Enrolling New Students and UTopia
Every new student needs to be enrolled in the class, via the Utah Adult Education Database: UTopia.
To enroll a student:
first, check the files to make sure they do not already have a file started.
Each student's paper file needs:
IMPORTANT
Do not enroll a student into UTopia until you already have
their proof of residence and both BEST test scores (the BEST Literacy test book and the BEST PLUS computer test)!
To Enroll a student on UTopia:
To enroll a student:
first, check the files to make sure they do not already have a file started.
Each student's paper file needs:
- a copy of their proof of residence
- Their completed Literacy test book
- Their signed SEOP form
IMPORTANT
Do not enroll a student into UTopia until you already have
their proof of residence and both BEST test scores (the BEST Literacy test book and the BEST PLUS computer test)!
To Enroll a student on UTopia:
- sign into UTOPIA (click here to access the log in page)
- under the 'students' column and below the 'enrollment' heading, click "enrollment and demographics"
- type the new students last name and first name in the blue search fields at the top of the screen.
- If the student is not listed after the search, at the bottom of the screen you will read "Student not listed above? Enroll new student effective..". Enter the day of enrollment (the day the student began attending classes) and click yes.
The new screen you arrive at is the student's electronic file.
You can always check to see you are in the correct student's because on the top left of the screen.
It will read, for example:
STUDENT SEARCH Current Student: Garcia, Rosa (152207) EnrDate: 01/23/2014
if, at any time, you find yourself not in the correct student's file, simply re-search their name.
1. Input the student's information.
Required information is marked with a *, but it is best to fill in the following boxes.
In Identifying Information, input their:
*Legal Last Name
*Legal First Name
Birthday
Gender
In Personal Contact, input their:
address
city
state
zip
home phone
cell phone
* "residency document" has a drop down menu. This is where you select the type of 'proof of residency' you have already copied and included in the student's paper file.
K-12 History
*Education Level at Entry into Adult Education For Current School Year: from the drop down menu, we usually select 'high school diploma or equivalent credential'
*Education Level was outside U.S.? select yes.
Additional Information
*Funding Code: most ESL students are classified as funding code "7) 16+; HS grad; <13 grd" basically, this funding code reads that the student is over 16 years old, is a high school graduate, but has not studied above grade 12.
Race/Ethnicity
most ESL students are classified as...
Ethnicity: Hispanic/Latino
Race: white
Race/ethnicity observation type: staff observed
However, feel free to fill in this section however you feel fit.
At the bottom of the screen, click SAVE
2. Complete the "Student Checklist"
On the top right side of the screen in the student's electronic file, you will find a light blue box titled, "student checklist"
to be completely enrolled, ESOL students need the 'SEOP/Goals', 'Testing', and 'Schedule in Class' boxes checked.
SEOP/Goals
click the SEOP/Goals title in the light blue "student checklist" box.
Create a New Goal
- New goal: in drop down menu, select "advance EFL"
- New goal begin date: this is typically the date of enrollment
- Click "save new goal
If the student has been classified as "funding code 7", specifying that they have graduated high school, we must document their diploma.
- Achievement: Previously obtained k-12 diploma
- date achieved: if the exact date in unknown, you can estimate by putting the date as 5/31/(the year when the student was 18 years old).
- click "save achievement"
Labor force status is the only required field.
Select 'employed', 'unemployed', or 'not seeking employment' from the drop down menu.
At the top of the screen, there should now be a yellow box saying "please enter an occupational goal for this student". The occupational goal is not required. So, the SEOP/Goals page is now complete.
To return to the student's basic information page, click "back to student demographics" at the top left corner of the screen.
Now, in the light blue "student checklist" box, click Testing
Testing
on the left side of the screen there will be a box titled Define a new test
Define a test type: select BEST and click "create a new pretest"
- *Test site: Arches Education Center
- *Test Date: the day the student took the BEST literacy test.
- *Test Administrator: select your name
Fill in...
Best Literacy (reading)*Form: B,C,D (depending of which version the student used)
- *Number correct: the raw score of questions answered correctly in the reading section
- *Number correct: the raw score of questions answered correctly in the writing section
- *scale score: find this score by finding the student's test in the "score management" option in the BEST PLUS computer program.
Click "return to student demographics" in the top left of the screen to return to the "student checklist"
In the student checklist, click "Schedule in Class"
Schedule in Class
Class
- In the furthest left box, select Arches Education Center
- In the middle box, select ESOL Multi-level
- effective date: select the date the student began classes
- click schedule.
return to the student demographics page.
The "student toolbox" should show that SEOP/goals, Testing, and Schedule in Class have check marks.
Print out the SEOP form
At the very top of the webpage, there is a banner in a color that can be described as burnt orange.
- On the banner, there is a heading titled "reports"
- When you place the mouse arrow over reports, a drop down menu should appear.
- on this drop down menu, click SEOP/goals
on the new screen, select- reports category: SEOP/goals reports
- Report: pre-filled SEOP form
Now, a screen appears below with "report for:" tabs at the top.- Select "student", the furthest tab to the right.
- You can search the new student by ID or name. Click search.
- The student should appear. Select the new student by clicking the box to the left of their information.
- The new student will appear in the box labeled "selected students" with their name in green.
- School year: make sure it's current.
- File format: Acrobat (.pdf)
- Click "generate report".
- A new internet tab will appear displaying the student's SEOP form.
The new student will need to print, sign, and date in last box of the form labeled "waiver release".
(When you get the chance)
Once the SEOP is signed...- re-enter UTopia
- search the new student to access their electronic file.
- In the blue-boxed student checklist, click 'SEOP/Goals'
- Under the 'additional information' area,
- 'date release waiver signed': enter the date the SEOP was signed.
or click the 'refused' box (if the student did not want to sign it).- Click 'save information'
- Click 'save information'
- 'date release waiver signed': enter the date the SEOP was signed.
Add the signed SEOP form to the student's paper file.
Now, the student's paper file should have:
Now, the student's paper file should have:
- A copy of their proof of residency
- Their BEST literacy test book
- Their signed SEOP form
The last step, now that the student is enrolled in the program and scheduled in the class, is to document their attendance.
3. Documenting Hours
On that top burnt orange banner, you will find a header titled "hours"
As mentioned earlier, non-instructional hours are most often to document testing hours (assessment), but it can also be used for 'counseling', 'intake/SEOP', and 'orientation/registration'.
On the burnt orange banner, place the mouse over hours and click "non-instructional"
Make sure that the top of the screen displays the correct student!
ex. STUDENT SEARCH Current Student: Maria Garcia (152207)EnrDate: 01/23/2014
When you click on "non-instructional" hours, the new screen is titled 'contact details'.
Fill in the following information:
Instructional hours
These are the more common type of hours documented. They represent class time.
On the burnt orange banner, place the mouse over hours and click "instructional"
ex. one hour=1 half an hour=.5 one and a half hours= 1.5
45 minutes= .75 one hour and fifteen minutes= 1.25
Note: Hours are rounded to the nearest quarter hour.
If a student was in class for one hour and forty minutes, we would round up to 1.75
3. Documenting Hours
On that top burnt orange banner, you will find a header titled "hours"
- The time students spend testing (BEST PLUS and Best Literacy) will be classified as "non-instructional hours".
- Most all of the student's attendance (ex. class time) will be documented as
"instructional hours".
As mentioned earlier, non-instructional hours are most often to document testing hours (assessment), but it can also be used for 'counseling', 'intake/SEOP', and 'orientation/registration'.
On the burnt orange banner, place the mouse over hours and click "non-instructional"
Make sure that the top of the screen displays the correct student!
ex. STUDENT SEARCH Current Student: Maria Garcia (152207)EnrDate: 01/23/2014
When you click on "non-instructional" hours, the new screen is titled 'contact details'.
Fill in the following information:
- Staff: test administrator
- date: test date
- minutes: Make sure that the time is written in minutes. ex: 1 hour= 60. 1.5 hr= 90.
- Contact type: usually assessment
- Comments: ex. "BEST test: BEST PLUS and BEST literacy"
Instructional hours
These are the more common type of hours documented. They represent class time.
On the burnt orange banner, place the mouse over hours and click "instructional"
- Select the staff: Trisha Hedin
- Select the Class: (ESOL Multi-level Arches Education Center)
- Input the hours for each student on the date that they were in class.
ex. one hour=1 half an hour=.5 one and a half hours= 1.5
45 minutes= .75 one hour and fifteen minutes= 1.25
Note: Hours are rounded to the nearest quarter hour.
If a student was in class for one hour and forty minutes, we would round up to 1.75
You are finished enrolling a new student when...
The student's paper file is complete.
When all the necessary documents are included...
- Proof of residence
- BEST literacy test booklet
- Signed SEOP
The student's electronic file is complete.
When The Student Checklist is checked...
- SEOP/Goals
- Testing
- Schedule in Class
The student's hours are documented.
- Non-instructional hours for the time spent testing
- Instructional hours for time spent in class.
Be sure to continue documenting instructional hours!