Common to Everyone

How to change your Chancery password

How to change your Chancery password    [Printer Friendly Version]

Click on Start > AASD Administrative Software > Chancery

 

Click on Change Password.

 

Enter your username, current password, New Password, and confirm the new password.

Click Log On.

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Hiding Withdrawn Students in Chancery

Hiding Withdrawn Students in Chancery    [Printer Friendly Version]

Open up your roster

Click the Edit button on the top>

Click on Hide Past Students

Now only the active students should show up

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Selecting the correct grading period

Selecting the correct grading period    [Printer Friendly Version]

Using the pull down menu, select the correct grading period.

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VIDEO Logging into Chancery SMS for the first time

Logging into Chancery SMS for the first time

Click here to view the video (internal use only)

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Secretary Area

Free and Reduced Information

Free and Reduced Information    [Printer Friendly Version]

Answers to other questions you may have about applying

Federal Income Chart (for school use only)

Free and Reduced Letter

Instructions for applying

Lunch Applications

(Click to download Word document)

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Viewing the Master List of student to verify if registered - Prior to enrolling a new student

Viewing the Master List of student to verify if registered - Prior to enrolling a new student    [Printer Friendly Version]

The master student list contains all students ever entered since 1991 in all of our electronic systems (Pentamation, SIS, PowerSchool, Chancery).  This list is searchable and can be found here:

 http://web3/web/search/default.asp

Clicking on the above link will take you to the following screen:

 

1.  To find out if a student has ever been in the AASD, enter a portion of the student’s last name and/or first name as shown below.  Note that the search will include all names containing the letter(s) entered.  For example, entering a “P” for the first name will return the name Peter as well as Alphonso. The search is NOT case-sensitive.

 

 

2.   To view information about the student, click the checkbox next to the name and then click the “View Selected” button.  You may check multiple checkboxes.  The screen that appears will contain various information about the student(s) such as their name, DOB, ethnicity, gender, student number, enrollments, and parent, contact, and address/phone info. 

 

3.   If you wish to add the student to the Chancery system, click the link below the student’s info (“Add the above student to Chancery”).

 The following screen will appear:

4.   To add the student to the Chancery system, click the YES button.  If the student is successfully added to Chancery, the following message will appear:

 

You may now go into Chancery and lookup the student by number or name.  If the addition into Chancery cannot proceed, the following message will appear:

 

NOTES:

1. Searching with as few parameters as possible will give optimum results.  Try to use only the last name or part of the last name when searching.  Obviously in some cases (e.g., last name of “Smith”) you will also have to enter at least the first letter of the first name to cut down on the number of results you have to look through.  Please remember that the student’s DOB and/or first name may originally have been entered incorrectly.
2. If a search for a particular student does not return any results, you may assume that the student was never entered into any of our previous data systems, and you can safely create a new student record in Chancery by the normal process.
3. There are no duplicate student numbers in the system.  However, while we have done our best to clean out duplicate student records from all systems, a few may have slipped through.  If you do encounter a case where a single student has multiple records (i.e., two different records under different student numbers but with the same name, DOB, etc.), please contact the Helpdesk before adding the student to Chancery.

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Registering & Enrolling Students

Registering & Enrolling Students    [Printer Friendly Version]

When adding a student, step # 1 is to log onto http://web3/web/search/default.asp .

This will be used to check for duplicate records and for possible sibling(s) of the student that you are adding.  Once you have done that, to add a student, click on Actions>Register/Enroll Student.

 

Enter the last name, first name, phone, and birthdate.  Again, this is used to check for duplicate records.

Click Continue when finished.

 

Verify information-be sure to enter correct gender and area code.  If the student’s surname has “III” or “JR.” etc., you would enter that information in the “Generation” field above.

 

Enter home language and ethnicity.  ARA has asked that we enter Lunch Status at this time so that the student is activated at this time.  Click on “Not Econom Disadv/Full Price”.You do not need to enter the Federal Ethnicity/Race section.

 

Enter the projected school and the registration grade.  At this time, put in the grade they are currently being enrolled in.

 

 Enter the physical address and pay close attention to both the Type and Direction.  Enter the zip code.  It is critical to put in the mailing address also.  Many reports are generated from this field and even though it says “if different from Physical” enter the information anyway or your reports will not be correct.

 

When completed, click on NEXT> which appears at the top left of the page.

 

Complete the fields for the first contact, which includes first name and relationship to student.  If the contacts surname has “III” or “JR.” etc, you would enter that after the first name above - example: Harry III.

Click on the appropriate boxes for “lives with”, “has custody”, and “gets mailings”.  There should be only one “gets mailings” box checked per household.

Add any area codes that are missing and add work number if there is one.

Check that the address is correct.

 

Once all the information is added, if there is another contact to add, click Add Another at the bottom of the page.

 

Add contact’s first name and relationship to student.

 

Note that the boxes checked on the second contact do not include “gets mailings” as this is the same household as contact 1.  Again, only one box should be checked per household for the “gets mailings”.

If there is a third contact, click Add Another.

 

Add contact’s first name and relationship to student.

 

Note that the “gets mailings” box is checked for this contact, as it is a different address and household.

Add area code and correct phone number.

 

Enter correct address.

If there are no more contacts to add, click on the Next> button to continue.

 

Enter the correct enrollment date since it will default to the current date.

You may add a comment if you wish.

When completed, click Enroll.

If there is a sibling that needs to be enrolled, you may click on Add Sibling and proceed.

If you are finished, close the window to return to the main Chancery page.

 

 

To verify that the contact’s are correct and that the “gets mailings” boxes are checked correctly, click on Edit Relationships.

 

If the information is incorrect, you may change the boxes here. 

When finished, click OK.

  

Enter appropriate information, hit Save when finished.

 

Check the boxes that apply then click Save.

 

ENTERING STUDENTS

 

 

NAME ________________________________        ID#______________

 

DATE __________             GRADE _____                BIRTH DATE  __________

 

MALE ______             FEMALE ________

 

ADDRESS    ________________________________(NORTH BOUNDARY?) See Map

 

                     ________________________________  PHONE  ____________

 

ADDRESS OF PREVIOUS SCHOOL_________________________________

                                                                 

                                                             _________________________________

 

QUESTIONS TO ASK NEW STUDENT:

 

1. ATTEND AASD BEFORE  _______   CALL 6116 IF YES.

 

2. ANY EXPULSIONS  _________(IF YES WHERE AND WHY?)

 

3. DATE OF ENTRY INTO U.S (if applicable). ________________

 

4. CURRENTLY RECEIVING EEN SERVICES?   YES    NO

 

            Area(s)            ___________________

 

If yes,  E-mail EEN coordinator and Kathy Humski. 

 

Notify ______________________________________

     

5. COUNSELOR ___________________  APPOINTMENT

 

 

PROCEDURE:

 1.      INFO SHEET - ORIGINAL TO STUDENT SERVICES  ____

 

2. ASSIGN HOMEROOM  ____

 

3. ADD STUDENT ON COMPUTER. ____

 

4. FOLDERS: CUM (FILE) __,GREEN BEHAVIORAL (FILE)__

    MANILA (COUNSELOR) __,  HEALTH (TO NURSE)  __

 

5.  SEND FOR RECORDS FROM PREVIOUS SCHOOL

 

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AFFTS- Activities, Fees, Forms and Tracking system

AFFTS- Activities, Fees, Forms and Tracking system

Download Full AFFTS Documentation Manual (Word file)

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AFFTS Quick Check List

Activity, Fee and Form Tracking System (quick check list)

Download AFFTS Check List (Word file)

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Teacher Area

eSembler Gradebook "Getting Started"

eSembler Gradebook "Getting Started"

Download Getting Started Documentation (PDF file)

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Hiding Withdrawn Students in Chancery

Hiding Withdrawn Students in Chancery    [Printer Friendly Version]

Open up your roster

Click the Edit button on the top>

Click on Hide Past Students

Now only the active students should show up

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Submit grades from eSembler Gradebook to Chancery grade entry

Submit grades from eSembler Gradebook to Chancery grade entry    [Printer Friendly Version]

Select a class in the eSembler gradebook

 

Click on “Submit Grades” (upper center of screen)

 

You will see each student’s “Computed” grade and average and the grade which will be submitted to the Chancery Grade Entry window (should be the same), as well as the comment options. You may enter a different letter grade in the “Override” blank, or you may do that in the Chancery Grade Entry window. You may select two comments to have put on the report card (though doing this in Chancery is probably easier). If you hover the cursor over the comment number, it will show you the wording of the comment.

 

To finish the Submit process, scroll to the bottom and click in the lower right corner on “Submit”. This sends the grades to the Chancery Grade Entry window. Your window should now say “Submitted” in the upper right corner. The Submitted grades will not appear in Chancery until the next day after the “transfer” is activated by the IT dept. (Monday at 6:00 P.M., or Tuesday at 6:00 P.M.) You do not need to SAVE the initial transferred grades in Chancery. Once the grades appear, they have been saved.

 

Once grades have been submitted, any changes should be made in Chancery. If you make any changes, then you must SAVE.

 

NOTE:

 

We have received quite a few questions on grade submission in eSembler for transfer into Chancery.  Hence, please note the following: 

 

    -  To submit grades in eSembler, click the "Submit Grades" button at the top the screen, then scroll down to the bottom and click the "Submit" button.  Please note that clicking the "Save" button does not submit the grades. 

 

    -  Submitting grades in eSembler results in the assignments and grading being "locked" for that grading period.  If you wish to enter late assignments or change grades, etc. after your class(es) are locked, you will need to send a request to helpdesk to have the class(es) unlocked.   Please include your school and class(es) in the request.  Once helpdesk has unlocked the class(es) for you, you will need to "retrieve" the grades (click on submit grades, then scroll to the bottom and click the "retrieve" button).

 

    -  If you wish to change grades after they have been submitted in eSembler, you will need to do this in Chancery.  A  grade present in Chancery will never be overwritten by grades submitted from eSembler.  The Chancery grade is always considered the "final" grade.   Hence, do not resubmit any changes from eSembler.

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Retrieving Submitted Grades in eSembler

Retrieving Submitted Grades in eSembler [Printer Friendly Version]

(note: grades must be unlocked in order to retrieve them.  Contact helpdesk to unlock your grades.)


1.  Click the "submit grades" icon at the top middle of the page when viewing any class. 
     You will see the grading page similar to the one shown below.  Note that the grading
     is for 2nd quarter.

 
2.  If the grading period shown in the top middle of the screen (in this case 2nd quarter) is the one you want, proceed to step 4. 
     If not, you will need to click the pink "Preferences" icon near the upper left corner.


3.  Choose the quarter for which you would like to retrieve grades, then click the "Save" button or the little floppy disk icon.
     In the example below we have chosen first quarter.

 



4.  Scroll to the bottom of the screen and click the "Retrieve" button. 




 

Copy grades and assignments from one period to another

Copy grades and assignments from one period to another   [Printer Friendly Version]

In the eSembler gradebook, go into the class where the student is enrolled. Click Tools > Copy Tools > Copy Categories, Assignments & Scores. A screen similar to the following with a listing of your classes will appear.

(Note: Period 6P is highlighted below to show this is the class we are copying from.)

 

The Assignments dropdown should be set to All Assignments. Then put a checkbox next to the period to copy the grades and assignments to (the period the student was transferred into).

Click Copy. The grades are now copied to the correct period.

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List of Report Cards comments

List of Report Cards comments

Download Report Card comments (Excel file)

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To enter a letter grade at grading period time (Chancery)

To enter a letter grade at grading period time (Chancery)    [Printer Friendly Version]

Click on the Grading icon for a class from your main Chancery "Home" page

Use the pull down menu to select the proper grading period

Click on Edit and select Hide Past Students (removes "moved" students - names in italics.  They will come back the next time you open the class)

Double click in the empty box in the column Course Grade. That will highlight the box

Type in the letter grade and click Enter.  It enters the letter and moves down to the next student.  For a "+," type the grade letter twice and for a "-." type the grade letter three times.  If you want to change a grade, click on that box and type in the new grade.  You can use the pull down menu but it tends to be a little slower than just typing the letter in.  Enter letter grades for all students and click Save, then enter comments or go to another class using the pull down.

To remove a grade, use the pull down menu and select "blank" (above the A)

To enter comments, click on the folder icon in the the Comment Remark column to get to the AASD comment bank.

Click on a comment and use the right arrow between the boxes to move it to the Selected box (or you can double click the comment).  Use a similar process to remove a comment from the Selected box.  (There currently is not a place for you to type in your own comment)

To move to the next student, use the pull down menu by the name.

After entering all comment click OK.  This takes you to the grading window.  Click Save.

To modify a student's comment(s), when you click on that student's comment folder in the grading window, it takes you to that student's comments, but the name of the first student shows in the name window making you think you have the first student's comments rather than the one you choose.  VERY MISLEADING!

 

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Selecting the correct grading period

Selecting the correct grading period    [Printer Friendly Version]

Using the pull down menu, select the correct grading period.

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VIDEO Chancery Student Information and Reports

Chancery Student Information and Reports

Click here to view the video (internal use only)

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Administration

Elementary School setup

Elementary School setup

Download Elem School Setup Document (PDF file)

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Secondary School setup

Secondary School setup

Download Secondary School Setup Document (PDF file)

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