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openSIS Student Information System

Quick Setup Guide


For
Community Edition 4.9






Last updated: January 2012

www.os4ed.com | www.opensis.com

openSIS is a product of Open Solutions for Education, Inc.

Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 2

Contents

Login to openSIS ................................................................................................................................................ 3
School Information ............................................................................................................................................ 4
System Preferences ............................................................................................................................................ 5
School Calendars ............................................................................................................................................... 7
School Periods ................................................................................................................................................. 10
Grade Leels .................................................................................................................................................... 11
!ttendance Codes ............................................................................................................................................ 1"
#eport Card Grades .......................................................................................................................................... 13
#eport Card Comments .................................................................................................................................... 14
St$dent %nrollment Codes ............................................................................................................................... 15
Portal &otes ..................................................................................................................................................... 1'
!dding (sers )!dd *eachers+ ............................................................................................................................ 17
Co$rse ,anager .............................................................................................................................................. 1-
Co$rse Period .................................................................................................................................................. 1.
!dding St$dents .............................................................................................................................................. "0
C$stom /ields .................................................................................................................................................. "1
St$dent Sched$ling .......................................................................................................................................... ""




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Copyright 2012, Open Solutions for Education, Inc. All Rights Reserved. Page 3

Login to openSIS

0nce yo$ hae installed openSIS1 please login to the application $sing the administratie $sername and pass2ord yo$
proided d$ring installation. If yo$ hae not installed openSIS yet1 please refer to the openSIS installation man$al that
came 2ith the soft2are.




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School Information

*o access this page choose School Setup >> School >>School Information from the ta3s and s$3 men$s $sed to naigate
2ithin openSIS.

Complete yo$r school information1 to edit e4isting te4t1 clic5 on the te4t 3o4 and it 2ill 3ecome an edita3le te4t inp$t field.
%nter yo$r school information and clic5 6(pdate.7

If yo$ installed openSIS 2ith the sample school1 then yo$ can choose the Copy School option and copy the sample school
information into yo$r o2n school. 8$st gie a ne2 school name 2hen copying.





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System Preferences

Set half-day and full-day minutes

In this section1 it is important to set $p the /$ll day and 9alf day min$tes of the school. *he system is set to mar5 a st$dent
present for the day1 if the st$dent attends school for 300 min$tes. If the st$dent attends school for 150 min$tes to "..
min$tes1 he 2ill 3e mar5ed half day present. If a st$dent attends school for less than 150 min$tes1 the he 2ill 3e mar5ed
a3sent.

If yo$r school has different attendance re:$irements1 then yo$ need to set the n$m3er of min$tes in this section.



Set login failure allowance count



*his is n$m3er of times the system 2ill allo2 a $ser to try logging in 2ith incorrect credentials 3efore disa3ling the
acco$nt. It is adised to 5eep the co$nt no more than 5.




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Set allowable user inactivity days



*his is the ma4im$m n$m3er of days the system 2ill allo2 a $ser in 3et2een logins. *he system disa3les $sers 2ho do not
login for the n$m3er of days yo$ specify in this section.

Put system in maintenance mode

*his section is $sed 2hen the !dministrator is doing any maintenance 2or5 2ith the system and doesn;t 2ant any other
$sers li5e *eachers1 Parents1 St$dents to log in to the system. 9e can type the notice here and after saing it that notice 2ill
sho2 $p in the Log in screen. 0nly the !dministrator is permitted to login 2hile the system is in maintenance mode.

*o p$t the system in the maintenance mode1 clic5 on (nder ,aintenance and select the chec53o4. *hen p$t some te4t on
the te4t area that yo$ 2ant yo$r $sers to see in the login screen and sae the form.



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School Calendars

*o set $p a school first yo$ need to create a calendar. *o do so go to School Setup > Calendars and clic5 Create a new
calendar.



Gie the Calendar and name and mar5 it as the defa$lt calendar for the school. *he system 2ill a$tomatically fill in the
3egin and end dates of the school year that yo$ hae proided d$ring installation.

,ar5 the days of the 2ee5 the school is in session and lic5 0< to sae the calendar.





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0nce the defa$lt calendar is created1 each month 2ill 3e a$tomatically mar5ed as a school day and 2ill 3e light 3l$e in
color 2ith green chec5 mar5s. *he holidays 2ill 3e pin5.

If yo$ need to mar5 a day as a holiday1 simply $nchec5 the chec5 3o4 and sae it. *hat day 2ill 3ecome pin5 denoting a
holiday.



*o add an eent on a calendar1 clic5 on the = sign and a ne2 2indo2 2ill pop $p. %nter the title and notes and sae it.

*he eent information is saed and it 2ill sho2 on the calendar and on the portal page of the $sers.
,ar5ing Periods

*o access this page choose School Setup >> Marking Periods from the men$s. &o2 fill $p all the re:$ired details and clic5
sae. >o$ can create as many Semesters and ?$arters as per yo$r needs.


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*o mar5 a Semester or ?$arter graded1 chec5 the Graded option. *his 2ill allo2 teachers and administrators to enter final
grades for that mar5ing period.

*o enter e4am grades for a Semester or ?$arter1 chec5 on the %4am option.

*o enter comments on a report card for final grades1 chec5 the Comments option.

/ill in the 3egin and end dates of each mar5ing periods.

Grade posting 3egin and end dates are the dates 2hen a teacher is allo2ed to enter final grades for that mar5ing period. It
is a good practice to 5eep it for the last 2ee5 of the mar5ing period so that teachers do not premat$rely enter the final
report card grade.

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School Periods

*o access this page choose School Setup >> Periods from the ta3s and s$3 men$s $sed to naigate 2ithin openSIS.

*his is the area 2here yo$ define the time diision of a school day1 5no2 as periods. /ill in all the periods that are in $se in
yo$r school.

If yo$ chec5 the (sed for !ttendance option1 a teacher 2o$ld 3e a3le to ta5e attendance for that partic$lar period 2hen
that period is associated in a co$rse period. If yo$ chec5 Ignore for Sched$ling yo$ can aoid period clash for sched$ling a
st$dent.


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Grade Levels

*o access this page choose School Setup >> Grade evels. *his section capt$res the different grade leels yo$r school has.
/ill in the information and pay partic$lar attention to the &e4t Grade field. @hen the school is rolled oer at the end of
each academic year1 the st$dents 2ho are set to 3e promoted to the ne4t grade are done so according to the al$e yo$ set
here.

So1 al2ays set the ne4t grade al$e as the one follo2ing the preio$s grade leel.




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Attendance Codes

*o set $p !ttendance Codes1 go to !ttendance > Setup > !ttendance Codes from the ta3s and the s$3
men$s of openSIS. &o2 create the !ttendance Codes as per re:$irement and clic5 Sae.

It is recommended that yo$ select >es for Aefa$lt for *eachers for the !ttendance Code B Present1 3eca$se that 2ill defa$lt
all st$dents to present for a gien day. It 3ecomes easier for teachers to ta5e attendance since most st$dents are $s$ally
present in the class.

>o$ m$st fill in the State Code al$e other2ise attendance 2ill not 2or5.






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Report Card Grades

&est1 yo$ need to set $p #eport Card Grades. Go to Grades > Set "p > #eport Card Grades. &o2 create a ,ain Grading
Scale. *hen select it and $nder ,ain create the Grades.

P$t the 2eighted al$e in the GP al$e code and $n2eighted al$e in the $n2eighted GP al$e col$mn. @itho$t these
al$es the transcript 2ill not 2or5.





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Report Card Comments

&o2 yo$ need to set $p #eport Card Comments. *hese are the canned comments that a teacher can $se to insert in the
report card.

*o create comments go to Grades > Setup > #eport Card Comments. /ill it in and clic5 Sae.






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Student Enrollment Codes

!s the ne4t step yo$ need to create the St$dent %nrollment Codes. *o do so go to Students > Setup > $nrollment Codes.

*hese codes are displayed in the enrollment record for st$dents and are re:$ired for adding and dropping a st$dent from a
school.





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Portal Notes

*he Portal &otes page is a messaging page. In this section yo$ can create te4t messages to 3e displayed on the home page
of the $ser.

Go to School Set$p C Portal &otes. *ype any message for St$dents1 Parents1 and !dministrators.

>o$ can ma5e the te4t appear for a certain period of time 3y selecting 3egin and end dates. >o$ can also control 2ho gets
to see the message 3y clic5ing on the Disi3le to options.

/or e4ample1 if yo$ 2ant parents to ie2 a message only1 clic5 Disi3le to Parent.





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Adding Users Add !eachers"

&o2 yo$ need to add teachers in the system. *o do so go to "sers > !dd a "ser. &o2 fill $p the form. 9ere select the (ser
Profile as *eacher 2hile creating a teacher. In the same 2ay if yo$ 2ant to create an !dmin select (ser profile as !dmin. If
yo$ 2ant to create a Parent select Parent.





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Course #anager

&e4t1 yo$ need to set $p the Co$rse ,anager. 9ere yo$ 2ill hae to create a S$3Eect1 a Co$rse and a Co$rse Period. *o do
so go to School Setup > Courses > Course Manager.


>o$ can add as many s$3Eects yo$ 2ant to. 8$st clic5 on the = sign. Gie a *itle1 and clic5 Sae. >o$r ne2 s$3Eect is created.

Select any s$3Eect and clic5 on the pl$s sign to create a Co$rse 2ithin the s$3Eect. >o$ can create $nlimited n$m3er of
co$rses.






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Course Period

Creating each co$rse period )some schools call it co$rse section+ properly is ery important. In this screen there are seeral
5ey fields and s2itches that needs to 3e filled in and depending on yo$r choice 2ill affect attendance and grading.

*o ena3le a co$rse period for attendance1 chec5 the *a5es !ttendance option.

*o allo2 teachers to grade the co$rse1 select the Grading Scale.

If yo$ 2ant the co$rse to 3e co$nted in the honor roll1 chec5 the !ffects 9onor #oll option.

*o allo2 teachers to oerride the school;s grade scale and to $se their o2n1 chec5 the !llo2 *eacher Gradescale option.

/or the transcripts to sho2 the completed ho$rs for a co$rse1 yo$ m$st fill in the credit ho$rs.


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Adding Students

&o2 the most important part of a school is to add st$dents into the system. *o do so go to Students > !dd a Student. /ill
in the form and clic5 Sae. >o$ m$st enter data into General Info ta3 first and sae the record 3efore filling in the other
ta3s.







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Custom $ields

openSIS 3y defa$lt proide a n$m3er of fields for st$dent data capt$re. If yo$ 2ant to capt$re additional data1 yo$ can
create c$stom fields 3y selecting St$dents FCSet$p FCSt$dent /ields.

*o add a ne2 category1 clic5 on the = sign and gie it a title1 sort order and sae it.

*o create ne2 fields1 clic5 on a category first and it 2ill sho2 yo$ a list of e4isting fields. Clic5 on the = sign to create ne2.

Gie the field a name1 select the data type and sort order. If yo$ 2ant the fields to 3e a re:$ired field1 chec5 the #e:$ired
option.

*he data type selection has m$ltiple options. /or p$ll do2n and its ariants1 fill in the al$es one in each line in the gien
3o4 and sae.






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Student Scheduling

Sched$ling is the last f$nction that needs to 3e completed 3efore the school is ready for operation. *here are seeral 2ays
of sched$ling st$dents. *he most common 2ay is Gro$p Sched$ling and Single St$dent Sched$ling.

*o do single st$dent sched$ling go to Scheduling > Student Schedule. *hen clic5 on S$3mit to get the list of all the
st$dents.




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&o2 clic5 on any st$dent for single st$dent sched$ling. *hen clic5 on !dd a Co$rse.



! ne2 2indo2 2ill open $p.


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Clic5 on the Period and the period is added for that st$dent.



*o add more s$3Eects clic5 on !dd a Co$rse again.



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*o sched$le many st$dents at a time to a single co$rse period1 $se the Grop$ Sched$ling option. Go to Scheduling > Group
Schedule1 clic5 on s$3mit to get the st$dent list. *hen clic5 on Choose a Co$rse.





*he co$rse selection 3o4 opens $p. !fter the co$rse is selected1 enter the start date 2hich is 2hen yo$ 2ant the st$dents
to 3e sched$led on the class yo$ E$st selected. Select the proper mar5ing period.

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&o2 chec5 the little 3o4es 3eside St$dents and clic5 on !dd co$rse to Selected St$dents 3$tton at the 3ottom of the
screen. *his action 2ill sched$le all selected st$dents to that co$rse if they do not hae a sched$ling conflict. If there is a
conflict1 yo$ 2ill get a notification that one or more st$dents 2ere not sched$led to that co$rse period d$e to conflict..




%ou have now completed setting up openSIS and it is absolutely ready for use&