement. 2. Active student enrolled for more than 42 days, but has no achievement. 3. Inactive student enrolled for more than 42 days, but has no achievement

records. 4. The subject grade is different from the student’s enrolment grade.

IMPORTANT: The Art subjects (Dance, Drama, Music, and Visual Arts) and History or Geography (Gr. 7-8) are not checked by this report since they do not have to be taught in every report period. RCA’s must assign mandatory subjects to ALL students for all three (3) Report Periods and teachers must check N/A if not taught (re Growing Success Policy).

To Access Reports via Trillium Report Launcher:

1. From the Trillium Picture Menu, the Reports tab and select the Report Launcher button.

2. plus sign to the left of Elementary Achievement folder to expand the folder.

3. Highlight Achievement Validation (Elementary).

4. button.

5. Use the drop-down arrow in the Report Period field to choose a Report Period.



6. button.

7. This report should be run repeatedly until ALL corrections have been made, prior to letting teachers onto the web (TWEA).

ELEMENTARY ACHIEVEMENT MATRIX

The Elementary Achievement Matrix Report is used to verify the subjects assigned to teachers. It displays all Classes for all Grades and the First and/or Second Teachers assigned to achievement for each subject within a selected Report Period. If a teacher has not been assigned to achievement for a subject the cell on the Matrix Report is left blank.

1. From the Picture Menu in Trillium, the Reports tab and select the Report Launcher.

2. the plus sign + to the left of the Elementary Achievement folder to expand the folder.

3. Highlight Elementary Achievement Matrix.



4. .

5. Use the drop-down arrow in the Report Period field to choose a Report Period.

GROWING SUCCESS COMPLIANCE REPORT - (REPORT PERIODS 1 & 2 ONLY)

The Growing Success Compliance Report identifies students with report cards that are not fully compliant with Growing Success Policy. This report should be produced by Principals, Vice Principal or Report Card Administrators and distributed to teachers for follow up, before the final copy of the Official Report Card is printed and signed for Report Period 1 and Report Period 2.

1. From the Trillium Picture Menu, the Reports tab and select Report Launcher

button.

2. to open the Elementary Achievement folder.

3. Select the Growing Success Compliance Report.



4. button.

5. Select the appropriate Report Period from the drop-down arrow.

6. In the “Include Students enrolled for” and “to” fields, enter values to specify start and end numbers of days. Only those students who have been enrolled for the number of days in the entered range will be displayed on the report. The default values will be 1 to 200.

It is suggested that the “Include Students Enrolled for” be changed to 42.

7. Select the criteria by either Homeroom or Teacher. If Homeroom radio button is

selected, a list of classes will appear. Use the feature or individually check off required classes.

Note: When the report is run by homeroom, all teachers for the class (both homeroom and subject) will be included in the report.

8. button.



9. Printer button in the toolbar to print the report.

Not all issues can be corrected by the homeroom teacher. Some may require school Administrator adjustments. Example: FSL / Special Education/IEP flags. The report checks for the following:

• Missing Learning Skills Indicators.

• Discrepancies between a student’s FSL program and the reporting of French on the report card.

• Students who have a subject with the IEP checked but have no Special Education information recorded in Trillium, or vice versa.

• Students assigned to an FSL program but have no subjects flagged as being taught in French.

• History and Geography or Social Studies not assigned at the appropriate grade level.

• Mandatory subjects that have not been assigned to students.

Note: Office Staff check the Error Management Dashboard (EMD/DQM) daily. Depending on the time of year achievement errors will also appear on the EMD. Generally shared with RCA’s/P/VP.



MISSING ACHIEVEMENT DATA

This report provides a list of all students missing achievement data. The report can be selected by teacher or by class. The X under the Comment and/or Mark column indicates that the field is missing data.

Teachers can run the report in TWEA. 1. From the Trillium Picture Menu the Reports tab and select Report Launcher

button.

2. sign to open the Elementary Achievement folder.

3. Select the Missing Achievement Data (Elementary) report.

4. button.

5. Once the report has opened the drop down arrow to select the desired Report Period.

6. The Select by: and Sort by: fields as well as the Include defaults do not need to be changed.

7. From the Available box select the class or classes and move them to the

Selected box. 8. button to generate the report.

9. Select Printer icon in the Toolbar to print.



CALCULATE ATTENDANCE TOTALS

Prior to printing Official Report Cards, you will be prompted to calculate attendance totals again.

The attendance totals (absences/lates) are those accumulated between the Start Date and End Date of each report period. RCA’s may choose to calculate attendance totals on a regular basis to allow teachers to view up-to-date attendance while working on report cards in TWEA.

1. School Report Periods tab. 2. Unlock current Report Period and Save. 3. Select Attendance box. 4. Calculate button.

RECALCULATE MEDIAN PRIOR TO PRINTING OFFICIAL REPORT CARDS

If Grade 7 or 8 marks are changed and the medians do not appear correctly on the report cards when printed, the Grade Median should be re-calculated.

1. School Report Periods tab. 2. Unlock current Report Period and Save. 3. Select Median box. 4. Calculate button.



CREATE STAFF GROUPS AND ASSIGN TEACHERS

The Staff Group Maintenance function allows for the creation of Staff Groups and the association of teachers with various Groups. Group comments created in Comment Builder tab within TWEA can be viewed, modified or deleted by any member of the Group. Staff Groups remain on file from one year to the next. Only new Groups need to be created in Trillium as required. The Report Card Administrator must assign teachers to Staff Groups each year. From the Trillium Picture Menu, on the Staff tab and select the Staff Group Maintenance button.

1. Add button in the Toolbar to add a new Group. In the Group field, type

the name of the Group. 2. Tab to the Description field and type the same Group name.

3. Staff to Group tab. The staff list will appear in the “Available” list box.

4. drop down arrow in the Assign field.

5. Select required Group.



6. From the Available box, select the teachers being assigned to the Group.

7. the right pointing arrow to move selected teachers to the Selected box.

8. Repeat Steps 4 and 5 until teachers have been assigned to the appropriate

Groups.

9. Save button before exiting this window.

• Teachers who are not part of a Group will only have access to their Personal Comment Bank in TWEA. They will not have access to the Group Comments functionality.

• New teachers must be assigned to the appropriate Staff Groups as they become active throughout the school year.



REPORT CARD PRINTING PROCESS (BUILDING PDF)

Refer to the In Person Schools, RCA Achievement Setup Manual for Grades 1-8 or Quick Reference Card (QRC) posted on TWEA Home Page > Documentation tab. Electronic Distribution PDF instructions to be communicated separately.

CHANGING DATE THAT APPEARS ON REPORT CARD WHEN PRINTED

The date that appears and prints on the top of the Report Card(s) automatically defaults to the R.C. Print Date.

The R.C. Print Date can be changed at any time. Teaching and Learning would like the RC Date to be the date report cards go home.

1. Via the Elementary Achievement Setup (EAS).


3. Select current Report Period.

4. Select appropriate date within the calendar.

5.



GENERAL INFORMATION

• The School Information Systems (SIS) Team is available to provide assistance to Report Card Administrators from 8:00 am to 5:00 pm, Monday through Friday. Note: When leaving a voice message ensure to include a phone number (i.e. cell phone) that you can be reached at.

• If teachers require assistance with Trillium Web Elementary Achievement (TWEA) application or have policy related questions, they must speak directly to the Report Card Administrator, Principal or Vice Principal, and/or review documentation posted on the TWEA Home Page.

• If a teacher has been setup in the Elementary Web application (EAS) and state, they do not have access to TWEA using their TDSB network account (6 digit employee # and network password) TWEA security will need to be granted.

• Request for teacher access to TWEA must come directly from the Report Card Administrator, Principal or Vice Principal not from the Teachers themselves.

• The Security Turnaround Document in Report Generator > Security folder shows all staff in the school who has access to Trillium and/or TWEA. For assistance building this report call SIS Support.

Email: [email protected]

Live Chat: http://tdsbweb/sis/adcheck.asp

Phone: (416) 395-4357 Option #4

mailto:[email protected]

http://tdsbweb/sis/adcheck.asp

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