GEAR UP Virginia
Contents
Click on topic to advance to specific section.
GEAR UP Virginia Program Database
Introduction and security information 3 User/Login Names and Password Information 4
How to Access the Database 5
Time-out Functionality 7
Screen descriptions 8
Program Welcome Screen 8
Student List Screen 9
Student Profile Screen 10
Student Services Screen 11
Student Courses Screen 12
Student Groups Screen 13
School Profile Screen 15
Teacher Professional Development Screen 16
Summative Report Screen 17
Add Service Screen 19
Add Course Screen 20
Reports Screen 21
Course Report Screen 22
Service Report Screen 23
Program Policy
Initial Program Eligibility Requirements 28
Criterion 28
GEAR UP Pledge 28
Data Coordinator Responsibilities 29
Database Contact Information 30
KEY
TIP
Look throughout this guide for special tips on navigating the database. NOTE
GEAR UP Virginia Program Database
Welcome to the GEAR UP Virginia web-based program evaluation database. This electronic tool provides a system for recording all major activities and services that participating schools
provide through their GEAR UP programs. It also allows the State Council of Higher Education for Virginia (SCHEV) to follow the progress of GEAR UP students, participating schools, and the state program through the life of the grant. The data gathered in this system will be used to manage and evaluate the federal grant, and is compiled and presented in aggregate to the United States Department of Education (USDOE) on an annual basis through the required GEAR UP Annual Performance Report.
GEAR UP Database Security Information
The information contained in this electronic database is confidential and intended to be used only by authorized personnel. It is therefore protected from unauthorized use or dissemination by laws governing the Commonwealth of Virginia and relevant sections of the United State Code governing use of student information. If you have not been designated as the authorized person or the authorized person’s agent, you are hereby notified that any review, use, dissemination, distribution or copying of this information is strictly prohibited. You are also asked to notify SCHEV immediately by email to Christine Kemp at [email protected] should there be a security violation of this site.
Security Awareness List
Ensure that your institution’s database access information is kept secure. Continue to update contacts/authorized users as needed.
Do not give database access information to anyone who is not listed as a contact/authorized user.
Do not send sensitive information (i.e. student social security numbers) via email. Please sign and date this form indicating that you agree to the above terms. _________________________________ ________________
User/Login Names and Password Information
User/login names and passwords are created by the GEAR UP Information Management
Specialist. Each data coordinator will receive a username and password for the secure website that houses the GEAR UP Virginia Program Database. The data coordinator also will receive a username and password for the database. These usernames and passwords are case sensitive and alphanumeric.
You will have three attempts to enter the secure site to access the database. If after three attempts you fail to enter the correct username and password, the database will be locked. If you have locked the database, please contact Christine Kemp via email at
[email protected] or telephone at (804) 371-2141 as soon as possible to prevent other data coordinators in your region from being locked out of the database.
The password to the secure site will be reset every 45 days and sent via email to data coordinators.
Record your login information and passwords here for future reference.
School Name:
Secure Site Database
Username Login Name
Password Password
You will have three attempts to enter the database. If after three attempts you fail to enter the correct username and/or password, the database will be locked. Please contact Christine Kemp via email at [email protected] or telephone at (804) 371-2141 to have your
How to Access the
GEAR UP Virginia Program Database
Step 1: Open your Internet browser.
Step 2: Enter the website address into the web browser field https://secure.schev.edu/gearup/login.aspx
You may want to add this website to your “favorites” or “bookmarks”.
Step 3: Enter your secure username and password, and then click the “OK” button to access the actual database login screen.
You may have an option to click “Remember my password.”
You will have three attempts in this secure site box to access the database login screen using your user name and password.
Step 4: Enter your login name and password. Click the “Submit” button to access the database.
Please take a moment to read the Warning on the login screen. Contact Christine Kemp if there is a security violation.
You will have three attempts to access the database login screen using your login name and password.
Time-out Functionality
A time-out screen has been added to the database to ensure that all student-specific information is protected. As long as you are actively working in the database you will not be timed out. The database time-out will log you out after 20 minutes. The pop-up warning screen will appear when there are five (5) minutes remaining.
Screen Descriptions
Program Welcome Screen
This is the default screen for local and regional program users. Two messages that are to be administered by the GEAR UP Information Management Specialist are displayed on this screen. The first is a reminder to forward sign-in sheets to SCHEV. The second is welcoming you to the database.
Student List Screen (Home Page)
This screen shows the home page for a selected school. It provides a list of GEAR UP students attending the school and allows the data coordinator to select students associated with the school.
If you click on the titles, they will list the information either in alphabetical or numerical order.
Common Tasks
Adjust the number of visible results
Select the desired number of results to display from the “Items per page” drop-down list located on the right side of the screen.
Display Not Enrolled Students
By default, only students with a program status of “enrolled” are included in the student list. To include “not enrolled” students, check the “Show Not Enrolled” box located on the left side of the screen.
To display more students on the screen, choose either 25, 50 or all in the “Items per page” box.
Student Profile Screen
This screen is used to maintain a student’s demographic, academic and program information. When you enter this screen you are already in edit mode.
Common Tasks
Updating Demographic, Academic and Program Information
To update information, enter the new information and click the “Save” button at the bottom of the screen.
Resetting Student’s Information
If you do not want to save the information entered, click the “Cancel” button at the bottom of the screen and the existing data will reset.
Only the Information Management Specialist can add or delete a student’s information from the database. If you need to have a student added or deleted please contact Christine Kemp.
Student Services Screen
This screen is used to maintain student service data.
Common Tasks
Editing/Deleting a Service
Service details can be edited or deleted using the corresponding “Edit” or “Delete” link. Throughout several screens there are Hints (ex. To add a service activity, use the “Add Service” link above) to help you to use the database more efficiently.
Student Course Screen
This screen is used to maintain student course data.
Common Tasks
Editing/Deleting a Course
Course details can be edited or deleted using the corresponding “Edit” or “Delete” link.
To display more students on the screen, choose either 25, 50 or all in the “Items per page” box.
Student Groups Screen
This screen is used to maintain student groups.
Common Tasks
Creating a New Group
Click the “Add New” button located at the bottom of the screen shown above. This will place the screen into “add” mode.
The screenshot above illustrates this mode. Enter a unique group name (ex. Algebra 1 Tutor Group) and select the students to include by checking the “include in group” checkbox. Click “Submit” to save.
Editing an Existing Group
Choose the group from the “Student Group Name” to be edited. Place or remove a check (√) for those students in the “Include in Group?” and click the “submit” button to make the changes.
Deleting an Existing Group
Choose the group from the “Student Group Name” to be deleted. Click on the “Delete Group” button. A pop-up screen will appear asking “Are you sure you want to delete the group?” Click the “OK” button if the answer is yes. Otherwise click the “Cancel” button to return to the Student Groups screen. If you choose “OK” you will then be returned to the “Add New” screen.
School Profile Screen
This screen is to be used to maintain school profile information.
Common Tasks
Editing a School
Teacher Professional Development Screen
This screen is used to maintain a school’s professional development information.
Common Tasks
Adding a New Activity
Select a professional development activity from the “Type” box. Enter the number of
participants in the “Total Participants” box. Enter the date of the activity in the “date” box. Enter the total hours in the “hours” box and click “Add New”.
Edit/Delete an Existing Activity
Activity details can be modified or deleted using the corresponding “Edit” or “Delete” link. The types of professional development are Division Sponsored, NCCEP, Other, Regional Meetings, State Sponsored, and School Sponsored.
All professional development events attended by teachers and staff that work or will work with GEAR UP students should be documented in the database.
Summative Report Screen
This screen is used to submit summative report information. The status of the summative report can be indicated as shown below.
1. Not submitted: This indicates that the report has not been submitted by the school data coordinator. No information has been added or updated.
2. Submitted: This indicates that the report has been submitted by the school data
coordinator. Additional submission (updates) can be performed up until the summative report is “closed”.
Common Tasks
Viewing a Previous Summative Report
The “Report History” provides a list of available summative reports. Click the corresponding “view” link to open a read-only version of the summative report.
If you need to make changes to your summative data after the close date you must contact the Information Management Specialist.
Click on the “?” (located in the middle of the screen) to find out how the average hours for the professional development are calculated.
Information regarding the Summative Report will be sent annually via email to all coordinators at the beginning of January.
Add Service Screen
This screen is used to add student service records. By default, the page lists all enrolled
students. By creating student groups, (see Student Group Screen) the selection of students can be made easier by displaying only students that are part of a selected group.
Common Tasks
Adding a New Service
Select the service. Enter the date of the service and the hours of the service. Select the
participating students by placing a check (√) in the corresponding “Participated” checkbox. Select the number of parents who participated if applicable. Click the “Add Service” button to save the service information.
A pop-up box will appear after you add a service. It will tell you how many records were added. If you get “0 records added,” then you have already added this service to the database. The database will not duplicate this information.
Use the “Back to Top” icon to return to the beginning of the screen once you have entered the information.
Deleting an Existing Service
Add Course Screen
This screen is used to add course information for students. By default, the page lists all enrolled students.
Common Tasks
Adding a New Course
Select the applicable course. Select the academic year (ex. 2009-2010). Select the grade level when the course was taken. Select the semester the course was taken. Select the students who took the course. Choose pass or fail and click on “Add Course” to save the information.
A pop-up box will appear after you add a service. It will indicate how many records were added. If you get “0 records added,” then you have already added this service to the database. The database will not duplicate this information.
Use the “Back to Top” icon to return to the beginning of the screen once you have entered the information.
Deleting a Course
Using this same screen, select the applicable course. Select the academic year (ex. 2009-2010). Select the grade level when the course was taken. Select the semester the course was taken. Select the student who took the course. Choose pass or fail and click on “Delete Course” to delete the information.
Reports Screen
The above screen is used to retrieve reports. The Courses Report, Services Report and Students Report can be generated from this screen.
Course Report Screen
This screen shows the courses students have completed.
Common Tasks
Creating a Course Report
Select the academic year (ex. 2009-2010), the semester, and the course. Click on the “Search” button to retrieve a course report. You can click on the “Search” button to retrieve all course information. Use the “student” select option to gather additional information on students.
Services Screen
This screen shows all services in which students have participated.
Creating a Services Report
Enter a date range (note format) and select a service. Click on the “Search” button to retrieve the report. You can click on the “Search” button to retrieve all service information. Use the “student” select option to gather additional information on students.
Students Report Screen
This screen shows demographic information for all students for an individual school. Creating a Student Report: Click on the “Search” button to retrieve student reports.
If you click on the titles (ex. Student Name), it will list the information either in alphabetical or numerical order.
Click on the “Export to Excel” button to export present information in an excel spreadsheet. Once you save it to an excel file the data can be modified.
Mass Upload of Student Data
Courses
At the end of the school year all student course information must be provided to SCHEV via the course upload sheets.
A data coordinator can enter the information into the database after each semester.
Sample Course Upload Sheet
GPA
After each semester each student’s GPA must be provided to SCHEV via the GPA upload sheet. A data coordinator can enter the information into the database after each semester.
Frequently Asked Questions about the Database
1. What should I do if I’ve forgotten my password for the database?
Contact Christine Kemp at 804-371-2141 or via email at [email protected], or contact Deborah Morgan at 804-225-2620 or at [email protected].
2. What should I do if I am locked out of the secure website for the database?
Do not continue to enter the password. Call or email Christine Kemp or Deborah Morgan and ask them to unlock the website.
3. How should I expect to see inactive students' names?
Click on the Show Not Enrolled box and it will refresh the home page. Inactive students will be listed with a red X next to their names.
4. How do I sort to see student’s names?
Click on the Student Name and it will sort in descending order. If you click on it again it will sort in ascending order.
5. How do I add or delete a student's information?
Data coordinators are not allowed to add or delete a student's information. Contact Christine Kemp and request that she add a student and/or make a student not enrolled if they are no longer active.
6. Why can’t I enter information into the summative report tab?
If the summative status is closed you cannot enter information. Once the status changes to open/active you will be able to enter information.
7. What should I do when the timeout error occurs?
When you see the pop-up box for timing out, click ok and save what you have entered. You then can begin entering data again and the time out clock starts over. If you have already timed out you must go back to your home page, which may take you back to the login page to have you log in again.
8. What should I do to sort a report?
You can sort a report by clicking on any of the titles. It will sort in descending order first. If you click again it will sort in ascending order.
9. What should I do if I add a service or a course and it does not add any records? If you get the pop-up box with zero (0) records added for services or courses, then the information has already been added. This will avoid duplication.
10. What should I do if there are no services for a given month?
Send an email to Christine Kemp so that she can annotate her spreadsheet indicating that there were no services during the period.
11. I am the data coordinator and I am not sure what to enter in the database
under the “Teacher Professional Development” screen. What should I report as a professional development activity?
Any professional development (division, school, state, or federally sponsored) can be recorded in the database.
12. Regional Resource Manager is always stressing that we need to get reports in on time. Why can’t we be a few weeks late on our reporting?
It is important that you send your reports in on time. The database was created to allow for retrieval of real time current information. SCHEV staff has to report regularly on the progress of the grant.
13. Can a career coach enter their data into the database?
No. In order to comply with FERPA regulations we only allow access to student data to the designated data coordinator.
14. What professional development do I record?
All professional development events attended by teachers and staff that work or will work with GEAR UP students should be documented in the database.
15. Why do we record Advanced Placement, Dual Enrollment or IB classes?
To comply with federal grant requirements, SCHEV reports the number of students who have completed and passed at least one Advanced Placement, Dual Enrollment or IB course.
16. How and when do we need to enter course information?
(1) First semester course information will be collected in aggregate via the database summative screen each March. At that time data coordinators also will be required to enter into the database individual student AP, IB or DE course completion for the 9th grade and any 10th grade students who completed the course in the first semester. (2) At the end of the school year all course information must be provided to SCHEV via the course upload sheets OR by entering the information into the database. (A data coordinator can enter the information into the database after each semester.)
Program Policy
Initial Program Eligibility Requirements
Criterion:
The criterion used to select schools to participate in GEAR UP was based on federal guidelines stipulating that 50% or more of the students attending a middle school must qualify to receive free or reduced lunch.
GEAR UP Virginia Pledge:
Students signed a pledge at the beginning of the program noting that they will
• graduate from a Virginia high school and apply for admission to at least two Virginia colleges or universities;
• attend school regularly, maintaining an attendance rate of 95% or better; • provide information needed for evaluating the success of GEAR UP Virginia;
• encourage parents/guardians to actively participate in GEAR UP Virginia meetings, workshops, and events;
• attend at least one parent/teacher meeting per year, accompanied by at least one parent/guardian; and,
Data Coordinator Responsibilities
1. Communicate with Career Coach and School Coordinator(s) to collect activity logs for entry into GEAR UP database.
2. Document program activities and participation data weekly via an electronic database supported by SCHEV.
3. Complete summative report annually. 4. Update student information periodically.
5. Forward copies of student sign-in sheets to SCHEV monthly.
6. Assist in the distribution and collection of student and parent surveys.
Coordinator’s Responsibilities
1. Work collaboratively with GEAR UP Regional Resource Manager to develop a school GEAR UP program.
2. Work with teachers and counselors to promote the school plan. 3. Work with teachers and counselors to implement the school plan.
4. Work with school/division fiscal officer to communicate program expenditures and help to identify associated matching funds.
5. Plan and implement programs where GEAR UP scholarship information can be disseminated to students and their parents.
Database Contact Information
Christine Kemp, GEAR UP Information Management Specialist: Address:
State Council of Higher Education for Virginia 101 N 14th Street
James Monroe Building, 9th Floor
Richmond, VA 23219 Telephone:
804-371-2141 Fax:
804-225-2604 Email:
[email protected] SCHEV Website:
www.schev.edu GEAR UP Website: www.gearupva.com GEAR UP Forms:
