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TOPSpro FAQs
Revised -- Winter 2000
What is TOPSpro?
TOPSpro is database software specifically created for documenting, tracking and reporting student statistics. A brief understanding of database terminology will help in your use of the software.In a database there are basically 3 types of records: Parent, Child, Orphan. A parent record is the foundation that all other information will "link" to. Specifically in TOPSpro the Student Identification Number is the foundation that links all student records. The Student Identification Number and other demographic information make up the Parent Record. This information is partially scanned in from the Entry Form.
Other information (non-demographic sections) from the Entry Form is stored in a "Child" record linked to the "Parent." Each Test Form scanned creates additional Child records as well as any Update Forms.
If you were to scan in the Name side of a Red form - you would create a Parent Record of a new student with Name and Student Identification Number. Any form scanned with the same SSN from that point on would link to the original Parent Record. - or - If you first scanned in the Entry form with a new SSN you could create the foundation Parent Record.
The point to remember is that you create a Parent (foundation) record for a new student when you first enter that student's SSN into the system. From that point on all forms scanned for that SSN will link to the original and create a history for that individual.
The term "Orphan" refers to a Child Record that has had the original Parent Record deleted. An Orphan record has no foundation to link it to any other record. TOPSpro will caution you when you try to delete a Parent Record. In fact, TOPSpro will not allow you to delete a record if it is a Parent unless you first delete its children and orphans.
E.g. If you need to remove an individual from a Student Lister you will first go to each Child record (through the other Listers - Entry, Test, Update…) and delete each one individually. You will delete each test, update, entry form for the individual student until you can go back to the Student Lister and delete the foundation record with no warning message.
Can I assign one class number at two sites?
Yes. Be aware that you must create the Class in each Site separately. For example, if you have 15 sites, a new class must be created within each site, using the identical Class number.
Do you have to use Teacher numbers and names?
No, but it is helpful on reports to have the teacher's names. It helps give the reports instant meaning. If you have a class with multiple or rotating teachers, consider creating a teacher ID with the term "Staff" or "Smith/Jones/Brown" to incorporate all the teachers who may teach the class. This avoids the issue of a single teacher's name representing an entire group.
Do I have to use the red Name/Address form?
No. IHCC, for example, has chosen not to use the Name/Address form. The TOPSpro person manually types in the student's name on the Batch Name Entry screen. At IHCC, this method has proven to be more efficient, accurate and reduces time spent correcting errors. Each form bubbled seems to provide one more opportunity for an error on Student Identification Number!To type in the name, simply scan the Entry form. Then, click Tools on the Menu Bar, then Batch Name Entry, select the appropriate scan session and input the name.
The student address is usually available from an alternate source (eg. Registration materials) and does not print out on any TOPSpro reports.
Does the order in which forms are scanned matter?
No. TOPSpro itself does not have any requirement about order of scanning forms. Scanning a Test or Update with no identifying information available can create some confusion. It works logically to scan the forms in this order:
- Entry
- Name/Address (or use Batch Name Entry)
- Test (pre)
- Test (post)
- Update
Scanning in this order helps when making corrections. The Parent record is in place before Child records are created.
Is there a suggested number of forms to be scanned at one time?
No. The accuracy of the forms serves as the best guide. If the forms are complete and accurate there will be few errors to correct. (Scan as many as your own experience guides you.) If the forms have missing information or are not cleanly bubbled there will be more time spent on errors. (Scan fewer at a time.)
Do I have to separate the forms by class, by test number, etc.?
NO! As long as the site number is the same, it makes no difference if the class number and test numbers are all different. That is one of the beauties of the TOPSpro software.Note that each type of form is scanned separately. For example, all Entry forms must be scanned together, all Test forms, all Update forms. Note that you must separate the old Entry/Update forms and Test forms from the new forms when scanning.
Within one form type you are only required to sort by site (note: the site number is not scanned so MUST be chosen with the override feature).
When do I use the Override feature?
When a piece of information is exactly the same on each form being scanned in the batch you might choose to use the Override feature.If you specifically know that all the Test forms use the same test date or test form number, you can use the Override feature to possibly prevent some batch repair work. On an Entry form, the Override feature could be used on the class number if they are all the same. Be cautious when using the Override feature because you are telling TOPSpro that all your forms have identical information, even if, in reality, they don't.
What do I do after the forms have been scanned?
You need to pull the stack of scanned forms and put them in reverse order (re?sort from Top to Bottom). "Restacking" the forms puts them in the same order that they will appear in on your Batch Repair List.Go into Batch Repair and check your last scan session list for errors.
Why does TOPSpro accepts Student ID's of less than 9 digits and does not highlight the record as an error?
There are still many users of TOPS nationwide who do not, or cannot use SSN's. Therefore, other unique ID numbering systems are used that do not necessarily add up to 9 digits. In future versions, there may be a way to help validate the Iowa SSN numbering system.
Does Batch Repair highlight every record with an error?
No! This is why it is very important for you to make note of the records with errors or print the Scan Summary Report, which indicates all records with an error.Repairs should be made immediately after scanning!
Errors on the demographic section of the Entry form will not cause yellow or red highlighting to occur on the Batch Repair screen. The record number will appear on the Scan Summary Report. Do not depend on the Batch Repair highlighting to know which records need repair!
Why doesn't the red or yellow highlighting on the record go away after I fix the record?
In the older versions, TOPSpro would automatically remove the red or yellow highlighting after you fixed the record - but this slowed down the system.The new version of TOPSpro does not automatically remove the highlight after you fix the record. To remove the highlighting, if desired, you can simply click the Requery button (the lightning bolt).
How do I check to see if all my student records have a name associated with the record?
The very best place to make sure that all records have names associated with them is to go into Batch Name Entry immediately after scanning.You could also go into the Lister (Entry or Test, depending what you are working on) and check that all records have a Student Name. If you have the Listers in Name order, the students without names will appear at the top.
Remember that the advantage of the Lister is that it will highlight records with demographic errors that may not show up in Batch Repair. This serves as a good "double" check before those scanned forms are returned to the teacher!
What is the most important field on the Entry form?
The Student Identification field is definitely the most important field on this form and ALL forms! Encourage teachers to verify this field on each form before sending the form to be scanned.If all students have names already keyed in, a student record with no name in the Entry Lister is a clue that a student incorrectly bubbled their ID number.
How does TOPSpro handle the Ethnicity and Race fields?
Field 8a and 8b are both required. Page 4-3 of the Data Dictionary has been changed to read "Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin regardless of race. If this field is coded, it is necessary to complete field 8b."Field 8b must now be completed regardless of the way the adult learner bubbles the response for Field 8a.
TOPSpro won't accept zero (0) on the Highest Year of School Completed on the Entry form. What can I do?
You have the option of removing Field #6 as a required field - but it is not recommended. It is not recommended that you remove this field because this is an important field. So far, the "quick fix" is to enter 1 as the number of years.
What are some options for handling the Entry forms for a new program year?
A new Entry form can be bubbled each year (using a date within the new program year) or there is the option of rescanning the existing Entry form (with any corrections either cleanly erased and re-bubbled or clearly marked for the TOPSpro person to manually correct after rescanning).The TOPSpro system is designed to track a student the entire length of time the student is a part of the education program (often many years). One way to ensure that the student records build each year is to scan an Entry form for every student at the beginning of every program year. Yes, this means scanning an Entry form for students that were already scanned into TOPSpro the previous program year. The original "Parent" record (SSN) for a student does not change. There can ultimately be unlimited Child records added (more Entries, Tests, Updates).
Future TOPSpro versions may address this issue.
How often do I need to do a backup? Should the backup be on the hard drive only?
It is good "computer sense" to backup at the end of each workday. Depending on the volume of forms scanned, there is always the option of doing a backup more than once in a workday. Just remember, every hour of work lost is another hour of you must spend to replace it!If the TOPSpro computer is part of a network, the Network drive is an ideal location for backup files.
Option: every time a backup is created, do one on a floppy (A:) disk plus a "backup?backup" on the Network (X: where x=network drive letter). Choose a period of time to store backup files. Typically a permanent copy of the "last day of the year" should be stored in a safe location. (eg. The day on which final year-end reports were run).
Experience scanning the forms has proven a few common errors. The TOPSpro Records Specialist should watch for common/routine errors and communicate with the teachers (either directly or through the Coordinator). Some typical common errors found:
Field 4 is a small field that tends to be overlooked. It is not always obvious what gender a person is by their name. Remind teachers to check that this field has been bubbled before sending it in to be scanned.
Leading zeros are a very common problem on dates. Remind teachers to always write the dates and numbers in the boxes provided and bubble them in. Leading zeros are necessary for TOPSpro to correctly read the form.
Can the teacher correct the test with a red pen before sending the test in to be scanned?
Many teachers need to correct the test before sending the form in to be scanned in order to give the student their score right away.The teacher may use a red ink or felt pen to mark through the question number that is incorrect. It is recommended that they not use a red lead pencil due to the lead residue.
When should the teacher complete the Raw Score field?
Under typical circumstances, the Raw Score should not be bubbled.If the student did not record their test answers on the Test form, the Data Dictionary instructs the teacher to use the Raw Score field to record the score. This allows the test to be counted in TOPSpro.
An example: if a student is physically incapable of bubbling the Test form, (and the answers are recorded by other means) the teacher may calculate the score and use Field #9 to indicate the score the student received.
Note that bubbling the Raw Score field is an option, but be aware this will override the actual student responses and legitimate score.
Why does an error appear when the "Student does not yet have the skills to be tested" is bubbled?
Yes, an error appears on the Batch Repair even though this box is bubbled. The record must be opened in Batch Repair and simply resaved.Note that there must be a test date filled in, even though the student did not actually take a test. Future tests will be measured against the first score.
How does TOPSpro differentiate between a pre- and post- test?
Technically speaking, TOPS does not differentiate between a pre-and post-test. Only the date ranges end up defining how it is treated. The pre?test is generally the first test found in the date range you specify in the Report Generator, but it may not be the first test a student ever took in the program year.The first Math test scanned in after July 1st IS the Math pre-test. The first Reading test scanned in after July 1st IS the Reading pre-test. Every test scanned subsequently will be a post-test.
An unlimited number of post-tests may be given throughout the program year.
What happens if a student bubbles more than one answer for a single question?
This happens!! TOPSpro will consider this as an incorrect answer even if one of the bubbles was correct.
Why would teachers have a Raw Score different from TOPSpro?
The first thing to check is if the student bubbled too lightly and TOPSpro could not read the answer.Second, check for double bubbling.
Third, check to make sure the correct form number was used.
What should I do with a GED student who didn't post-test but has now completed the GED Battery?
CASAS is in the process of completing a conversion chart that will allow teachers to accurately reflect an official GED test score as a TOPSpro Post-Test. The goal for all GED teachers is to make every effort to Post-Test GED students before they complete the GED Battery.Here is a temporary "fix" for those students who may have slipped through the cracks. Teachers should submit an "equivalent Post-Test" score. A TOPSpro test form should be completed with this data:
Use Form #036M (Raw Score 28) and #036R (Raw Score 26)
The date should be near the student's last attendance date.
After having given a student Reading and Math Pre-Tests, a teacher instructs the student for 20 hours. The student is then given Math and Reading Post-Tests. How should the 20 hours be documented?
If the teacher indicates 20 hours on both the Reading and the Math test forms, the cumulative hours will show 40 hours of instruction. TOPSpro adds the instructional hours from each test form. Therefore, the teacher can split the hours between the two tests if they weren't able to obtain a specific breakdown of instructional hours.
Is there something available to help me understand each report?
Yes. CASAS created a CD that was available at the San Diego CASAS Workshop last June. This CD has examples of all the reports with definitions.Contact CASAS if you do not have access to this CD.
A teacher requests a simple list of current students. What can we give to him/her?
The Entry Lister is the best option for a "simple" list of current students. Note that only students with a scanned Entry form, within the given date range, will be included in this list. Also note that if a student has been updated because they are no longer in the program, their name will still appear.A Class Roster based on Entry forms can be printed and this will be the same list as the Entry Lister.
Currently, there is not an option to print a list of "current" students.
Explain Rosters.
Click Reports/ Class Structure/ Roster. You have the option of basing the Roster on the Entry forms, Test forms, or Update forms.Example: if you run a Class Roster based on Entry forms, you will receive a list showing all students who have had an Entry form scanned during the current program year. If, by chance, a student had a Test form scanned but not an Entry form, they would not appear on the list.
The title of the report indicates on which form the roster is based. This difference in Class Rosters may need to be pointed out to teachers.
What is a Student Lister?
The Student Lister will list a student for which ANY form has been scanned. It is not indicated on the lister which form was scanned.The Student Lister is not limited to the program year. Students from previous program years will appear. The Lister can be viewed in Student ID order or in Name order. You can select which under Tools / Options.
What happens if the Learning Gains Report does not show an increase?
The Learning Gains report is a good place to monitor if Instructional Hours were reported and the amount of Learning Gain, even if the Learning Gain is zero or negative.The Learning Gains Report is important to monitor throughout the year because it shows Learning Gain and Hours of Instruction on one report.
I have an instructor requesting a special report. She would like a report which would group her learners that need to work on like competencies. At this time, I give her reports for each learner and it states competencies the learner needs to address. She would like a report that puts Joe, Jim and John together because they all three need to work on "Interpret maps and graphs."
A report is not available that will place all students who need help with the same competency on one report.A useful report that may help the instructor is the Class Performance Report. This report shows a list of all the students in a class, along with the breakdown of competencies. This report makes it very easy to see which students in the class need help with a particular competency. The "+" indicates the student answered a question correctly. The "-" indicates the student answered the question incorrectly. This is a great teaching tool for teachers!
To obtain a printout of this report, click Report on the Menu Bar, then Tests, then Class Profile. Choose the desired site and class.
My Test and Update Rosters show "No Entry Record on File" in the Primary/Secondary Goal columns. There is also a blank under the Instructional Level. When I check the Entry Roster, this information is filled in correctly. Why does this happen?
The Instructional Program must be the SAME on the Entry, Test and Update forms. If not, this error will occur on the Test and Update Rosters.
The Competency By Student Response report will not list a Yes or No in the Correct column. Why?
The Competency By Student Response report will not list a Yes or No in the Correct column if the Raw Score Override feature is turned on.To check this, open the test under File / Open / Test Lister. Check on the right side of the screen to see if the Raw Score Override has a checkmark. If so, this indicates that this feature is turned on. If answers were bubbled, they will appear in the answer boxes but will be shadowed. Remove the checkmark in the Raw Score Override box and the bubbled answers will be bright.
When we are creating a report, we often choose student identification numbers for the specific students to be included in the report. We are receiving a message that the number of student records in the student table exceeds the limit of this data selection feature. I am asked if I want to continue at this point? What should I do?
You are seeing a message cautioning you that if you try to pick individual students from a number of records over 2000, that the system may slow due to the amount of students in your agency. You are free to continue and see if the time it takes is acceptable to you. In reality, you may not notice any slowing down of the system at all.
Can a student have more than one update?
Yes. A student should be updated when any of the circumstances which appear in the Data Dictionary, Section I, Page 1-11, occur. A student is not limited to one update and could be updated several times in one program year.If more than one update is necessary, the Entry side of the form does not need to be completed.
If there has not been a situation where the student has required an Update, there must be one before the end of the program year. Teachers should be reminded that they must have at least one Update on ALL students by the end of the program year.
Note that the Date of Update must fall within the program year, not July 1st of the next year.
How should the Instructional hours be counted on the Update form?
According to the Data Dictionary, the teacher is to record the number of hours since the Date of Class Entry. If there are multiple updates, indicate the number of hours since the last Update.
Instructional Hours on a Test are different than an Update. On a Test, hours are recorded since taking the last test.
How should the Instructional Level be handled on the Update form?
The Data Dictionary, Section I, page 1-16, instructs us to use the highest Instructional Level obtained during the student's time in a particular class during the program year. It is not necessarily the last test administered, but the highest during the program year. The level is based on the highest score from either Reading or Math tests.Instructional Level on the Entry form is different than an Update. (Data Dictionary, Section I, page 1-10) On the Entry form, the Data Dictionary instructs us to use the lowest Instructional Level at the time of Class Entry. The teacher gives the Math and Reading tests. Whichever score is lower is the basis for selecting the Instructional Level on the Entry form.
Is it necessary to complete a new Entry Record when a student moves from one Instructional Level (Field 18) to another? If a student is entered as ABE Beginning Literacy and they fulfill the requirement of that level, move on to the next level and remain in the class, how does TOPSpro denote the movement in levels without a new Entry Record?
The Update is available to move them to the next level if you want to do that. Basically, assuming the student stays in the same Instructional Program, you would need to fill out the Update indicating they advanced to the next Instructional Level sometime during the program year. You have the choice to do that now or at the end of the program year. A new Entry would not be necessary.Even if you choose to wait until the end of the program year to fill out the Update advancing them to a higher Instructional Level, the Pre- and Post?Tests will still be showing a learning gain within TOPSpro for these students.
The reports based on Pre? and Post?Tests comparison will show Learning Gains throughout the Program Year.
TOPSpro will not import from a database - why not?
If the DBF file is structured according to our document titled "Exchanging Data with 3rd Party Attendance Systems" then it should. However, there are some old versions of DBF that are not compatible with Foxpro 2.6 or with VFP. This is stated in the document on page 4 of the Version 3.0 Release Documentation. These older files handled memo fields differently then they are handled today and this makes them incompatible.
I scanned a Test form and then discovered that the student identification number was incorrectly bubbled. I fixed the record in Batch Repair. Then I realized that I now had two student records, one with the correct student identification and another with the incorrect student identification. What can I do to avoid this problem in the future?
If you notice the error while still in Batch Repair, you can delete the inaccurate record from the Batch Repair list, then re?bubble and re?scan. This will prevent the creation of the bad Student Record.OR
You can change all "associated" records at the same time by changing the student identification in the STUDENT RECORD first. This will make a global change to all those records at one time. To access the Student Record, go into the Student Lister and open the inaccurate record. Click on the Demographics tab and edit the student identification number.
(Remember, you CANNOT change the site number on the Demographic tab.)
I would like to be able to find out if a student is enrolled and in which class the student is enrolled. Do I have to search class by class?
No! Go to the File / Open / Entry Lister or Student Lister. Above the student column, you can enter and search either by student name or student identification number, depending on how your default is set.To change the default to either student name or student identification, go can click on Tools / Options. Under the Defaults tab, you will see a button to display listers by student identification or student name. Click on the desired way to display your listers, then click OK. Now you may use either of the Listers to locate the student by entering the data however your default it set.
Our TOPSpro program started to slow down. Last week I had messages that it did not have enough memory to talk to the printer. What can I do?
You can clean your "temp files" which are in C:\Program Files\CASAS\Visual TOPSpro - Production\TempDelete all the files except "UtilityTest.FXP" and this may help.
Should I be doing anything on a weekly basis to keep my hard drive in better order so my TOPSpro program won't slow down?
Yes. You should use the Housekeeping tools.Go to Tools / Database / Housekeeping / Pack and Reindex. Click the Select All button (the double blue arrows). Click Pack, then OK. Repeat the procedure and choose Reindex. Perform these Housekeeping tools often for optimum performance of your hard drive when using TOPSpro.
We have set up a class "Volunteer Reading Tutor." These tutors meet at different sites. We want to set this class up at different sites. Can I do this?
Yes, you can use the same class number at more than one site but you have to actually create the class in each and every site. It seems like you are doing the same thing over and over - and you are - but that is the process.Go to each site and create a "new" class for each one. Use the exact same class number and give the same description to each class (e.g. Volunteer Reading Tutor). The class will have the same number at each different site but has to actually be created as a new class in each one.
By having the classes with the same number at different sites, you have the option of running a report for ALL sites based on a specific class number. For example, this would allow a report that showed all the GED classes across all sites in one report.
I find that when I enter new classes and teachers that I can only enter one at a time. I try to enter a new teacher and then save the teacher file. Then without closing the screen, I put in another teacher name and number. The first name and number wasn't saved. The same thing happens with classes?
You have entered a new teacher, saved it, and you are ready for the next teacher. On the top left-hand corner of your active screen is the "New" icon (or you can use Ctrl N). Click the icon or use the keyboard shortcut before you begin entering the next teacher or class. Otherwise, you will be typing "over" the one you just entered, thus changing the current data instead of entering new data.
We loaded TOPSpro at a new site. When we tried to set it up, over half of the tops of the windows were hidden under the main TOPSpro toolbar. We were not able to access them. What can I do?
Your Windows screen setting is too low so items shown are too big to fit. On the Windows desktop, right-click the mouse and go to Properties. Click the Settings tab. Change the monitor resolution to a higher number. For example, you might try to set your screen area to 800 x 600 and the colors to High Color (16 bit). Also, there is a great keyboard shortcut that can help with this problem. When a window has gone out of reach and you can't get to it, press Ctrl F7 to select the window and then use the arrow keys to move it. Press Enter when you are done moving the window.
I scanned a group of student records from the same site and same class. Within this batch of forms, two students accidentally have the same student identification number. If you are using the Batch Name Entry to input the student's names, the last student's name entered will override the previous student's. How can this type of accident be avoided?
CASAS is currently checking into this problem. This is a good example of why a correct student identification is crucial to the TOPSpro program.
We discovered today that we have two different students at two different sites with the same student identification number. We thought that TOPSpro would not allow this to occur.
TOPSpro does allow the same student identification number to appear at different sites by design. This is because a student is allowed to take courses at more than one site. Therefore, TOPSpro ensures that student identification numbers are unique WITHIN a site, but not across sites.When the data in TOPSpro is "rolled up" as we say, from the site to the agency level, TOPSpro resolves duplicate identification numbers by merging them together. This will present a problem if the same student identification number represents TWO different students.
There is, of course, always the possibility of error. For that reason, we have a report in TOPSpro that is designed to help you solve exactly this kind of problem. It is called the "Duplicate Student" report and can be found under Report / Student / Duplicate Student. What this report does is ignore all site boundaries. It searches your entire database and when it finds duplicate student identification numbers, it lists them for you along with the student name, date of birth, gender, etc.
Armed with this printout, you can usually tell at a glance whether or not the duplicate identification number is for one student or two. If two students have the same identification number, one of the students needs to be corrected.
A few teachers entered students under their typical site number. Later, the teachers contacted the TOPSpro Specialist to indicate the need to move several of those students to a High School Share site. We cannot change the student's site number without losing the student's test forms, etc.
If a site has been entered incorrectly for a student, there isn't an easy way to change it at this time. You will need to delete the student and scan again. The reason is that when you change the site for one part of a student record, it breaks the relationship to the other parts of the student record.You can edit all the fields on the Entry, Update, and Test Records. You can edit some fields on the Demographic tab - Student Record, but you cannot edit the site number on the Demographic tab.
Does TOPSpro allow duplicate student identification numbers at the same site? If so, will the Duplicate Student report list these duplicate students?
TOPSpro programming does not allow duplicate student identification numbers within a single site. If the TOPSpro user tries to enter a new student with an ID already in use, the user will see an error message that the student already exists and it won't allow the new student to be saved. Since the program does not ever permit duplicate students to be entered within one site, the Duplicate Student report is not needed to warn of duplicates within that one site.
I am having difficulty in understanding the Duplicate Student report. I assumed the Duplicate Student report would print out students that are duplicated at the same site with the same ID, especially if they have the same class number. My report actually prints students with the same ID, but are listed at different sites. Also, I found that the student may be listed three times for the same class in the Student Lister. In some instances, the student did appear in the actual student lister but not on the Entry Lister.
First, a student will appear in the Student Lister if they have an Entry, Test or an Update form. Therefore, it is possible for a student to appear on the Student Lister but not on the Entry Lister. This simply means that the student has either a Test or an Update scanned, but not an Entry form.Students will appear on the Test Lister for each time they have taken a test.
Students will appear on the Entry Lister for each Entry form that has been scanned. Typically, a student will appear on the Entry Lister once for a program year and possibly again for the next program year. It is possible for a student to have an Entry form scanned during the current program year, have left the program, (at which time an Update would have been scanned) and then re-entered during the same program year causing another Entry form to be scanned.
If two Entry forms are scanned with the exact same information, only ONE will be listed on the Entry Lister and the Entry Roster. If there are two different Entry Dates, BOTH will be listed in the Entry Lister. In the Entry Roster, the name will only appear once for the program year. But in the Entry Lister, the student will appear twice because there have been two Entry forms and each Entry Date will be listed separately.
On the Duplicate Student report, the student who has more than one Entry during the year will NOT appear on the list if the student was at the same site. This only lists students who are duplicated in more than one site.
Again, the Duplicate Student report provides a quick way to see if a student ID has been used more than once at different sites. You can then look at the names provided on the Duplicate Student report and see if it is the same student. If not, one of the student ID's needs to be changed.
I have a student who is also enrolled as a student at another site? Do I have to give the student the Pre-Tests when he/she has just recently taken them at the other site? Do I have to fill out another Entry form?
If the same student is enrolled at two sites, the teachers can share information but each should have their own form(s). If a student is given a pre-test at one location, the teacher at the second location need not pre-test the student again. The teacher could obtain a copy of the test from the original site and fill out a duplicate form (with a new site number) from that information. The teacher could also obtain a copy of the Entry record and re-bubble another so that each teacher has their own Entry form with their own site number.One point to remember is that for a student to appear on the rosters and various reports for each site, they must have forms scanned under that site number.
What is an Email list?
Electronic mailing lists, or maillists (you may also hear them called listserv - which refers to the software used by some lists), allow people to send e-mail to one address, where their message is copied and sent to all other subscribers to the maillist. People who have many different kinds of e-mail access can participate in discussions that are of interest to them.
Who should be a part of the TOPSpro Email list?
Three groups have been entered which include (1) ABE Coordinators, (2) TOPSpro Record Specialists, and (3) Other select individuals.
If I am not a subscriber to the Iowa TOPSpro Email list, how do I become a member?
A person who desires to be added to the list should send an electronic mail message to the following E-mail address:
postmaster@readiowa.org.
Message: subscribe topspro "your e-mail address" Do not use quotation marks.
Example: subscribe topspro riesberg@neirls.org
If I have a comment or question, how do I post this on the Email list?
To send an e-mail message on the TOPSpro Email list, simply enter the Email list e-mail address topspro@readiowa.org in the "to" line on an e-mail screen. Type a subject in the "subject" line, post your message in the "message" space, then press Send to automatically deliver it to all Email list subscribers.
How do I reply to a message on the Email list?
When you reply to a message from the mailing list, make sure you choose to "Reply to All." Your return message will be broadcast to all subscribers on the Email list rather than just to the sender.If you need to communicate to ONLY the sender, choose Reply to Sender.
How do I unsubscribe from the Email list?
You may remove your e-mail address from the Email list such as when you are changing your e-mail address or leaving your position.
E-mail address: postmaster@readiowa.org
Message: unsubscribe topspro "your e-mail address" Do not use quotation marks.
Example: unsubscribe topspro riesberg@neirls.org
How do I ask a question but not have it appear on the Email list?
Send your question directly to Barb Rolston at her individual e-mail address. She will research your question for an accurate answer. Then, she will anonymously post your question with the answer on the Email list.
- Handle forms with care. Do not fold or bend. Avoid "tight" clips that leave indentations.
- Bubble the Student Identification number on both sides of all forms. The scanner reads each side independently.
- Dark bubbling is better than neat bubbling. If you can read the bubble number or letter through the mark, it is not dark enough.
- Always bubble leading zeros.
- Only one bubble per answer.
- Write and bubble if available. This saves time correcting forms (trying to contact teacher for correct data).
- Program year goals:: one Entry, two pre-tests, two post-tests (Reading and Math), and one Update.
- The actual hands?on people who use much of this information on a daily basis are the teachers. Each agency might consider editing this document to share pertinent information with the teachers.
- Each coordinator should plan regular communication with teachers to guarantee that they are kept up?to?date with TOPSpro.
- Teachers should be encouraged to use the CASAS and ReadIowa web sites. Remind them that the Data Dictionary and FAQ's are available at www.readiowa.org.
- Consider every field mandatory even if there is no star.
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October 3, 2000
