Physical Fitness - School

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Each spring your district is required to administer the state-designated physical fitness test to all students in grades 5, 7, and 9. The Physical Fitness programs in Aeries, allows a School to update the physical fitness test results for each student into the PFT table. After all data has been entered and verified by the school, Aeries can then create Text Files with this data.


Documentation

Physical Fitness - School
Adobepdficon.png [Physical Fitness - School Version - Updated August 23, 2013]

Contents











Aeries Client - Physical Fitness - School

Each spring your district is required to administer the state-designated physical fitness test to all students in grades 5, 7, and 9. The Physical Fitness programs in Aeries, allows a School to update the physical fitness test results for each student into the PFT table. After all data has been entered and verified by the school, Aeries can then create Text Files with this data.

  • Prior to creating the PFT table you MUST review this years Physical Fitness State Requirements and Student Data File layout for changes.
  • Verify school code '0' is setup for the District and verify ALL schools contain the County and District number in School Options
  • Setup Physical Fitness tests from the Physical Fitness Setup form.
  • Generate scan sheets to scan or manually update the physical fitness scores into Aeries or ABI (Aeries Browser Interface) to submit the scores.
  • Correct any errors prior to creating the Fitness Text File and when complete perform the Create process.

All physical fitness records for all students are stored in the PFT table. Each year Aeries will assign a Testing Admin name to ALL PFT records. For example, tests taken Spring 2013 will be called SPRG13. The Testing Admin is used to determine which test records will be loaded into the file for the state.

Districts may enter PFT data for students higher than 9th grade. The Testing Admin will be the month and year of the PFT record. PFT data for grades other than 5, 7 and 9 will not be reported to the state.

NOTE: The Student Data Layout provided by the State MUST be reviewed for ALL acceptable values prior to entering data into Physical Fitness in Aeries Values that are not acceptable can create an Error on the Error Report and all errors MUST be corrected in order for the file to be created. If these errors are not corrected in Aeries and the file is uploaded to the Testing Vendor an error will be generated in the Testing Vendor software. The records MUST then manually be corrected in the Testing Vendor software before they will process your PFT file.


The Physical Fitness Setup form will now display Allow Creation of Extract with Errors. It is highly suggested that this option NOT be changed unless you have reached the end of the June 30, 2013 deadline. This option will allow you to create the extract file with all errors and submit it to the Testing Vendor. However you will need to fix all errors in the Testing Vendors program as well as Aeries. For details on setting up the Physical Fitness Setup form see the documentation details.

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IMPORTANT INFORMATION

The first time that you sign into Aeries and access the Display and Update Physical Fitness Test Results form, the following disclaimer will display. It will only display on the initial access to this form but can be re-displayed by clicking on the Disclaimer tab.

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The Display and Update Physical Fitness Test Results form has not had any changes to the layout.

The Display and Update Physical Fitness Test Results includes the Test Taken and the Pass Test fields added above each test area.

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Aeries cannot calculate the pass/fail for each test area so the Test Taken and the Pass Test fields MUST be manually filled in above each test area OR this information can be imported from the Testing Vendor files. The Test Taken field contains a drop down that will display each test available for the test area and can be manually selected. Also, as scores are filled in the Test Taken field will be updated. However if scores are filled in for more than one test area the last score filled in will display in the Test Taken field.


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The Pass Test fields drop down contains a blank for Undetermined, P for Pass and F for Fail. A code from the Pass Test drop down must be selected for each Test Area. If a code F for Failed is selected from the Pass Test fields the heading of the Test Area will display in Yellow.

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As the Pass Test fields are filled in for each test area the Physical Fitness form will calculate the Status field. If 5 out of 6 Pass Test fields contain a P the Status will display Passed. If less than 5 Pass Test fields contain a P, the Status field will display Not Passed.

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Also each Pass or Fail flag entered for each Test Taken is stored in the TPS table from prior years and the current year tests. The TPS table is used to calculate the overall Status field at the bottom right corner of the form. The overall Status will display the students' current grade level Fitness Status, i.e. High Schl Status, Mid Schl Status, or Elem Schl Status.

Aeries cannot calculate the Pass or Fail status on the Physical Fitness form for each test area for the SPRG13 test or any prior years test. When prior year tests are displayed the scores will display for the test area but the Pass Test fields will display blank which indicates Undetermined.

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However the prior years Pass or Fail for each test area has been stored in the TPS table. If a prior years test taken in High School is selected the Summary (PFT) tab will display the Pass (TPS) flags and will indicate whether or not the student passed or failed the Test Area. Prior year's Test Status information cannot be calculated but will display test information such as Test Admin, Test Date, Test Name, Score and Pass fields.

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The Elem, Mid and High options can be selected to limit the records that are displayed.

Also, the Overall Status field at the bottom of the form is calculated from the TPS table so the Overall Status field will still be calculated.

There are three new Macros available to assist you with Physical Fitness tests that have already been entered into Aeries that did not have the Body Mass, Percentage Body Fat and VO2Max Calculated. These Macros include the Recalculate Body Mass Index, Recalculate Percentage Body Fat and Recalculate VO2Max Scores. These macros can be generated to update these fields.

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Once the Physical Fitness file is created and uploaded to the Testing Vendor there are specific errors that they will require the District to fix manually within their software. Due to this the Create Fitness Extract will not allow a District to create a file until all of the critical errors are corrected.

The Print Error Report has had major changes done that will print all errors that need to be corrected prior to allowing a District to create the Physical Fitness file. This report is available from the Physical Fitness Testing form and from the Create Fitness Extract form.

The Print Physical Fitness Error report will generate a listing of students with various PFT errors. An option form will display that will allow you to select different errors and options when the report is generated.

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NOTE: The Errors printed on this report have been determined by the 2012-13 Physical Fitness Test Student Data File Layout that is provided by the State.

Please review the Student Data File Layout to become familiar with the Acceptable Values setup by the State that can be entered into the fields on the Physical Fitness Test Results form in Aeries. Any value that is NOT acceptable will create an error on the Testing Vendor software and WILL BE REQUIRED to be fixed manually.


The following example of the Print Physical Fitness Error report displays some of the possible errors and warnings that could be printed when the report is generated. There are warnings that have printed and the Field Value column indicates the value entered. The Valid Values column indicates the only State values that will be accepted in the Testing Vendors software and the Value Loaded indicates the value that will be loaded into the file.

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NOTE: It is crucial that ALL Errors that print on this report are corrected. The Physical Fitness file CANNOT be created without these errors resolved. The Warnings are only warning indicators that do not have to be corrected but should be verified.

Since the Physical Fitness file cannot be created until all Errors are corrected the report can first be generated to Hide Warnings. The report will now only print the Error with an E under the Error/Warning column indicating which errors will prevent the file from being created until the error is resolved.

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When this option is de-selected all errors and warnings will print. The majority of these errors are warnings that the Valid Values entered are either less or greater than the specified values printed on the 2013 Student Data Layout. The Value Loaded column will display a value that the program will automatically load into the file if the test record is not changed.

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For example, a student has been tested and did 76 Push Ups and a District might want to store the exact number.

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The error listed below indicates the Push Ups test has 76 entered into the PU field. The Valid Values according to the state are from 1-75. When the file is created the program will only load the Valid Value which is 75 into the file for Push Ups so that there will not be any errors when the file is loaded into the Testing Vendors software.

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Also, the Error / Warning column will display a W. So this error will not stop the file from being created however the error should still be verified to make sure that the correct data was entered.

NOTE: It is crucial that ALL errors that print on this report are corrected. The Physical Fitness file CANNOT be created without these errors resolved.

STATE REQUIREMENTS

Prior to updating data into the Physical Fitness program please review the State Coordinator Manual. The Testing Vendor will not accept a file unless the Acceptable Values are corrected for all student records.

The Student Data Layout displays the Acceptable Values for each test.  These are the ONLY values that should be entered into the Physical Fitness Test Results form in Aeries.

The Error Report has been modified so that any value other than what the State allows in the Acceptable Values column will create an error that must be corrected before you create the file to be uploaded to the Testing Vendor.  We are trying to prevent Districts from having to correct this information on the Testing Vendors side.

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There is also some confusion with the footer at the bottom of the page.  It indicates that the Valid values must be within the ranges specified and fields with no data must be left blank.  This does not mean they will accept a blank if the student could not perform the test. A blank indicates the student DID NOT take the test and the student MUST be flagged with a code in the Incomplete Test field.

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In Aeries the default to the majority of the fields is zero due to the fields being numeric and they will not accept a BLANK. If a Testing area displays NOT Taken and contains a zero in the fields this indicates the student DID NOT take this test and will flag the extract program to place a BLANK in the file for this test.

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This indicates to the Testing Vendor that the student did not take that part of the test and the student must be flagged as Incomplete Test in Aeries or when the file is uploaded the Testing Vendor will flag it with an error and the District will have to correct it on the Testing Vendor software.

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Districts MUST realize that the Error Report was created to print out all Errors that the Testing Vendor will not allow in their software. The error must be taken care of within Aeries so that there will not be a large amount of maintenance to be manually done in the Testing Vendors software.

Also in prior years Districts have requested that we do not stop them from entering Values that are higher than what the State says is valid.

For example, if a student does 76 Push Ups they want to enter this value into Aeries which we do allow higher values to be entered. In the example below on the Error Report in the Field Value column we print the number of push-ups that the student performed.

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We show the Valid Value range according to the State and we also show the Value Loaded to be loaded into the file which is the maximum value allowed according to the States Acceptable Value.


Since we are going to only load the maximum value we consider this a Warning that we also print.  These errors do not have to be corrected in Aeries but we do want to give a warning.

PHYSICAL FITNESS TESTING

The Physical Fitness Testing in the School database is accessible from the Testing and Assessment form. These programs are used to track results of physical fitness tests required by the state to be performed for grades 5, 7 and 9.

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The Testing Pass Status (TPS) table stores the pass status of each of the 6 categories plus an overall status. The physical fitness data can be displayed and updated and reports can be generated. When complete Fitness Text Files can be created with test results and backup files can be created.

NOTE: Aeries will no longer support the Fitness.mdb file creation after SPRG08 due to the declining demand in the Fitness.mdb database.

Physical Fitness Data can be entered by scanning, entered through Aeries or from ABI Aeries Browser Interface.

PHYSICAL FITNESS SETUP FORM

The Physical Fitness Setup form will allow the School or District to setup which Physical Fitness Tests will be taken for each Testing Administration. The School version can only be updated by users with permissions to the PFS table.

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If selections have been made on the Physical Fitness Setup form the Physical Fitness Test

Results form will now only display these selections. Any field that was de-selected on the

Physical Fitness Setup form will be locked and cannot be accessed.

The field will display grayed out on the form. For example, the Shoulder Stretch below was flagged on the setup form and displays gray with no access to these fields.

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Any value that displays red within a field indicates that this field was locked but now contains

data and needs to be removed.

ABI OPTIONS

The Aeries Browser Interface Options form will now display the Fitness tab. The Fitness tab will allow P.E. Teachers or Teachers loaded in the STU.CU field to view the Physical Fitness test from ABI.

After selecting to Allow PE Teachers to View PFT a date range window will display to select a time frame to setup when the Physical Fitness test will be taken by grade. The option is available to select either PE Teacher or Elem Teacher. If PE Teacher is selected CRS field and Value will display to select a field and value in the CRS table to indicate which courses are PE Courses. The teachers assigned to teach these courses will be able to add scores for the Physical Fitness test from ABI.

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A date range will also display for the date range that teachers will be allowed to update Physical Fitness. When Elem Teacher is selected ABI will use the teacher in the STU.CU field. These teachers will be able to add scores for the Physical Fitness test from ABI.

This option will work the same with an Elementary with Master schedule with one period assigned and the teacher number has been loaded into the STU.CU. A date range will also display for the date range that teachers will be allowed to update Physical

Fitness.

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NOTE: It is up to each school as to who administers or enters the Physical Fitness information.  Even an Elem w/ MST can have their PE teacher enter the scores if they have a section in MST and a WEB account.


ABI Physical Fitness

The Aeries Browser Interface will now display Physical Fitness in the dropdown from the Grades tab.

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After clicking the mouse on Physical Fitness the following form will display. The Physical Fitness test scores can now be hand entered from this form.

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Print Physical Fitness Testing Scanner Sheets

The Print Physical Fitness Test Scanner Sheets will generate a scanner sheet for each teacher to keep track of the physical fitness test scores. New horizontal scanner sheets became available in 2003, which eliminates entering information by hand onto the form. It is highly suggested that ONLY the new forms be utilized.

To print scanner sheets, click the mouse on the Print Physical Fitness Test Scanner Sheets option. The following message will display.

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If No is selected the following message displays.

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NOTE: It is suggested that ONLY the NEW scanner sheets be utilized for the Physical Fitness Testing, to include the new state required fields.

To print the new scanner sheet forms click the mouse on the Yes button and the following options will display.

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The Sort Report By will allow the scan sheets to be sorted by:

    • Student Name
    • Sex and Student Name
    • Teacher, Student Name – if this option is selected additional options will display for a secondary school.
      • Limit by Course ID, Subject Area or Department Code

The Scan Sheets by will scan the sheets by:

    • School Code, Student #
    • Student Permanent ID

The options available are:

  • Grade(s) to Print – can select specific grades for scan sheets to be printed
  • Check Printer Lineup? – will display the Printer Margin Adjustment form
  • Skip Student who Passed? – students who already passed the Physical Fitness Test will not be included.

The following is an example of the latest Physical Fitness Scanner Sheet. Test print one scanner sheet and verify the slugs have printed correctly prior to printing all sheets. Please take note to the Test Date on this form, which is pre-bubbled by Scantron with the first two digits of the current year.

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The Test Date is now a field scanned by Aeries and is required in creating the Fitness Files. If the Test Date is not bubbled in, the Test Date will default to the date the scan sheet was scanned into Aeries. Also, the scan sheet displays a decimal for Tricep and Calf skinfold. The fields in the PFT table ONLY stores whole numbers and decimals are NOT scanned.

PLEASE take note that the only areas scanned by Aeries are the Student ID, Test Date, Reason for Incomplete Test, Reason Not Tested and Physical Fitness Test Scores.

Additional areas bubbled, such as, Birth Date, Grade, Student Name, Ethnicity Code will NOT be scanned into Aeries. It is suggested that these areas do not get bubbled for scanning purposes and should be left blank.

NOTE: The state NO LONGER accepts "Parents Written Consent" or "State Waiver" for Reasons Not Tested and Reasons for Incomplete Test but they are listed on the sheet.


Read Physical Fitness Test Scanner Sheets

To scan the physical fitness scanner sheets, click the mouse on the Read Physical Fitness Scanner Sheet option. The following message will display for the New scanner sheets. Click the mouse on the Yes button.

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A message will display requesting which ID (Student number and School Code or Permanent ID) was used for printing the scanner sheets and will default to the previous Scanner Sheet Print selection. Sheets must be read using the same student ID printed on the sheet. Click the mouse on the OK button. The following form will display for all students. To only display the grade to be scanned click the mouse on the Limit by Grade drop down and select the grade.

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The message Communication line is open, Ready to scan will display when ready. If there is a problem with the communication between the computer and scanner a red message will display Unable to open communication line!. If there is a problem, click the mouse on the Config button to access the Scanner Testing Program.

To begin scanning the physical fitness scanner sheets, click the mouse on the Scan One button. If the scanner sheet was read properly all physical fitness scores will display for the student. Verify that the information scanned is correct on the form.

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If the scanner is working properly and all data scanned correctly, click the mouse on the Scan Continuous button.

NOTE: Please note that Parent's Written Request and State Waiver are still available on the Scantron Physical Fitness scan sheet as a reasons that the student did not take the test but they are no longer accepted by the state.

After all sheets have been scanned, click the mouse on the Stop button and Exit. The following message will display. To print the error report, click the mouse on Yes. The option will display to select only this Testing Administration as well as the grade levels to be included on the report.

Recalculate Body Mass, Percentage Body Fat and VO2Max

If you have scanned or entered your Physical Fitness test scores you may need to calculate the Body Mass, Percentage Body Fat and the VO2Max Calculation.

There are three Macros available from the View All Macros form. These Macros include the Recalculate Body Mass Index, Recalculate Percentage Body Fat and Recalculate VO2Max Scores. These macros can be generated to update these fields.

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These Macros generate fairly the same. Double click on the macro and a message will display. Verify the message and click the mouse on the OK button.

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A message will display to verify whether you want to overwrite any existing values. To overwrite all values click the mouse on the Yes button. To only update VO2Max with no values click the mouse on the No button.

The following message will display when complete.

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Display and Update Physical Fitness Test Results

To display or update scores for the physical fitness test, click the mouse on the Display and Update Physical Fitness Test Results button.

The following form will display for ALL students. The Detail (PFT) tab displays the student's detailed Physical Fitness results for each test area. The Summary (PFT) tab will display the students test results over multiple Testing Administrations.

To limit the form to only show a particular grade click the mouse on the Limit by Grade drop down and select a grade. Only the students in that grade level will display. To limit the form to only show Not Passed records click the mouse on the Limit to Not Passed option.

'NOTE: 'The Fitness Scan Sheet contains a decimal for Tricep and Calf skinfolds. These fields only scan in whole numbers and DO NOT scan in decimals. When these fields are manually changed the entry will not use a decimal. For example, if the skinfold equals 2.0 the entry will be 2.

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To Display a Physical Fitness record use the Locate buttons to select the student. Click the mouse on the Physical Fitness record displayed under Select Record on the right hand side of the form and scores for that Testing Administration will display.

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At the top of each test area the Test Taken field displays. This will indicate which test was taken. For example, next to Body Composition the Body Mass Index displays indicating the Test Taken. Next to this field the Pass Flag field displays which indicates whether or not the student Passed (P) or Failed (F) that test area and must be hand entered. The Test Areas Failed will display yellow.

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When creating the State test file the Test Taken field is used to determine what test was taken and the scores to be loaded or BLANKS into other test areas where the student was not tested.

For example, in Aerobic Capacity the student has MILE RUN entered in the Test Taken field with the fields displaying 8 min 58 sec and the VO2 max displays 49.9. The remaining Aerobic tests contain zeros. These fields are numeric fields and must contain a numeric value on the form, which is why they display zero. When the State test file is created, the Mile Run score will be loaded and all other tests containing zero will be loaded as a BLANK.

Take note that even though the test taken displays a specific area in the Test Taken field any test can contain scores. For example, Upper Body Strength has scores loaded for all tests. But the Mod Pull displays in the Test Taken field which is the test to be loaded into the State file. Nothing will be loaded for Flexed Arm or Push Ups.

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After the Pass flag has been loaded with a Pass or Fail code the Physical Fitness Test Results form will calculate the Status field with a 0 = Not Passed or 1 = Passed. This will be calculated from the Pass Flags for each test area and 5 out of 6 test areas containing a Pass will update the Status field based on the test results for the selected Testing Administration.

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On the bottom right of the form is an overall Status field. The overall Status will display the student's current grade level Fitness Status, i.e. High Schl Status, Mid Schl Status, or Elem Schl Status. The overall Status is calculated based on test scores from multiple Testing Administrations that are stored in the TPS table. A district can also use overall Status tags of Passed (Over-ride), Waiver, Pending Approval and Requirement Met.

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NOTE: If scores have been scanned into the PFT table the Test Status field and overall Status field will not be updated. The Pass Flag fields MUST be manually entered in order to calculate these fields.

Add a Record to Physical Fitness

To Add a Physical Fitness record use the Locate buttons to display the student. Click the mouse on the Add button. The cursor will display in the Testing Date field and will automatically default to the current date. This should not be changed unless the record added is for a previous year. The naming convention contains SPRG for Spring, which is when the Physical Fitness tests are taken and the current year. For example, SPRG13.

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Districts may enter Physical Fitness Test data for students higher than 9th grade. When added, the Testing Admin will default to the month and year of the PFT record.

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The Grade field indicates the grade that the student took the test and defaults to the student's current grade. The Sch Taken field will default to the school currently adding the record.

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Press Tab to the fields selected. Enter all test scores, Test Taken and the Pass Flag fields can be entered for each test area. When complete press Enter. The Status field will display Not Passed or Passed. This record will be added for the student displayed in the PFT table and will update the TPS table with the Testing Admin entered. The Testing Admin and Test Date will display under Select Record.

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Update a Record in Physical Fitness

Use the Locate buttons to display the student. On the right hand side of the form click the mouse on the record to be updated under Select Record.

Click the mouse on the Change button. The cursor will automatically display in the Testing Date field. The Testing Admin name MUST not be changed. Press Tab to the field selected and type any change into the field. When complete press Enter and the student's record will be updated.

Delete a Record from Physical Fitness

If test scores have been added to the PFT table for a student incorrectly they must be deleted. Display the student and click the mouse on the record to be deleted under Select Record. Click the mouse on the Delete button and a message will display to verify the delete. To continue, click the mouse on the Yes button and the record will be deleted from the PFT table. The Test will no longer display under Select Record.

Physical Fitness Test Results Summary Tab

The Summary (PFT) tab on the Physical Fitness Test Results form will display test results for students with multiple Testing Administrations from the PFT and TPS tables. Each Category that a student has passed will store a Pass flag in the TPS table (for only the category not the specific test). A check mark will display for tests passed at the top of the category in the Pass (TPS) check box. For example below various Pass (TPS) flags contain check marks such as the Body Composition displays a check mark.

Also, the overall Status field at the bottom of the form is calculated from the TPS table. If a student has passed 5 out of 6 categories the overall Status field will display Passed. If they have not passed 5 out of 6 categories the overall Status field will display Not Passed.

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Under each Category specific test data will display for each Testing Admin that contains a record in the PFT table. The Elem, Mid and High options can be selected to limit the records that are displayed. The Status column will display a Pass or Fail flag for all tests starting with SPRG12 since the Pass/Fail flag is now stored in the PFT table as of the 2012 school year.

In years prior to SPRG12 Aeries did not store the Pass or Fail flags. Some records cannot be determined as to whether a specific test was passed so the Status for some categories might display Undetermined especially if there are multiple tests that can be taken in a specific category.

For example, there is NO record in the Pass (TPS) check mark below. This indicates that this student did not pass Upper Body Strength. There are two records in the PFT table. The SPRG12 record indicates Not Passed for Push Ups. There is also a record for 05/13 indicating that the student was tested for Push Ups but since there is no Pass/Fail flag the PFT Status is Undetermined. But there is no PASS flag in the TPS.

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The example below has a record in the Pass (TPS) check mark indicating that this student passed Abdominal Strength. The SPRG10 record indicates Pass for Curl Ups. Since there is ONLY one type of test taken and the TPS record indicates it was passed even though there is no Pass/Fail flag in the PFT table the PFT Status will display Pass.

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However even though a Pass flag is stored in the TPS table remember that it is only for the Category and not a specific test. There can be a number of different testing variations that will calculate the PFT record as Undetermined even though the Category is passed. Such as below the student took Push Ups but there is NO Pass/Fall flag in the PFT table but the TPS table has a Pass flag for the Upper Body Strength. The SPRG10 record will display as Undetermined.

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Update Physical Fitness From ABI

Once the ABI Options has been setup teachers will be able to enter Physical Fitness test results from ABI. After the setup has been performed Physical Fitness will now display under the Grades tab.

To enter test results click the mouse on Physical Fitness under Grades.

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Click the mouse on the Class drop down and select the period. All students in the period selected will display.

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The View Grade and Sex drop downs will allow you to filter out specific students to display.

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To enter test scores for a student you must first enter the Test Date. Click the mouse on the Date Chooser icon.

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Select the Test Date and the date will display in the Test Date field.

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Press Tab to the fields selected. Enter all test scores into these fields. Not all fields will display on the form so you must use the scroll bar to display the remaining test fields. When complete click the mouse on the Submit Changes button.

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Calculate Physical Fitness Status

The Calculate Physical Fitness Status option will allow you to update the TPS table where the Overall Test Status is stored for students in 9th grade. This option should only be used if the Pass Fail flags have been updated either manually or if a Test file has been imported containing these flags.

Click the mouse on the Calculate Physical Fitness Status button. The program will utilize the Pass Fail flags from the PFT table to determine which Categories have been passed and will update the TPS table.

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When 5 out of 6 of the categories have been passed in the current or prior Testing Administrations the overall Status will be updated in the TPS table indicating the student no longer has to take the Physical Fitness test.

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Physical Fitness Test Results Report

Individual physical fitness records can be printed for a student from the Physical Fitness Test Results Details tab. Use the Locate option to display the student and click the mouse on the Print button. The following report will be generated. Next to each category it will indicate whether or not the test was PASSED or FAILED. It will also display an X in the Not Taken box in each category if the student did not take that part of the test.

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If a student does not have a Physical Fitness record, a blank report will be generated and can be used for data entry.

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Physical Fitness Test Results Summary by Student

An individual physical fitness summary can be printed for a student from the Physical Fitness Test Results Summary tab or for all students from View All Reports. From the Summary (PFT) tab select the student and click the mouse on the Print button. The following report will be generated for ALL tests taken by the student.

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A checkmark next to the Category signifies that the student passed that Physical Fitness Category and will also print Passed, Not Passed, etc. Under each Category specific test data will print for each Testing Admin that has a record in the PFT table. The Test Status column will print a Pass or Not Passed flag for all tests starting with SPRG11 since the Pass/Not Passed flag is now stored in the PFT table as of this year.

In years prior to SPRG11 Aeries did not store the Pass or Fail flags. Some records cannot be determined as to whether a specific test was passed so the Test Status for some categories might print Undetermined especially if there are multiple tests that can be taken in a specific category.

The Overall Status at the top of the report is calculated from the TPS table. If a student has passed 5 out of 6 categories the Overall Status field will print Passed. If they have not passed 5 out of 6 categories the Overall Status field will print Not Passed.

Physical Fitness Status Summary

The Physical Fitness Status Summary reports will display an option form that will allow you to select different options for the report to be generated.

Physical Fitness SCH 08232013 69.png

The option form will allow you to select this report to print limited by the following fields in the Course table.

  • PE Course Flag (CRS.PE)
  • Primary Subject area codes (CRS.S1)
  • Department Codes (CRS.DC)
  • Course Content Group (CRS.CCG)
  • Course Type (CRS.TY)
  • Course User fields 1 – 8 (CRS.U1 – CRS.U8)

The Print Physical Fitness Status Summary also has the option to tag the students and print a Status Code Legend at the end of the report.

The Print Physical Fitness Status Summary will generate a listing of all students physical fitness status by categories selected. It can be selected to print in order by Student Name, Grade, Teacher or Teacher /Course.

Physical Fitness SCH 08232013 70.png

When a student has passed the Physical Fitness test Passed will print under the Status column. This is the Overall Status for all tests taken. The number of Tests Passed will also display. Each category will display if they passed or failed. If a student passed the category a P (2011) will display which indicates the year the category was passed.

Due to the Pass Fail flags from prior years no longer being stored in the PFT table you might notice records where the Status indicates Passed but there are no Pass or Fail listed under each category. This occurs when the Status indicates Passed, such as below, for a prior year however none of the Pass Fail flags contain any data.

Physical Fitness SCH 08232013 71.png

For example Angelo Abenos below has passed a prior year test but the Category Pass Fail flags are blank.

Physical Fitness SCH 08232013 72.png

Physical Fitness Test Summary

The Print Physical Fitness Test Summary will generate a school summary report. The report will print each category, test and total number of students that Passed or Failed. The report will also calculate out percentages and Total number of students that took the test. The report is run by Testing Admin and is grouped by grade level.


Physical Fitness SCH 08232013 73.png

Physical Fitness Test Results

The Print Physical Fitness Test Results reports will display an option form that will allow you to select different options for the report to be generated. The report can be run by Student Name, Mile Run Time, Teacher/Period or Teacher/Course.

The Print Physical Fitness Test Results by Student Name will generate a listing of all physical fitness test results for all students and will print in order by student name.

The report will generate for ALL tests or the option is available to print only a particular Testing Admin. To run the report for a selected testing administration, click the mouse on Limit by Testing Admin?. Click the mouse on the dropdown and select the Testing Admin.

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To print the report, click the mouse on the OK button. The following report will be generated for ALL tests taken along with a School Average of the student's scores.

Physical Fitness SCH 08232013 75.png

The Print Physical Fitness Test Results by Teacher will generate a report of the student's physical fitness test results and print in order by teacher. To print a report, click the mouse on Print Physical Fitness Test Results by Teacher. The following report will be generated for ALL tests taken along with a School Average of the student's scores.

Physical Fitness SCH 08232013 76.png

The Physical Fitness Test Results by Teacher/Course will generate a report of student's physical fitness test results and will print in order by teacher and course in a Secondary school. To print a report, click the mouse on Physical Fitness Test Results By Teacher/Course. The following options will display.

Physical Fitness SCH 08232013 77.png

The options are available to select this report to print limited by the following Course Data fields:

  • PE Course Flag (CRS.PE)
  • Primary Subject area codes (CRS.S1)
  • Department Codes (CRS.DC)
  • Course Content Group (CRS.CCG)
  • Course Type (CRS.TY)
  • Course User fields 1 – 8 (CRS.U1 – CRS.U8)

The Field Value will allow you to select the specific code value to be used for the Course field selected. The Date field will allow you to print the report for a certain term by entering a term date into the Date field.

For example, to print this report for the Primary Subject Area codes click the mouse on the CRS Field drop down and select S1. All Primary Subject Area codes will now display for this field in Field Value. Click the mouse on the Subject Area code for Physical Fitness.

Physical Fitness SCH 08232013 78.png

Click the mouse on the OK button and the report will be generated for the Subject Area code selected.

Physical Fitness SCH 08232013 79.png

The Print Physical Fitness Test Results by Mile Run will generate a report of the student's physical fitness test results and print in order by the lowest Mile Run time to the highest. To print a report, click the mouse on Print Physical Fitness Test Results by Mile Run. The following print will be generated for ALL tests taken along with a School Average of the student's scores.

Physical Fitness SCH 08232013 80.png

Set Up Physical Fitness Letters and Print to Parents

Click the mouse on the Set up Physical Fitness Letters and Print to Parents option.

If your letters are invalid the first time Letters are generated as of SPRG13 the following message could display on the screen. You must click the mouse on the Yes button to re-generate new letters. The Letter Editor will display to allow you to modify the default letter.

Physical Fitness SCH 08232013 81.png

After the Set up Physical Fitness Letters and Print to Parents option is selected the following Options will display. The Current Testing Administration field will default to the current Testing Admin. To select a different Testing Admin click the mouse on the drop down and select the Testing Admin. A Grade dropdown is also available to limit the letters to a specific grade level or ALL grades.

Physical Fitness SCH 08232013 82.png

The Report Options tab will display different categories containing different activities performed and if selected will print on the Physical Fitness Letters. Any test that displays grayed out that cannot be selected has not been setup in this Testing Admin on the Physical Fitness Setup form.

The Report Options tab contains the following additional options:

  • Only Print Tests Students Took will print letters for students with only the results for specific tests the student took. If the option is selected, the categories and tests will no longer display on the Report Options screen.
  • Print Categories regardless of current Test Admin can only be selected when Only Print Tests Student Took and Print Category is selected. This option will print all categories the student has taken in current and previous administrations
  • Print Overall Test Status will print the students Overall Test Results of Passed or Not Passed

The Print Options tab will display various options available when printing these letters and must be selected prior to printing.

Physical Fitness SCH 08232013 83s.png

The Print Options tab contains the following options:

  • Print Upper Case for both Addresses
  • Return Address – District, School or None
  • Whether or not to include the school/district name
  • Whether or not to include the school/district telephone
  • Select to print for double window envelopes with option to Center Student Address
  • Print the date on the left, center, right or no date at all
  • Select to Print the Student's name
  • Print letter to Contacts
  • Preview the letters before printing
  • Include Inactive students
  • Add a query condition to select specific students

The Letter Editor will allow the Physical Fitness Letter to display and can be updated prior to printing. Click the mouse on button for the Letter Editor at the bottom of the form and the following form will display.

Physical Fitness SCH 08232013 84.png

This form will only display the Physical Fitness letter and can only be used to change and update this letter. After the letter has been updated click on the Exit button.

After the letter is complete click the mouse on the Print Letters button. The following letter will be generated to parents indicating how their student performed during the Physical Fitness Testing process.

Each category selected to print will display in the Category column. The Test Date, Test Name and Test Score will display. The Test Status column signifies whether or not a student has passed the Physical Fitness Category. The Overall Status will indicate whether or not a student has passed 5 out of 6 categories that will include prior tests.

Physical Fitness SCH 08232013 85.png

Print Error Report

The Print Physical Fitness Error report will generate a listing of students with various PFT errors. An option form will display that will allow you to select different errors and options when the report is generated.

Physical Fitness SCH 08232013 86.png

NOTE: The Errors printed on this report have been determined by the 2012-13 Physical Fitness Test Student Data File Layout that is provided by the State.

Please review the Student Data File Layout to become familiar with the Acceptable Values setup by the State that can be entered into the fields on the Physical Fitness Test Results form in Aeries. Any value that is NOT acceptable will create an error on the Testing Vendor software and WILL BE REQUIRED to be fixed manually.

The following example of the Print Physical Fitness Error report displays some of the possible errors and warnings that could be printed when the report is generated. There are warnings that have printed and the Field Value column indicates the value entered. The Valid Values column indicates the only State values that will be accepted in the Testing Vendors software and the Value Loaded indicates the value that will be loaded into the file.

Physical Fitness SCH 08232013 87.png

NOTE: It is crucial that ALL errors that print on this report are corrected. The Physical Fitness file CANNOT be created without these errors resolved. The warnings are only warning indicators that do not have to be corrected but should be verified.

Create Fitness Files for Reporting to the State

The Create Fitness Files for Reporting to State is used to create the Student.txt file. When created, the Student.txt file contains student data and physical fitness test results for physical fitness reporting.

Physical Fitness SCH 08232013 88.png

Prior to creating the PFT file the Error Report must be generated and all errors MUST be corrected. The Error Report can be generated from the Create Fitness Extract form or from the Physical Fitness Testing form. If a report displays containing a list of errors they must be corrected prior to creating the PFT file. The Create button will be disabled until all errors are corrected.

At the top of the form the County, District and School codes will automatically display from the LOC table. If this is a Charter School enter the school number in the Charter Sch# field.

At the top of the form there are two tabs the Parent Education Level and the NSLP Code. These tabs will be used to convert the data in Aeries to the CALPADS codes. To load the Cross Reference with the District data click the mouse on the Load District XRF button.

Physical Fitness SCH 08232013 89.png

The Grade to update will automatically default to the proper grade. A message will display indicating which Testing Admin records will be extracted to the Student.txt file. Verify the Path to the Fitness Text Files is correct.

If student's Reporting Home School is different than the current school these student's can be skipped if the Skip Rptg Home School is selected.

Physical Fitness SCH 08232013 90.png

The Create button will remain disabled until the Error Report is generated from this form and there are no errors.

When the report is generated any active student that does not have a PFT record for the Testing Admin displayed MUST have a record created. Notice below the Error indicates Student missing Physical Fitness data. If the students that display on this report did not take the test they can be mass added to the PFT table and be included in the Student.txt file.

Physical Fitness SCH 08232013 91.png

To add these students click the mouse on the Mass Add Fitness Records button. An option form will display to select the Not Tested Reason code that will be used for ALL students that are mass added to the PFT table. Click the mouse on the Reason Code selected and click the mouse on the OK button.

Physical Fitness SCH 08232013 92.png

The Date Input form with the Test Date will default to 04/01/2013 but a new date can be entered. Click the mouse on the OK button.

Physical Fitness SCH 08232013 93.png

In order to enable the Create button the Error Report must be generated. If all errors have been corrected on the Error Report the Create button will now display.


Click the mouse on the Create button to create the Student.txt file. The following message will display with the number of students added to the file and the folder where the file was saved.

Physical Fitness SCH 08232013 94.png

The following message will display if there is an existing Student.txt file in the same location of the path selected. To save the file, click the mouse on the Yes button to create a backup of the Student.txt file.

Physical Fitness SCH 08232013 95.png

A Save in box will display and will default to the Path to Fitness Text Files and the File name will default to Student_bkup.txt. The Save in location and File names can be changed. Click the mouse on the SAVE button.


Backup Fitness Text Files

The Backup Fitness Text Files is utilized to make a backup copy of the Student.txt file for safe-keeping. The backup will create a copy of the text file. To create the backup copy, click the mouse on the Backup Fitness Text Files option.

The following Save in box will display. The Save in location will default to the Path to Fitness Text Files and the File name will default to Student_bkup.txt. The Save in location and File name can be changed. Click the mouse on the SAVE button. A message will display with the location and file names.

Physical Fitness SCH 08232013 96.png





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