Extracurricular Activities

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Extracurricular Activities
Adobepdficon.png [Aeries.Net/SIS Extracurricular Activities - March 29, 2016]


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Aeries.Net/SIS - Extracurricular Activities

Extracurricular Activities – Aeries Client and Web Versions

Extracurricular events are events and activities that do not fall within the scope of the regular school curriculum, are officially recognized and sanctioned by the School Board, and for which students do not receive credit. Participation in extracurricular activities is a privilege earned through compliance with all specific applicable rules and regulations that are set up by each District.

Extracurricular Activities is available in both School and District Aeries. From Aeries Web Version Extracurricular Activities can be accessed from the Navigation Tree within the Student Data, Other category. In Aeries Client Extracurricular Activities can be accessed in View All Forms.

The Extracurricular Activities form provides specific details that can be loaded and displayed to assist with determining whether a student is eligible for an Extracurricular Activity. The form contains four different tabs which contain information for Eligibility, GPA History, Activities, and Probations.

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Table Security and Permissions

Users that will be adding data to the Extracurricular Activities form will need at least the following permissions to the applicable tables.

Table             Permissions        

ACT – Activities and Awards       Read ECA – Extracurricular Activities     colspan = "2" colspan = "2"|Read, Insert, Update, Delete, Mass Update ECP – Extracurricular Activities Probations   colspan = "3" colspan = "3"|Read GRG – Grade Reporting GPAs     colspan = "3" colspan = "3"|Read

Eligibility (ECA)

The Eligibility tab displays specific details that can be hand entered for each student. The Load Data button is used to create a record in the ECA table for selected students. This function will also calculate the Currently Enrolled fields and the selected Last Mark and Prior Mark fields according to the Grade Mark selected.

All Activities that have been entered from the Activities form or Activities tab that are flagged in the Type field with code of 1 will display at the bottom of the form.

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The Limit to Current Activity Records option will limit the activities displayed to only current activities. An activity is current if the Start Date is either blank, less than or equal to today's date and the End Date is either blank or greater than today's date.

Aeries Client version also contains options to Show Inactives or Display Only Students with ECA. Show Inactives will include students who are flagged as inactive. Display Only Students with ECA will limit the display to only students who have an ECA record.

GPA History (GRG)

The GPA History tab will display all of the current year's GPA's that have been stored in the GRG table for the student displayed.

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Prior years can be selected from the Select Year dropdown and the GPA's that are stored in the GRG table for that year will display.

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Activities (ACT)

The Activities tab will display all activity records previously entered on the Activities form that contain a Type code of 1. Activities can be added, changed or deleted from this form. However, only Type 1 records can be added.

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An option is available to Limit to Current Activity Records. Selecting this option will limit the activities displayed to only current activities. An activity is current if the Start Date is either blank, less than or equal to today's date and the End Date is either blank or greater than today's date.

To add an Activities record, click on the Add New Record button. The Date will default to today's date but can be changed. The Type will default to a code of 1 for Activity and cannot be changed. Select the Code and the description will display. Enter a Start Date and End Date. Enter all additional information and click the icon to Save the record.

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The Eligibility tab will now display the Activity record at the bottom of the form.

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Probations (ECP)

If a student has been flagged with Probation on the Eligibility tab a record will be created and stored in the Probations (ECP) table.

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Loading Extracurricular Activities Data

Clicking the Load Data button will open the Load Options available for selecting students to be loaded into the ECA table. The initial process will display the following selection box to select specific grade levels or to include inactive students. All Grade Levels will default as selected.

Available options include:

  • 1st 'Entered High School (9th 'Graders) – This is the date school began this current year for students in grade 9
  • Include Inactive Students – Select to include Inactive Students when loading data
  • Mark to Load – A menu will display allowing you to select the Grade Mark to be loaded
  • Select Grade(s) to Process – Deselect Grade Levels you do not wish to include
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Click the Load button to load ECA records for students based upon your selections.

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Note: Query can also be used to KEEP or SKIP specific students. A red message indicating Student Records are Being Skipped will display in the upper left of the form.

The Currently Enrolled fields will be calculated from the student's active classes in the CAR table. The Grade Mark selected will be used to calculate the Credit Completed, Total GPA and Classes Passed fields. The Citizenship and Work Habits are manually entered.

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Calculation of Credits Completed and Classes Passed

According to CIF Rules, credits for only one Physical Education class should be included in the calculation of the Credit Completed and Classes Passed fields. The PE course with the highest credit value from the student's grades will be used for the calculation.

In order for ALL Physical Education courses to be included in this calculation each course needs to be flagged in the PE field on Course Data.

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When the Load ECA Data process is performed only one Physical Education class from Grades will be used. For example, the student below has a Grade entry for both PE and for Wms Soccer. Both courses have been flagged in the PE field but the PE course has 10.00 credits. The PE course will be used in the calculation.

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Updating Eligibility (ECA) Records

After the initial Loading of ECA Data has created ECA records, additional information can be entered for each student. Clicking on the Change button will open the form in edit mode. Enter the data you would like to add, or change, for the student. Click on Update when finished.

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If a code and date are added to the Probation Used fields a record will automatically be added to the Probations (ECP) table. Click on the Probations tab to enter the remaining information for the Season and Activity Code that the probation will pertain to.

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Move Last Mark to Prior Mark

After the Last Mark has been created it will display in the Last Mark section of the form. To load another grading period and to move the Last Mark to the Prior Mark, click the mouse on the Load Data button.

The following Options form will display with all grades selected. De-select any grades NOT to be included. For example, if Grade 9 students will NOT have an ECA record created click the mouse on the check box for grade 9. Grade 9 will be de-selected.

To create records for students who do not currently have an ECA record click on Only Include Students Who Do Not have ECA Records. To create records for only students that have an ECA record click on Only Include Students Who Already have ECA Records.

Click the dropdown arrow next to "Last" Mark to select the mark to now be used as the Last Mark. Check the box to Move the Existing Data from "Last" to "Prior" area. When all selections have been made, click on the Load button.

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The Last Mark displayed is now the 2nd PR mark and the Prior Mark displayed is the former Last Mark, 1st PR.

The Currently Enrolled fields will be calculated from the student's active classes from the CAR table. The Grade Mark selected will be used to calculate the Credit Completed, Total GPA and Classes Passed fields for the Last Mark selection.

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Extracurricular Activity Reports

The Extracurricular Activities Listing will provide a listing of all students that have been loaded into the ECA table. This report can be sorted by Student Name, Section Number, Teacher Number, Teacher Name or Course Title.

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An option is also available to limit the report by All Students who have an ECA record, skip students whose GPA is < 2.0, or skip students whose GPA >= 2.0.

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The following report was printed for ALL Students that have an ECA record. On the left side of the report an asterisk displays indicating the student's GPA is < 2.0.

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The following report is printing ALL Students who have an ECA record but has Skipped students whose GPA < 2.0.

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The following report is printing ALL Students who have an ECA record but is Skipping students whose GPA >= 2.0.

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The report can also be sorted by Section Number, Teacher Number, Teacher Name, or Course Title. In this example the report is sorting by Teacher Name and filtering by Teacher. It is also limiting to Skip Students whose GPA < 2.0. The selected section is highlighted.

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