PROXY FAQ’S

August 2002

What is Proxy?

Proxy is a timesaving function available in TOPSpro that provides a substitute for completing new Entry and Test records for students that are returning to the same instructional program.

Where do I find the proxy function in TOPSpro?

Go to Tools/ Database/ Proxy Wizard (TOPSpro version 4.0).
The Proxy Record Wizard will ask you to choose various options to determine the type of Proxy you wish to generate.

Why would I Proxy?

Using Proxy eliminates the need for teachers to complete new Entry records for students who are returning to a program. Thus, it reduces the scanning and manual data entry for the TOPSpro specialist.

When should I Proxy?

When you Proxy really depends on when you know which students have returned or been retained for the new program year. That may be July for some and September for others!

What information do I need before I Proxy?

You need to know the students from the previous program year who are continuing into the next program year in the same instructional program and what class they have been assigned to for the new program year.

What do I need to do before I Proxy?

If students are going to be assigned to new classes or sites (that do not exist in your present system), you should create those new classes or sites before you begin the Proxy Wizard. Otherwise, you will need to exit the Proxy Wizard in order to create those new classes.

What kind of Proxy’s are available?

There are two Proxy operations available:

1. Aggregated Records – this option aggregates all of the Entry and Update records from the previous year into a single Entry record. The date of the Record will be July 1 for all proxy records created in this option. You also have the option of including Test records dated on or after May 12th. (Test records are never aggregated.)
2. Summer Session Records – this option simply makes a copy of the most recent Entry and/or Test record and gives them a date of July 1. This options works best for students who entered the program after May 12th for a summer session and were updated June 30th due to the end of the program year.

Which Proxy should I use?

The Aggregated Record option is a new option that was created at the request of the Iowa users. It gives you additional options to determine how you identify your students for Proxy. This is the option that was outlined at the April TOPSpro Training. Included in this transmission are the screen shots you would follow to utilize this option of Proxy.

Can I only Proxy once?

No, you can Proxy as many times as you like throughout the program year. However, the date on the Proxy Entry will always be July 1. If you only have a one or two students to Proxy forward, it may be easier to simply create a new Entry record for them rather than going through the Proxy function!

Do I have to use the same type of Proxy every time I proxy?

No, if you do a summer session proxy in July for your summer school students. You may then want to do an aggregated proxy in September if you have students that did not attend for the summer session.

Can I see the students that will be Proxied before the Proxy function is complete?

Yes, at the end of the proxy wizard you can view a report showing the students that are about to be proxied. You then have the option of updating the Database with the proxy records or canceling the whole thing and starting over.

What if I do a proxy and decide afterward that I didn’t want it after all?

In TOPSpro version 4.0 you should go back to the Proxy Wizard and choose the option Remove Proxy Records seen on the first screen of the proxy wizard. Any proxies that you previously made can be removed as long as they have not yet been modified manually. Any modified record will keep the proxy unless removed manually.

In TOPSpro version 3.2 build 32, go to Tools/Database/Housekeeping and choose Delete Proxy records.

What if I proxy a student and they never show up for class - will they appear on my Federal Tables report at the end of the program year?

If a student is proxied but does not meet the criteria to be included in the Federal Tables report, they will not be included. Just like any other student who is entered into the system, they must meet the requirements for the report.

Will they be eligible for proxy the following year?

If they had activity in the new program year, such as a new test and a new update record, they will be eligible to be proxied for the following year. However, if there was no new activity for that student, they will not be proxied the following year.

How can I tell if a record has been proxied?

When you open the Entry record for a student, click the Information Icon (it’s a small box with a blue circle with the letter I in the center) that is in the menu bar at the top of the dialog box. The information that is displayed tells you when and what method was used to insert information into the system. P stands for proxy, I stands for import, M stands for manually entered and S stands for scanned.

Will the Proxy Wizard proxy all of the student’s test records?

Any tests dated after May 12 of the previous program year will be copied forward to the current program year. TOPSpro will NOT proxy conservative estimates (tests that are marked with an asterisk) UNLESS you DESELECT the check box “Do not proxy tests having conservative estimate scale scores” found in step titled “Select Proxy Type and Data Carry Forward Options”. Tests are never aggregated. They are simply copied forward if they meet the criteria.

Barbara Rolston