As of version 5.30.10 of Trillium Web Continuing Education (aka. TWebCE), a major feature is the ability for you to register Parents/Guardians as Literacy and Numeracy pupils and for tracking their Attendance in Classes. Classes are created in Trillium, and parents are added to the classes via the TWebCE module.
How to configure Literacy and Numeracy courses.
Configuration in Core Trillium
- The Literacy/Numeracy Class should be set up in Core Trillium;
- Course Information > Courses tab must have the following configuration:
Transcript/Credit Course flag must be turned off (Do this first in order to create a non-Ministry course code)
Course code: Create a non-Ministry course code
Course Type: Literacy and Numeracy
Credit Value: 0.00
Part Time Calcs flag must be off
Continuing Education > Use of Register: This field becomes mandatory and must be set to Literacy and Numeracy for Parents and Guardians
Builder > Course Sections > Continuing Education section must have the following configuration for every literacy and numeracy course code section:
The Course Delivery Code field is mandatory for Literacy and Numeracy course types. Select the appropriate option, which includes:
On a school day during lunch hour
On a school day before school
On a school day after school
In the evening
On the weekend
Other fields must be completed accordingly
- Course Information > Courses tab must have the following configuration:
- Teachers must be assigned to the classes.
Once the teachers start enrolling parents into the classes, changes should not be made to the classes. Otherwise, the Register of Enrolment in the Literacy and Numeracy Program report will calculate incorrect data for number of funding sessions. Appropriate restrictions will be applied in a future Core Trillium update.
Configuration in TWebCE
The Parents' Literacy/Numeracy page contains control buttons, picklists with search class criteria and the list of the pupils (guardians, parents) with personal and class attendance information. The Teacher selects Track, Class and Course Section. Only the Literacy/Numeracy classes the Teacher is assigned to will be available for the selecting. (If the user has All students flag set, all Literacy/Numeracy Classes will be available).
Adding a Parent
The Add button allows the user to add new pupils to the Literacy & Numeracy Class. When you Click Add, the Add Parent popup window is displayed.
Enter the OEN or Student Number of the student whose Contacts should be added to the Class and Click Search or Press Enter. TWebCW forces the correct format of the OEN or Student Number, which is NNN-NNN-NNN. Only one search field (OEN or Student No) must be populated. If you fill in both fields, you'll receive an error message.
Your Student Search is performed within all Schools of your Board. If a Student with the entered OEN (Student No) is found, your Student’s Name, Date of Birth and list of Schools displays. We display a list of Schools in which your Student is registered, and enrolment status within each. If your Student has active or pre-registered status in at least one, TWebCE then searches for the Student's Contacts. Note: School Names for sheltered Students are not displayed. The Search of Contacts is performed for active or prereg students only.
If Contact(s) are found, the corresponding information displays in a table beneath your Student’s data. The Contact's information includes Full Name, Relation to the Student, Gender (since it’s required for the Register of Enrolment document), Home Address and Home Telephone. Only contacts with the guardian flags activated will be included in the list.
Teachers select one or more Contacts by clicking the check boxes on the left side of the Contact list and clicking the corresponding Add button. This closes the Add Parent window. Selected Contacts are added to the list of pupils at the main Literacy & Numeracy screen. The list is sorted in alphabetical order.
The Start Date of the added pupil is set to the current Date (today, or the session date just after today’s date). The End Date is set to the Course's End Date.
If you click Cancel, the popup window closes without adding pupils to the Class.
Deleting a Parent
To delete a Contact from the list of the Literacy/Numeracy pupils, the Teacher selects the pupils to be deleted by clicking their corresponding check boxes. TWebCE displays a warning, and after confirmation, removes Literacy/Numeracy information for selected pupils from the database. All Attendance and Course registration data will be deleted. Note: The Delete button is disabled until the user selects a pupil.
Click Yes to delete the selected Student(s). If you've changed Attendance data for other Students before making this deletion, that attendance data will not be saved until you Click Save or switch to another screen.
Entering Attendance Data
Attendance data occupy the central part of the pupils’ table.
The title of the table contains dates of the sessions in dd/mm format. The Calendar of sessions is built in accordance with the days of week when the sessions occur. Only Attendance Days are included. If, for instance, the classes meet on Sundays, then Sundays should be included in the School Calendar as Attendance Days for the Literacy/Numeracy Track.
The Attendance cells might have the following values:
- N - Not Registered, (the value is not shown, the cell is dark grey) – Student has not joined the Course yet or dropped it before the corresponding date;
- Empty cell - Attended - Student attended the Course on the corresponding date or is expected to attend (if the date's in the future);
- A – Absence, student missed the session;
- C – Cancelled, the session has been cancelled.
Start and End dates are set for each pupil individually. Dates before the Start Date as well as the dates after the End Date have dark grey colour; the teacher cannot enter data into those cells.
Teachers can enter A or C in an empty cell or remove a value from the cell. This rule is applied:
If you try to mark the pupil Absent, there must be at least one prior Date that student is not marked Absent or C. If this happens, an error message appears. The value of the cell does not change. The same check is performed if you attempt to enter C.
If you enter C in a cell, this window pops up:
If you Click Yes , all sessions of the current Date will be marked with C.
The C cells are light grey. You cannot change them to A or delete them.
Start and End Dates
Start and End Dates of the Course are set for each pupil individually. When a person is added to the class list, the start date is set in accordance with the following rule:
- If the current date (today) is within the course term, the start date of the added pupil is set to the current date (today, or the session date just after today’s date).
- If the current date is outside of the course term, the start date of the pupil is set to the start date of the course.
- The end date is set to the end date of the course.
You can change the Start and End dates for any pupil.
The text boxes for the Start and End dates force dd/mm/yyyy format. Each box has a datepicker. The Date value in the box is changed when you close the datepicker or click outside the Date box.
The following rules are applied:
- Start and End dates must be within the Course term;
- The End Date cannot be before the Start Date;
- If you change the Start Date to a later one and there were A-cells before the new Start Date, this message appears:
If you change the End Date to an earlier one and there were A-cells after the new End Date, this message appears:
Register of Enrolment in the Literacy and Numeracy Program
The report includes students taking Literacy and Numeracy for Parents courses and provides calculation for funding, as well as shows a list of pupils with their attendance information. To see this report user must have the CE_Literacy_Numeracy_Report task assigned.
The following rules are applied when the application calculates the number of sessions recognized for funding for each pupil:
- If a pupil has been absent for three or more consecutive sessions, the number of consecutive session missed is not included in the amount of fundable sessions for the pupil;
- If a pupil withdraws from the course and/or is simply absent, and thereby misses three or more consecutive sessions; the number of consecutive session missed is not included in the amount of fundable sessions for the pupil;
- The end of the calendar year does not break the series of sessions missed;
- Canceled session (“C”) is not included in the calculation of the number of consecutive sessions for which a pupil has been absent.