NextGen Service Descriptions

NextGen is a fully integrated set of Internet-based software services defined by educators and computer professionals to provide data and information to educators, empowering continuous school improvement processes and operational systems.

NextGen improves educator productivity while they support individual student, teacher and staff, and principal performance and progress towards goals.

NextGen Service descriptions, including graphics and images, are available in PDF file format here.

Access NextGen services element descriptions by clicking on the topic of interest below.  An expanded description of this topic will be displayed.  Click on an expanded topic header again and the description of that topic will be collapsed.

General NextGen Services Topics

Student Performance Services Overview

Student Performance Services Overview

Educators inform, assist, guide, and support their students as they progress along the sequence of school defined learning standards – with the expectation that students, classrooms, schools and the district will perform well and continuously improve. Students arrive at school with widely varying levels of background knowledge, innate abilities, and domestic environments. Classroom teachers and staff, school principals, and intervention specialists are expected to assure that all students make reasonable progress towards skill mastery.

Teachers, principals, and administrators are focused on satisfying their responsibilities using the processes and tools available to them. They continuously work to improve their efficiency and improve their school’s performance.

NextGen services provide automated support to educators as they perform their administrative and instructional activities in support of individual student growth and progress. Student Performance Services supports these education participants:

  • teachers as they apply student-centered education models in their professional practices and manage the student-centered learning cycle, helping them to focus on individual student progress toward individual standard mastery,

  • The school Principal who is focused on effective school operations and continuous school improvement through collaborative development of teachers’ professional practices,

  • School administrative staff members as they maintain student information, communicate with parents, and provide data to state agencies, and

  • Parents and students as they review student learning progress, update student information, and view and update student portfolios.

NextGen maintained information is organized hierarchically. Each student is assigned to a classroom. A collection of rooms constitute a school or building. A collection of schools form, in public school systems, a district. A collection of districts form an educational services district. A state education system includes a number of educational services districts. This information organization can be powerful, allowing schools, by adjusting the student of teacher location identifier, to transfer student or teacher information when s/he moves from room to room, from school to school and/or from district to district.

Student Performance Services Overview

NextGen‘s Student Performance Services provides information to teachers as they:

  • Define and refine state learning standards,

  • Define and refine assessments that are appropriate for each standard,

  • Define and refine intervention strategies used to help students construct understandings of standards they have struggled to master,

  • Define and deliver individualized instruction on relevant subject matter,

  • Assess student progress toward forming subject mater understanding, and assess student understanding at the end of a term or academic year,

  • Execute intervention strategies, review the response a student has to the intervention, and record the intervention actions and results, and

  • Review and analyze data and information related to a student’s progress to understand what actions, if any, need to be taken to improve the students subject matter knowledge, and communicate individual and group progress to peer teachers, the principal, the student, and the student’s parents.

With NextGen, the school improvement cycle may be repeated efficiently several times each year, allowing instructional and school improvements to happen faster and closer to the moment of need for teachers and students.

School curriculum experts define the standards, including focused standards, scope and sequence, and associated assessments and intervention strategies. Teachers and administrators then develop and deliver instructional plans that conform to the school’s curriculum framework.

Student observations and formative assessments provide teachers with information and data on individual student interests and the progress of each student with respect to standards. This information is included in student records and reported on class profile reports, knowledge continuums, and report cards.

NextGen reports are used by teachers and administrators to define individual student and group instruction and intervention plans, professional development plans and actions, and needed improvements to the school’s standards, assessments, scope and sequences, and instructional plans.

Teacher observations, formative assessments, and summative assessments provide teachers information and data on individual student progress with respect to learning standards. This information is included in student records and reported on progress reports.

NextGen users access its services using any computer, including tablet computers. Tablet computers are particularly productive for teachers who regularly observe student activities, record images, videos, and documentation related to student learning progress. Any mobile computer that has WiFi connectivity may be used.

Teachers gather student progress evidence anywhere. Evidence (including data, comments, electronic documents and files) is automatically assembled from NextGen processes. The teacher edits the evidence to produce the student’s progress report or report card.

NextGen‘s Teaching Tools enable teachers, with a single user name / password transaction, to:

  • Record student attendance,

  • Record student assessments,

  • Record Response To Intervention (RTI) actions and analysis by all educators supporting individual students,

  • Monitor and track individual, classroom, and school progress along knowledge continuums,

  • Produce automated emailed incident reports,

  • Prepare academic and behavior intervention plans,

  • Create digital portfolios (descriptions, photos, documents, movies, and Internet references),

  • Record student activities, and

  • Interactively access school defined and adopted digital resources.

Professional Development Services Overview

Professional Development Services Overview

NextGen Professional Development Services provide information and data to principals, teachers, and staff members in their continuous search for practice improvement and excellence.

NextGen’s Professional Development Services include the following elements:

  • Repository for professional practice components / standards, progress assessments, and professional development continuums.

  • Provide data to support the Principal / Head of School as s/he defines and refines formal and inservice training programs.

  • Provide data and information to strengthen Principal / Teacher collaboration, teacher coaching, and consultations.

  • Automate the Principal’s classroom/staff member practice observations and assessments.

  • Produce reports that reflect the progress students are making in individual classrooms toward meeting student expectations.

  • Automate the recording of professional development activities and actions.

  • Automate the recording and retention of professional development progress, resulting in progress reports.

The principal gathers teacher practice evidence anywhere. Evidence (including assessments, comments, electronic documents and files) is automatically assembled from NextGen processes. The principal edits the evidence to produce the teacher’s practice progress report.

NextGen Administrative Support Services Overview

NextGen‘s administrative functions include:

  • Single sign-on security facilities that allow teachers/administrators/parents to access appropriate NextGen functions and data base elements.

  • Localized data capture where information is entered once and made available within appropriate NextGen facilities and functions.

  • A portal for parents to view student information (demographics, assessments, incident and behavior reports, activities, attendance, knowledge continuums, report cards, and portfolios).

  • A reference repository of teaching resources (handbooks, policies, references, standard forms, links to internet resources, and other approved resources).

  • Student information (personal, parents/guardians, emergency contacts, health, interventions, incidents, portfolios, activities, attendance, report cards, and transcripts).

With NextGen, the school improvement cycle is repeated efficiently several times each year, allowing instructional and school improvements to happen faster and closer to the moment of need for teachers and students.

School curriculum experts start by defining the standards, including focused standards, scope and sequence, and associated assessments and intervention strategies. Teachers and administrators then develop and deliver instructional plans that conform to the school’s curriculum framework.

Student observations and formative assessments provide teachers with information and data on individual student interests and the progress of each student with respect to standards. This information is included in student records and reported on class profile reports, knowledge continuums, and report cards.

NextGen reports are used by teachers and administrators to define individual student and group instruction and intervention plans, professional development plans and actions, and needed improvements to the school’s standards, assessments, scope and sequences, and instructional plans.

Teacher observations and formative assessments provide teachers information and data on individual student progress with respect to learning standards. This information is included in student records and reported on progress reports.

NextGen users access its services using any computer, including tablet computers and smart phones. Tablet computers are particularly productive for teachers who regularly observe student activities, record images, videos, and documentation related to student learning and staff practice progress. Any computer that has WiFi connectivity may be used to access NextGen services. 

Accessing NextGen Services

Accessing NextGen Services

NextGen services are accessed through a secure connection to the NextGen Internet website or at the subscriber’s internal web server. When a NextGen user accesses the service site, a security validation page is displayed.

NextGen recognizes user-classes: Administrators, Principals, Teachers, Staff members, and Parents/Students. Each NextGen service webpage includes service function menus on the left of the page. The menu options include only those options authorized for the user-class. When a menu option prefaced by an “○” (e.g., ○ Log Out), is selected, the body of the page is refreshed with the form associated with the selected option. When a menu option prefaced by an “” (e.g., Help) is selected, the menu option is expanded to offer sub-options. When a sub-option is selected, the body of the page is refreshed with the form associated with the selected option.

When a user is logged in to a NextGen service, the service function menu options available to the specific user type are displayed.  

The Login form allows a user to execute the login process by entering the following information:

Username — The Username is assigned by NextGen Education Services to current subscribers. The Username field on the NextGen Login Page must be entered as defined by the subscriber’s license and is case sensitive (a lower case character may not be substituted for an upper case character, and vice-versa).

Password — The Password is assigned by NextGen Education Services to current subscribers. The Password field on the NextGen Login Page must be entered as defined by the subscriber license and is case sensitive (a lower case character may not be substituted for an upper case character, and vice-versa).

Login — Press the login button to initiate the security process to validate the Username and Password combination.

NextGen Help -- Service Descriptions and Support

Help

Service Descriptions

This menu option links to NextGen service function descriptions hosted on the NextGen Software Services website.

Support

Link to the NextGen service support email interface to request information information, request support, report problems, or submit resources for other subscribers’ use.

School Preferences

School Preferences

State and School Districts

NextGen can be configured for any school in the United States. School Preferences can be configured to specify the state, education service district (ESD), and district where which the school is located. An administrator may select a state from the provided list, and then define the ESD and its school districts. Private schools may be identified as their own district within an appropriate ESD, or a district may be defined specifically for private schools or for a collection of private schools.

Campus Information

Information includes the school name, address, phone number, head of school or principal’s name and email address, the office administrator’s email address, the school’s website URL, and the URL of the shared resources directory.

Information includes the school name, address, phone number, head of school or principal’s name and email address, the office administrator’s email address, the human resources email address, the school’s website URL, the URL of the shared resources directory, and an image of the school’s logo.

Buildings

NextGen configuration process includes the identification of each building on the school campus. The information included in the building table includes the assigned number or name, building telephone number, the principal of the building’s name, the identification/selection of the staff members assigned to the building, and the published name or identification of the building.

Academic Subjects

Administrator defined academic subjects, their titles, acronyms, and their active/inactive status.

Staff Positions

During the NextGen configuration process school administration uses this form to define the standard position titles and descriptions by creating and editing entries in the Staff Positions table. The NextGen security Access Type for each staff position is selected in this table from an option menu.

Grade Levels

Administrator defined grade levels, teacher(s) name(s), student assignment, and the grade level active/inactive status for the academic year.

Homerooms

An administrator will use this function to define the teacher(s) name(s), room phone number, and students assigned to each teacher

Staff Criterion

Teaching, and other professions, involves a variety of related actions and procedures. Examples of these actions and procedures include classroom environment and organization, classroom management, end of day procedure, and lesson planning. These actions and procedures may be categorized and organized in groups of related components, known here as Practice Criterion. Many schools have adopted teaching models that included definitions of these criterion and descriptions of appropriate teaching practices used as assessments of teacher and staff member effectiveness.

NextGen simplifies the organization of Practice Criterion and their components. For each Practice Criterion, school leaders may define Professional Goals. For each Professional Goal, one or many Targets many be defined for Goal attainment. For each Target, one or many practice expectations may be defined. The practice may be assessed for each Expectation and each Target embodied within a Practice Criterion Goal.

NextGen can be configured to use most any teaching model organization, allowing the definition of professional levels or specialties of teachers, practice Criterion, definitions of practice targets for each professional level, and the goals and targets of each criterion that may be observed and assessed for each teacher or other staff member.

Professional Goals

Professional goals are defined for each staff position. Using the Professional Goals form, professional goal definitions may be added, modified, or deleted for individual academic years, and practice criterion.

NextGen allows educators to define one or more assessments and professional development strategies for each professional goal.

For each practice criterion one or more professional level targets may be defined as depicted here:

For each professional level target one or more practice Expectations and associated assessments may be defined as depicted here:

Expectations are presented as assessment rubrics in NextGen Observations and Self Assessment processes.

Staff Assessment Codes

Administrator defined assessment codes, their title or definition, the color used to indicate the assessment level on NextGen reports, the number of days between alerts if an assessment has not been made for the standard of if progress has not been achieved on the standard for the student, the definition of progression order, and the color used as alert on continuum progress and assessment reports.

Student Assessment Codes

Administrator defined assessment codes, their title or definition, the color used to indicate the assessment level on NextGen reports, the number of days between alerts if an assessment has not been made for the standard of if progress has not been achieved on the standard for the student, the definition of progression order, and the color used as alert on continuum progress and assessment reports.

Assessment Processes

School administration may define standard assessment processes used for individual learning standards/expectations or for professional practice goals. Examples might include Rubric, Mandated Summative Assessment, or Showcase.

Academic Terms

Administrator defined start and end dates of each academic term in a year. The administrator selects the appropriate academic year, specifies the number of terms in the selected year. When the cursor is placed in a date field a calendar is presented with the current date. The year is adjusted by clicking the arrows at the top left and right of the top row of the calendar table. The month of the selected year is adjusted by clicking the arrows in the left and right of the second row of the calendar. The day is selected by clicking the desired date on the calendar table.

Student Attendance Codes

An administrator may configure NextGen with the school’s adopted student attendance codes and indicate which of these codes will initiate an automated email message to parents and others when the code is entered for a student.

Staff Attendance Codes

Staff attendance codes, which may differ from student attendance codes. An administrator may configure these codes and indicate which of these codes will initiate an automated email message to the staff member and human resources when the code is entered for a staff member.

Staff Incident Types

Administrator defined Incident types and their descriptions. Default types include Academic, Behavior, Health, Other, and Uniform non-compliance.

Staff Incident Subtypes

Administrator defined Incident Subtypes and their descriptions. Default subtypes are Community, Integrity, Respect, and Teamwork.

Intervention Categories

Administrator defined intervention categories and their descriptions. The default categories are General, ELL, and Specific.

Intervention Types

Administrator defined Intervention types, their descriptions, materials required, the person responsible, the time and context, and the assessment. The default intervention types are:

  • Break assignments into smaller pieces

  • Differentiated classwork

  • Differentiated homework

  • Goal setting conference

  • Increased structure and support

  • Independent studies/project

  • Individual contracts

  • Limited distractions

  • More time to complete task

  • Planning support

  • Reading assistance

  • Slower pacing

  • Tier III individual tutoring

  • Tier II small group instruction

  • Verbalization of thought process

  • Visual tracking support

Student Incident Types

Administrator defined Incident types and their descriptions. Default types include Academic, Behavior, Health, Other, and Uniform non-compliance.

Student Incident Subtypes

Administrator defined Incident Subtypes and their descriptions. Default subtypes are Community, Integrity, Respect, and Teamwork.

Staff Email Messages

NextGen initiated email message contents may be customized by school administrators to conform to the school’s requirements.

Key words that represent NextGen database elements, as defined by school administrators, that may be embedded in email messages include:

  • %%STAFF_NAME%%

  • %%SCHOOL_NAME%%

  • %%SCHOOL_PHONENUMBER%%

  • %%DATE%%

  • %%TIME%%

  • %%HEADOFSCHOOL_NAME%%

  • %%COMMENTS%%

  • %%INCIDENT_TYPE%%

  • %%INCIDENT_SUBTYPE%%

  • %%DESCRIPTION%%

  • %%DATE_NEXT_OBSERVATION%%

Student Email Messages

NextGen initiated email message contents may be customized by school administrators to conform to the school’s requirements.

Key words that represent NextGen database elements, as defined by school administrators, that may be embedded in email messages include:

  • %%TEACHER_NAME%%

  • %%STUDENT_NAME%%

  • %%STUDENT_FIRSTNAME%%

  • %%SCHOOL_NAME%%

  • %%SCHOOL_PHONENUMBER%%

  • %%DATE%%

  • %%TIME%%

  • %%DATE_NEXT_ASSESSMENT%%

  • %%INCIDENT_TIME%%

  • %%ACTION_TAKEN%%

  • %%PARENT_CALLED%%

  • %%PARENT_CALLED_TIME%%

  • %%PARENT_CALLED_BY%%

  • %%HEALTHCARE_CALLED%%

  • %%HEALTHCARE_CALLED_TIME%%

  • HEALTHCARE_CALLED_BY%%

  • %%TREATMENT%%

  • %%REPORTED_BY%%

  • %%HEADOFSCHOOL_NAME%%

  • %%COMMENTS%%

  • %%INCIDENT_TYPE%%

  • %%INCIDENT_SUBTYPE%%

  • %%DESCRIPTION%%

Staff Portfolio Types

Administrator defined portfolio types with the default types of Principal created, Staff Member Created, and Practice Report Cards.

Student Portfolio Types

Administrator defined portfolio types with the default types of Student created, teacher Created, and Transcripts.

Staff Activity Types

Administrator defined professional development activity types and their descriptions.

Student Activity Types

Administrator defined student activity types and their descriptions.

Standards & Assessments

NextGen automates the processes of addition, modification, or deletion of education standards for individual academic years, subjects, and grade levels. The system supports educators as they align one or more assessments and intervention strategies for each standard.

The default standards included with NextGen include the PK-12 goal, grade level targets, and student expectations are base on Washington State Common Core Learning standards for English language arts and mathematics. Standards for other subjects are based on Washington State standards. By default, NextGen is configured with default standards and assessment definitions for reading, writing, communications, mathematics, science, social studies, the arts, foreign language, health & fitness, and citizenship for grades pre-k through grade 12. Schools subscribing to NextGen services may easily import their own standards.

Once assessment data has been entered, teachers seek out instructional strategies based on student need. As students apply new knowledge in the classroom, the teacher can again assess student progress and, based on student needs, select new instructional strategies or plans.

NextGen assessment definitions ensure consistent standards of performance. One or more assessments are defined for key student expectations. Assessment types include observation, work sample or project rubric, traditional test elements, anecdotal records, and checklists. Assessment results are appended to individual student records and are available in a variety of reports.

NextGen allows the addition, modification, or deletion of one or several assessments and intervention strategies for each education standard for individual academic years, subjects, and grade levels. Specific documents can be attached to ensure consistent documentation.

One or more assessments are defined for key standards. Assessment types include observation, work sample or project rubric, traditional test elements, anecdotal records, and checklists. Assessment results are appended to individual student records and are available in a variety of standard reports.

Scope & Sequence

NextGen allows a curriculum team to create or modify the scope and sequence for individual academic years, subjects, and grade levels. The following screen image left illustrates the simplicity of this NextGen facility that allows curriculum specialists to create scope and sequences of instruction across the terms of an academic year by simply clicking on the arrows to move the expectation from one term to another. When the cursor is positioned over an expectation number, the expectation’s description is displayed for review.

teachers access the scope & sequence information in “view only” mode as they develop their instructional plans as well as suggest modifications for consideration.

This tool allows educators to align instruction to ensure consistent and timely progress across terms for subject area content, while also allowing for interdisciplinary alignment of similar or related content .

NextGen will generate a PDF formatted file of the scope and sequence for use in training or discussions.

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Staff New Year Setup

Administrator controlled definition of NextGen automated actions when the database and configuration is established for a new academic year. These actions include:

  • Copy Criterion from the previous year?

  • Copy Professional Goals, Targets, and Expectations Standards from the previous year?

  • Copy Staff Positions from the

Student New Year Setup

Administrator controlled definition of NextGen automated actions when the database and configuration is established for a new academic year. These actions include:

  • Copy Curricula Standards from the previous year?

  • Copy Scope & Sequence from the previous year?

  • Copy Academic Subjects from the previous year?

  • Copy Assessment Codes from the previous year?

  • Copy Grade Levels from the previous year?

  • Move Students to the next grade level?

  • Set as the default academic year?

  • Use Common Core Standards?

Shared Resource Directory

Resources

A repository of approved resources for teachers. Any number of files and Internet access URLs are presented including Handbooks, teaching references, and employee related documents. Other uses of this repository include school approved forms for requesting supplies, professional development requests, expense report forms, absence notifications. Any file format may be deposited in this repository for convenient access by teachers while they are at work, or from home.

Security

Security

Find Personnel

An administrator may find/view, modify, and remove Administration, teacher, and Parent demographic and security access information. When the Find button is selected without entering name information, the entire contact list is presented and the Administrator may select the desired name from this list.

Create User Account

An administrator may create an authorized user account within the NextGen system, including assigned username and password. This limited access authority account is normally used to allow parents of current students to access appropriate elements of their student(s) records.

Access Authority

Access Authority

A school is administered by one or more principals with the help of administrative assistants. A principal is responsible for several teachers and staff members within the school. A teacher is responsible for a number of students.

From an access control and reporting structure perspective:

  • Each teacher has access students’ information, and only her/his personal information.

  • Each principal has access only to her/his teachers ‘and students’ information.

  • Each student or parent has access to only to published information related to the individual student.

User Technology

User Technology

NextGen users access its services using any computer, including tablet computers and smartphones. Tablet computers are particularly productive for principals who regularly observe teacher practices, record images, videos, and documentation related to teacher practices. Any computer or mobile device that has Internet connectivity may be used.

Technical Information -- NextGen Service Architecture

Technical Information – NextGen Service Architecture

NextGen operates as a set of Internet cloud-based software services. These services can operate on an Internet Service Provider, school, district, educational service district, or state computer system.

NextGen’s database structure stores information at the individual, class, building, district, Education Service District (ESD), and state level. This organization makes it possible to automatically transfer individual student or staff records between schools, and districts.

In this configuration, the subscribing school is not required to provide its own computer hardware to operate the services. The Internet hosting services is responsible for server hardware, mirrored storage systems, data archival and recovery, hardware system performance management, and hardware maintenance.

The subscriber’s existing and future user workstations or wireless devices need only be configured with a modern browser and an Internet connection to access any and all NextGen services to which the user has ben granted access permissions. The popular NextGen access devices include desktop workstations, wireless laptops, tablet computers, and smart phones. Documents and files stored on the subscribers local network servers and workstations may be attached to NextGen records and automatically uploaded to the NextGen data repository. There is no limit on the amount of data that may be stored and managed by NextGen, no limit on the number of students, teachers, administrators, and other staff members who are granted NextGen access right by the subscriber’s authority. NextGen reports may be printed on subscriber’s printers that are integrated with the local computing network.

NextGen is configured to operate as a set of Linux processes, and integrated with the Apache Web Server. NextGen applications have been written in PHP, JavaScript, Cascading Style Sheets, and HTML programming languages.

NextGen Services are secure, operating over Secure Socket Layer (SSL) protocols and presented as https Internet sessions. Below this security layer, access control to NextGen service elements a user to visibility and access to NextGen menu options based upon User Class, as assigned by the subscriber’s authority. PostgreSQL’s administrative user interface offers access to data element change history records.

Operating as an Internet application, subscriber data is isolated and protected by Internet security services and NextGen access control processes.

NextGen may be configured to operate as an extension to a subscriber’s legacy student records system. NextGen is designed to be highly scaleable to support a single classroom or teacher, a school, a collection of schools, a collection of districts, or a state wide deployment. State mandated data element exports are supported to satisfy reporting requirements.

Service Evolution and Support

Service Evolution and Support

Subscribers participate in the NextGen User Community. This professional community identifies potential NextGen enhancements and extensions which are used to prioritize and guide NextGen’s evolution. One major annual software service update is augmented by interim minor updates to correct errors and provide subscribers with usability improvements.

In the event one subscriber causes a new NextGen feature or report to be created, this feature or report is included in the next major NextGen update and made available to all Subscribers.

In addition to the standard 7/24 email support services, subscribers’ may obtain help from the NextGen forum and blog pages, which are monitored by NextGen software and services specialists.

NextGen School configuration Process

NextGen School Configuration Process

  1. Login as an Administrator using the User Name and Password assigned with NextGen service initialization.

  2. Create user accounts for the school principal(s) and other administrative personnel authorized to access and/or update NextGen information elements. Select the Security > Create User Account menu option and enter the required information for each person. The user name will be the person’s “firstname.lastname” and the default password will be “good4FL”, where FL represents First initial and Last initial. Users are encouraged to change their password the first time they login to NextGen.

  3. Define the State and School District where the school resides by selecting School Preferences > State and School menu option.

  4. Define the school’s Campus Information by selecting School Preferences > Campus Information menu option.

  5. Define the school’s Buildings by selecting the School Preferences > Buildings menu option and enter the required information. Remember to assign a Principal to each “Building”.

  6. Define the school’s Staff Positions by selecting the School Preferences > Staff Positions menu option.

  7. Specify the school’s practice Criterion by selecting School Preferences > Criterion menu option.

  8. Specify the school’s Professional Goals by selecting School Preferences > Professional Goals menu option.

  9. Define the school’s assessment codes and associated color codes by selecting the School Preferences > Assessment Codes menu option.

  10. Specify the school’s Academic Terms by selecting School Preferences > Academic Terms menu option.

  11. Define the school’s Attendance Codes by selecting the School Preferences > Attendance Codes menu option.

  12. Define the school’s Incident Types by selecting the School Preferences > Incident Types menu option.

  13. Define the school’s Incident Subtypes by selecting the School Preferences > Incident Subtypes menu option.

  14. Define or confirm the content of email messages automatically produced by NextGen by selecting the School Preferences > Email Messages menu option.

  15. Define the school’s Portfolio Types by selecting the School Preferences > Portfolio Types menu option.

  16. Define the school’s Professional Development Activity Types by selecting the School Preferences > Activity Types menu option.

  17. Create staff information. The creation of teacher and staff users will enable staff members to access their online information, register by providing the requested information, and receive system generated email messages. This process is initiated by selecting Security > Create User Account menu option. Assign each staff member to all buildings selected from the building list. Assign each staff member to a Staff Position by selecting an entry from the Staff Position list.

  18. Create student accounts to enable to access their online information, to register by providing the requested information, and receive system generated email messages. This process is initiated by selecting Security > Create User Account menu option.

NextGen Student Performance Services

Student Attendance

Attendance

An attendance recording or updating (editing) process by classroom or subject matter for teachers and administrators. This process allows authorized staff members to record daily attendance, add a comment concerning attendance, edit attendance records, view absent student lists, print or view a school-wide attendance report, or view a report on an individual student for any selected time period. When a student’s attendance is recorded as absent or tardy, the teacher may elect to have an email message automatically created and sent to the student’s guardian, the teacher, and the principal for their information and action. The content of these emails is defined by the school using the NextGen Configuration function. Administrators can easily monitor attendance and attendance-taking.

The body of the automatic Absence email message might read:

This is an automated email message from [School Name]. William Bones was reported absent by Marie Riley this morning.

In order to ensure that your child is safe, please call [School Name] immediately at 350-844-8000 to inform our staff of William’s attendance status today.

Thank you for your assistance.

Kristin McSwan

The body of the automatic Tardy email message might read:

This is an automated email message from [School Name]. Jake Gerken was reported tardy by Marie Riley at 9:10 this morning.

Please contact the undersigned if you have concerns.

Marie Riley”

When using the Edit Attendance screen the teacher may enter attendance status as absent, present, tardy, absent-notice, or tardy-notice. By selecting the absent or tardy with notice selection the teacher is electing to send an automated notice to their administrator and the child’s guardian. Unentered attendance reports are marked present by default. A teacher can also enter a comment concerning attendance, e.g., “William, is on a vacation with his parents.” Comments may be checked for accuracy in spelling prior to being saved to the student information database. Comments can be viewed by authorized users, including parents. If a student has a Medical Alert that a teacher needs to be aware of, such as a peanut allergy or asthma, it is also displayed here. A substitute teacher taking attendance will see information regarding the alert and can plan accordingly. Changes to attendance records can be made after daily attendance has been recorded. Student names and student IDs are listed in a report, depicted below, to allow the user to change the individual student’s status. When the teacher has completed the attendance recording/editing process, the data is recorded in the student database.

The Who’s Absent report can generate a list students absent that day for teachers and administrators. The report includes contact numbers for the child’s guardians and an option to send an email.

Teachers, administrators, or parents may retrieve an attendance report for a student to review the absence and tardy records. This report includes the date of the event, the status or type of attendance variance, and any comments made by the teacher at the time the record was made.

Student Checkout

Checkout

Allows a staff member to record the date and time of student check out and the name of the authorized person who their care was transferred to when they left the school. Attendance must be taken before the Check Out process is initiated. A check out entry cannot be recorded for a student who was marked Absent during the attendance recording process for the current date.

The Time Out field on the check out form defaults to the current time when the form is first displayed, but can also be typed directly into the field. If time has lapsed, the current time may be automatically updated when the user clicks the Time Out field.

The Pickup By drop-down list includes the names from the student’s parents and contacts included in the student’s records. If the person picking up the student is not on the presented list, the staff member will enter the persons name in the form’s “Comments” field after the staff member makes certain that the person repeats the student-specific passcode presented on the form. A passcode should be a word chosen by the child’s guardian to indicate the person is authorized to take custody of the child after school.

Anecdotal Notes

Anecdotal Notes

Anecdotal Notes are a way teachers can record information which supports their assessment of an individual student including reference to specific standards and report card preparation activities. Teachers and other staff members may record typed notes and observations of a student and his/her work. Files (photos, documents, videos, sound clips) can be attached as evidence of learning to an individual’s record.

The Anecdotal Note repository is the central file for text and images that may be selectively marked for inclusion in draft report card comment fields.

The Anecdotal Note screen serves several purposes. The top portion allows you to add a new anecdotal note. The bottom portion allows you to import selected notes from Portfolio. This form also allows the teacher to select notes which will be copied to the report card by checking or un-checking the “Copy to Report Card” box for each note, then selecting the “Save Copy to Report Card Notes” button.

The Anecdotal Notes add/edit form has a drop-down list to select subject and includes a checkbox labeled “Copy to Report Card”. If checked, the note will be copied to the student’s report card comment field for the specified subject. Using the Add Expectation button allows you to attach a standard or standards from the chosen subject. If the note is then copied to report card it will appear next to the added standards. In anecdotal notes it is also possible to import notes from a portfolio entry. Clicking the button labeled “Import notes from Portfolio” will import any Portfolio entries marked as “Copy to Anecdotal Notes”.

The Portfolio add/edit form has a checkbox labeled “Copy to Anecdotal Notes”. If checked, the portfolio entry will be marked to be copied to Anecdotal Notes for the selected student.

Once the desired entries from Portfolio have been imported to Anecdotal Notes a standard or standards can be attached to them as well. They are then ready to be copied to the report card like any other anecdotal note.

The final step is to press the “Import comments from Anecdotal Notes” button on Assessment/Report Card screen. This enables the automatic transfer of Anecdotal Notes (and Portfolio entries imported to Anecdotal Notes repository) marked as “Copy to Report Card” to report card comments. These anecdotal notes are copied to the comments section of the appropriate subject and cluster or standard . The imported notes in draft report card comments fields include following sentence as a tag to identify the copied notes: [*** Start of imported anecdotal notes. Please remove this line. ***]. Teachers will edit the comment entry, remove the tag, and then save the comment entry.

Student Incidents

Incidents

Accidents or other difficulties that arise during a school day can be recorded in an online form. Upon completion of the form an Incident report is automatically generated and emailed to parents, teacher, and administration. Incident types include academic, accident, behavior, illness, or food supplement provision.

The incident report becomes part of the student’s record.

Shown below is an incident report emailed to a parent, notifying her of a minor accident involving her child, Jack.

This message is sent to you by [School Name] to report an incident involving Jack Sprat. The following are the details of the incident:

Report Type: Accident Date: 2010-09-28 Time: 01:00:00

Description of Event: Jack was using round nosed scissors and was poked under the lip with the scissors. He wasn’t bleeding and didn’t have any noticeable marks on the outside or inside of his mouth.

Action Taken: Jack was given an ice pack for his mouth and the class talked about scissor safety. He appeared to be fine after he used the ice pack for a few minutes.

Parent/Guardian Called: No

Health Care Provider Called: No

Student Requires Additional Care or Treatment: No

Reported By: Suzy Smith

If you have any questions regarding this incident, please contact Suzy Smith at [School Name], 360-825-8080.

Student Interventions

Interventions

NextGen can be used to record individual student adaptations, accommodations, and modifications such as those used with response to intervention (RTI or RTI2) methods or compliance with Individual Education Plans.

Response to Intervention / Instruction plans, progress, and results can be recorded to reflect actions taken to support remediation, improvement, or acceleration for individual students. The NextGen data entry screen, depicted below, is used to create an intervention record.

The resulting intervention report allows teachers, students, parents, and administrators to track student response to intervention and enrichment processes.

Because NextGen maintains an on-going data base of intervention strategies, those strategies may be reviewed and evaluated to determine their effectiveness, thus creating a customized list to ensure that only those with the highest success rate are utilized.

Student Performance Assessment

Performance Assessment

Student performance assessments may be recorded using the NextGen Grade Book, Continuum Grade Book, and/or the Performance Assessment processes.

This Performance Assessment process allows a teacher to apply a school-defined set of rubrics to assess student performance related to any set of learning expectations. Assessment codes are defined using the Assessment Codes menu option within the School Preferences subsystem.

The Performance Assessment function is especially useful during teacher and student interactions.

The teacher may enter notes on the assessment session, attach files to the assessment record, cause an email message to be automatically sent to the student, the student’s parent(s), and the teacher reflecting the results of the assessment and setting a date for the next assessment.

The teacher may use a desktop, laptop, tablet, or a smartphone computer to simply record assessments of student performance on expectations defined for individual subjects.

Grade Book

Grade Book

Record information gathered for students with respect to standards. A user may select a student group for assessment entry by academic year, term, subject, and grade. Two optional formats are provided for assessment entry. Option one displays standards by scope and sequence. Option two displays all standards for a selected subject. Users with Teacher authorization may only select the grade level(s) they are responsible for.

The teacher uses a drop-down lists to assess each standard. All published entries for the academic year are displayed, and the last-entered term’s value is set as a default for the current term. If no assessment has been entered for a standard in a prior term, the default value for the standard is “N” for “Not Assessed”. The values for the Grade Book can be determined in NextGen’s Configuration under Assessment Codes to be any value, e.g., traditional letter grades, 0-4, S P U, or a percentile.

Continuum Grade Book

Continuum Grade Book

Record assessments and and notes made for students related to individual subject matter standards. When the cursor hovers over an assessment entry field a list of historical assessments for the selected student and the specific standard is displayed.

Notes entered in the Continuum Grade Book for the student expectations are fed to the report card preparation process where they may be edited.

Student Portfolio

Student Portfolio

Teachers and students work together to gather information on the student’s learning. CRA teachers use this as a place to describe and document integrated and thematic lessons that span multiple subjects. Multiple videos, photos, and websites can be attached to a page in Portfolio as evidence of learning or to document a student’s work.

The portfolio can be later viewed by parents or added to Anecdotal Notes and assigned a standard for the Report Card. The entry type can be designated as student or teacher created or another designation decided by administrators and teachers. A general subject can be chosen using a drop-down list. The name of the person making the entry is also submitted.

The description of the page’s purpose can be entered. There is a section for the student to reflect on his or her progress/work. Reflection can be an interview process with the teacher, teachers can give the student a prompt or a list of questions, or the reflection can be an independent task.

Portfolio is an easy way for teachers to make a permanent record of a body of work produced by a student that with other grading systems would be difficult to maintain.

Teacher selected portfolio entries are fed to the report card preparation process.

Report Card Preparation

Report Card Preparation

Standards based report cards can be produced in hard copy or in PDF file format at any time for an individual student or all students. The example here includes one page of an NextGen report card.

Teachers may print a blank report card template to communicate the assessment and reporting processes with parents at the beginning of the school year.

All anecdotal notes are automatically fed to the report card preparation process where they are edited in preparation for publication.

Teacher selected portfolio entries are fed to the report card preparation process.

Notes entered in the Continuum Grade Book for the student expectations are fed to the report card preparation process.

Notes included in Performance Assessment observations are fed to the report card preparation process.

When the teacher has completed report card preparation, the principal will review them and publish them for parent/student consumption.

Student Information

Student Information

The data elements included in the NextGen student information facility conforms to the Basic Data Elements for Elementary and Secondary Education document published by the United States Governments’ National Center for Education Statistics (NCES) published in June 1994 and revised in 2001. This information includes student demographics, medical information, guardian demographics, current and historical attendance data, and current and historical progress assessments for each goal or standard. In addition, enrollment information includes data about a student’s entrance or reentrance into the institution in which s/he receives instruction (including instruction in school or by correspondence), about his or her membership (including attendance, absence, tardiness, and early departure), and about his or her exit from school (including transfer, withdrawal, or death).

Parents, teachers and administrators can access and/or edit basic student information such as contact numbers for guardians, family physicians, email addresses, the student’s birthdate, preferred name, physical address, and their passcode for safe pick-up. This information can be viewed, edited, or deleted by an administrator, teacher, or parent.

Personal Info

Student personal information includes the following elements:

First Name — A name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.

Middle Name — A secondary name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.

Last/Surname — The name borne in common by members of a family.

Generation Code/Suffix — An appendage, if any, used to denote an individual’s generation in his family (e.g., Jr., Sr., III).

Alias — An assumed name, or a name by which an individual is otherwise known.

Nickname — A familiar form of a proper name, a descriptive name, or other colloquial name given instead of or in addition to an individual’s formal name.

Tribal or Clan Name — A name borne in common by members of a tribe or clan (e.g., the Matai name in Samoa).

Race — The general racial category which most clearly reflects the individual’s recognition of his or her community or with which the individual most identifies.

Sex — A person’s gender.

Birthdate — The month, day, and year on which an individual was born.

County — The name of the county, parish, borough, or comparable unit (within a state) in which an address is located.

State Code — The code for the state (within the United States) or outlying area in which an address is located.(Note: A list of states and outlying areas and their codes can be found in appendix E.)

Name of State — The name of the state (within the United States) or outlying area in which an address is located.

Zip Code — The five or nine digit zip code portion of an address.

Electronic Mail Address — The numbers, letters, and symbols used to identify an electronic mail (E-mail) user.

Special Curriculum — An indicator that the student is following a non-standard curriculum because of the student’s requirement for individualized accelerated or tutorial instruction.

Exit/Withdrawal Type — The circumstances under which the student exited from membership in an educational institution.

Health

Health information includes information concerning various aspects of a student’s current physical condition, health history, evaluations, physical limitations, and health care provider.

Height — A measurement of an individual from head to sole with shoes removed.

Weight — A measurement of an individual’s heaviness (in ordinary clothing with shoes removed) as determined by weighing.

Hair Color — The color that best describes an individual’s hair.

Eye Color — The color that best describes an individual’s eyes.

Birthmark — A mole, mark, or blemish present on the body from birth.

Blood Type — An indication of the group into which an individual’s blood is classified with reference to the type of agglutinogen of its corpuscles and its Rh. factor.

Oral Health — The condition of an individual’s mouth or oral cavity; more specifically the condition of the hard tissues (i.e., teeth and jaws) and the soft tissues (i.e., gums, tongue, lips, palate, mouth floor, and inner cheeks). Good oral health denotes the absence of clinically manifested disease or abnormalities of the oral cavity.

Health History — A record of an individual’s afflictions, conditions, injuries, accidents, treatments, and procedures.

Diseases, Illnesses, and Other Health Conditions—An instance in which an individual has contracted a disease, illness or other health condition which might or does affect his or her school performance.

Medical Treatment — A medical procedure (including surgery) an individual has undergone which might or does affect his or her school performance.
School Health Emergency Action — An emergency administration of medication, provision of medical procedures, or care for serious injuries (those requiring immediate attention from a health care provider and causing a student to miss more than one-half day of school) a student receives during the hours of school attendance or while he or she is under the guidance and care of school staff members.

Injury Type Code — The code for the description of an injury that was sustained that might or does affect an individual’s performance.

Injury Description — A description of the circumstances surrounding the injury of an individual, including information collected from a witness.

Substance Abuse — An instance during which an individual is known to have used licit or illicit drugs (e.g., heroin, amphetamines, barbiturates, prescription drugs, or alcohol) in an amount, frequency, and/or pattern of use that interfered with his or her psychological, physiological, social, and/or academic functioning.

Routine Health Care Procedure Required at School — A non-emergency health care procedure (e.g., catheterization or tracheostomy care for an injury) or medication administered by a qualified school staff member during the hours of school attendance or while he or she is under the guidance and care of school staff members.

Health Condition Progress Report — A periodic update on a continuing health concern or medical treatment an individual may be experiencing.

Health Care History Episode Date — The month, day, and year of
diagnosis, treatment, or update of any health condition an individual may have experienced.

Medical Evaluations — A record of diagnostic examinations an individual may undergo for identification or evaluation of a medical process or condition.

Evaluation Sequence — An indication of the sequence of the evaluation.

Medical Examination Type — A designation of the specific type of test administered to an individual for the purpose of screening or evaluating a medical condition, process, or impairment.

Medical Examination Instrument Description/Title — The description or title of an evaluative instrument (e.g., a specific chart or mechanical device) that has been used to identify or evaluate an individual’s health condition (e.g., Snellen Illiterate “E” Test, Snellen Alphabetic Test, Pure Tone Audiometric Test, Speech Discrimination Test-Unaided and Aided, Mantoux Tuberculosis test, or sick cell anemia blood test).

Medical Examination Date — The month, day, and year on which a health evaluation occurred.

Corrective Equipment Purpose — A description of the reason for or the prescribed use of corrective equipment.

Diagnosis of Causative Factor (Condition) — An evaluation of the physiological reason for an individual’s condition or impairment by a qualified health care provider.

Condition Onset Date — The month, day, and year of the onset of a condition.

Disabling Conditions — Current health conditions (e.g., orthopedic, neurological, cardiac, or respiratory) that have been identified by a health care provider or other qualified evaluator and may incapacitate an individual in any way.

Primary Disability Type — The major or overriding disability condition that best describes an individual’s impairment (e.g., the impairment that is most disabling).

Name of Individual — The full, legally accepted, proper name given to an individual at birth, baptism, or during another naming ceremony, or through legal change (generally used when component parts are not required or requested separately).
Complete Permanent Address—The street number and name, apartment/room/suite number, city, county, state, zip code, and country of an individual’s or organization’s permanent address.

Other Health Information — Information about an individual’s medical or health requirements that are not otherwise addressed above.


Emergency Factor — An identification of a physical or medical condition of potential special significance during an emergency treatment.

Insurance Coverage — The nature of insurance covering an individual’s hospitalization and other health or medical care.

Health Care Plan — The description or title of the health care plan by which the individual is covered.

Hospital Preference — The hospital to which an individual prefers to be taken under emergency conditions or, in the case of a minor the hospital to which the parent/guardian prefers the individual to be taken.

Medical Waiver — The description of special notation if, for any reason, an individual has been granted a waiver and is not required to submit to certain medical examinations or treatments.

Religious Consideration — A restriction and other considerations for medical treatment because of the doctrines of an individual’s religion. 


Other Special Health Needs, Information, or Instructions — The description of detailed specific instructions (other than those included above) regarding an individual’s medical or dental treatment as directed by the individual or his or her parents/guardian, or health care provider.

Parent/Guardian

Information retained with student records includes specific information describing the student’s parent(s) or guardian(s).

Emergency Contacts

Information retained with student records includes specific information describing emergency contacts for individual students. This information can include telephone number(s) and email addresses, and indications that authorize the contact to pick up the student from school.

Report Card

Record information gathered for students with respect to standards. A user may select a student group for assessment entry by academic year, term, subject, and grade. Two optional formats are provided for assessment entry. Option one displays standards by scope and sequence. Option two displays all standards for a selected subject. Users with Teacher authorization may only select the grade level(s) they are responsible for.

The teacher uses a drop-down lists to assess each standard. All published entries for the academic year are displayed, and the last-entered term’s value is set as a default for the current term. If no assessment has been entered for a standard in a prior term, the default value for the standard is “N” for “Not Assessed”. The values for the Grade Book can be determined in NextGen’s School Preferences under Assessment Codes to be any value, e.g., traditional letter grades, 0-4, S P U, or a percentile.

Interventions

NextGen can be used to record individual student adaptations, accommodations, and modifications such as those used with response to intervention (RTI or RTI2) methods or compliance with Individual Education Plans.

Response to Intervention / Instruction plans, progress, and results can be recorded to reflect actions taken to support remediation, improvement, or acceleration for individual students. The NextGen data entry screen, depicted below, is used to create an intervention record.

The resulting intervention report allows teachers, students, parents, and administrators to track student response to intervention and enrichment processes.

Because NextGen maintains an on-going data base of intervention strategies, those strategies may be reviewed and evaluated to determine their effectiveness, thus creating a customized list to ensure that only those with the highest success rate are utilized.

Incidents

Accidents or other difficulties that arise during a school day can be recorded in an online form. Upon completion of the form an Incident report is automatically generated and emailed to parents, teacher, and administration. Incident types include academic, accident, behavior, illness, or food supplement provision. Parents without recorded email addresses can receive printed copies of these reports. The incident report also becomes part of the student’s record.

Portfolio

Teachers and students work together to gather information on the student’s learning. CRA teachers use this as a place to describe and document integrated and thematic lessons that span multiple subjects. Multiple videos, photos, and websites can be attached to a page in Portfolio as evidence of learning or to document a student’s work. The portfolio can be later viewed by parents or added to Anecdotal Notes and assigned a standard for the Report Card. The entry type can be designated as student or teacher created or another designation decided by administrators and teachers. A general subject can be chosen using a drop-down list. The name of the person making the entry is also submitted. The description of the page’s purpose can be entered and there is also a section for the student to reflect on his or her progress/work. Reflection can be an interview process with the teacher, teachers can give the student a prompt or a list of questions, or the reflection can be an independent task. Portfolio is an easy way for teachers to make a permanent record of a body of work produced by a student that with other grading systems would be difficult to maintain.

Activities

Activities is a teaching tool intended to allow teachers to record student activities that are not graded, but contribute to a student’s development as a whole person, such as sports and athletics, band or choir, volunteer work, honors society, chess club, or 4H. Outcomes and time spent doing these activities can be recorded for college-preparedness and internship/scholarship application.

Continuum

The continuum report presents color coded assessment for each standard on the knowledge continuum for selected subjects and for selected students.

Reports

Class Profiles

Teachers and administrators may produce a class profile report by subject area at any time. These reports represent the latest assessments of student performance for each standard. An example class profile report is presented below. Each student in the class is assigned a number shown at the top of each column. The student number legend is printed at the bottom of the report. Class profile reports support teachers and administrators as they define group or individual instructional plans or needed interventions. Administrators may use this report to identify needed curriculum adjustments or to determine professional development needs.

Class Roster

A list of students in your class, their student ID numbers, and their guardian’s contact number and email.

Who’s Absent

A list of absent students for a school or a classroom. The user may enter a historical or current date and display a report of all absent students for the specified date. In order to make follow-up easy, the absent student’s contact numbers are available here and a check-box will send an automated email message to the email on file, the principal or principal, and the teacher.

Curricula Standards

A formatted report of the school’s education standards (Goals) for individual academic years, subjects, and grade levels.

For each student expectation, one or more curricula assessments my be defined to suggest school adopted assessment strategies to teachers.

Scope & Sequence

A report of the school’s scope and sequence if instruction of standards for individual academic years, subjects, and grade levels.

Standard Continuum

The knowledge continuum report supports analysis of the vertical alignment across grade levels. This graphic representation of individual student progress. Teachers see color coded historical assessments of student progress. When this report is viewed on the screen, and the cursor is positioned over any standard identifier, the expectation description is displayed.

Continuum Assessment

The continuum assessment report allows a teacher, principal, or administrator to select an academic year, one or more subjects and one or more classrooms and, then, to generate a continuum report that includes every student in every selected classroom. This report displays the most recent assessment for each standard for each selected subject. When an assessment has not been entered within a configurable number of days for any standard, the assessment icon is displayed in an alert color to highlight this condition for the teacher or principal.

Continuum Progress

The continuum progress report allows a teacher. principal, or administrator to select an academic year, one or more subjects and one or more classrooms and, then, to generate a continuum report that includes every student in every selected classroom. This report displays the most recent assessment for each standard for each selected subject. When a student has not made progress toward mastering a standard within a configurable number of days for any standard, the assessment icon is displayed in an alert color to highlight this condition for the teacher or principal.

Attendance

Administrators can use the Attendance report to view school-wide attendance for a specific day. The report, depicted below, is produced in PDF format and may be printed for administrative purposes.

Report Cards

Standards based report cards can be produced in hard copy or in PDF file format at any time for an individual student or all students. The following example includes one page of an NextGen report card. Teachers may also print a blank report card template to communicate the assessment and reporting processes with parents at the beginning of the school year. Assessment Activity Summary

The Assessment Activity Summary allows administrators and teachers to observe teachers’ student assessment activities during specified time periods. This report, accessed from the NextGen Reports menu, should be used in conjunction with classroom observations, class profiles, and other subjective and objective information to assist teachers and administrators to adjust their practices to assure continuous school improvement.

Assessment Activity Summary

The Assessment Activity Summary allows administrators and teachers to observe teachers’ student assessment activities during specified time periods. This report, accessed from the NextGen Reports menu, should be used in conjunction with classroom observations, class profiles, and other subjective and objective information to assist teachers and administrators to adjust their practices to assure continuous school improvement.

Learning Resources

Administrators may define and maintain a repository or database of approved teachers’ resources. Any number of files and Internet access URLs are presented including handbooks, teaching references, and employee related documents. Other uses of this repository include school approved forms for requesting supplies, professional development requests, expense report forms, absence notifications.

Any file format may be deposited in this repository for convenient access by teachers while they are at work, or from home.

Student Information

Find Student

Administration users may find a current or inactive student, or modify information recorded for a current student. When the “Find” button is pressed without name information, all active, or active and inactive, students are listed depending on the “Inactive” box is checked or not checked.

Add Student

The data elements included in the NextGen student information facility conforms to the Basic Data Elements for Elementary and Secondary Education document published by the United States Governments’ National Center for Education Statistics (NCES) in June 1994 and revised in 2001. This information includes student demographics, medical information, guardian demographics, current and historical attendance data, and current and historical progress assessments for each goal or standard. In addition, enrollment information includes data about a student’s entrance or reentrance into the institution in which s/he receives instruction (including instruction in school or by correspondence), about his or her membership (including attendance, absence, tardiness, and early departure), and about his or her exit from school (including transfer, withdrawal, or death).

Administration users may add a new student’s information. While it requires a total 7 information entry forms to collect an entire student record, only the information on the first form is required for NextGen to operate. The following are the required data fields on this first form:

First name

Last name

Birth date

Street address

City

State (supplied by default)

Zip code

Email address

Security pass code for parents

Grade assignment

Home room assignment

NextGen Professional Development Services

 

Student performance and success is most directly impacted by their teachers and the school principal as they strive to implement and improve the school’s education model. School curriculum experts start by defining the standards, the education model used to support students as they master the standards, the professional development and in-service training programs to support teachers as they deploy the education model, and associated assessment and professional development strategies. It is generally the school principal’s responsibility to assure that teachers in their school are adapt their practices to effectively implement the school’s education model. Teachers and administrators develop and deliver instructional plans that conform to the school’s curriculum framework. Principals conduct classroom and teacher observations to monitor and assess teaching practice improvement and conformance to the adopted education model.

Teacher observations and formative assessments provide principals with information and data on individual teacher progress with respect to instructional standards. This information is included in teacher records and reported on progress reports and practice continuums.

Click on the topic heading below to read more about the topic.

Attendance

Attendance

An attendance recording or updating (editing) process by principals and administrators. This process allows authorized staff members to record daily attendance, add a comment concerning staff member attendance, edit attendance records, view absent staff lists, or print or view a school-wide attendance report.

A comment may be entered concerning attendance. Comments may be checked for accuracy in spelling prior to being saved to the teacher information database.

The principal may elect to have an email message automatically created and sent to a school administrator or human resources specialist, and the principal for their information and action. The content of these emails is defined by the school using the NextGen Configuration function. Administrators can easily monitor attendance and attendance-taking.

If a staff member has a Medical Alert, such as a peanut allergy or asthma, it is also displayed here.

Changes to attendance records can be made after daily attendance has been recorded. When the principal has completed the attendance recording/editing process, the data is recorded in the staff database.

Staff Anecdotal Notes

Staff Anecdotal Notes

Anecdotal Notes are a way principals may record information which supports their assessment of an individual teacher, including reference to specific practice components and progress report preparation activities. Principals record notes and observations of a teacher practice. Files (photos, documents, videos, sound clips) can be attached as evidence to an individual teacher’s record.

Anecdotal Notes are copied to the teacher’s progress report comment field for the specified criterion. Using the Add Goals button allows attachment of one or more goals from from the chosen Criterion. The note is then copied to progress report preparation function for edits prior to report publication.

Observations

Observations

The principal may use a mobile computing device to facilitate online recording notes and observations for teacher and staff member practices. The observation form is presented in the format depicted to the right.

A staff member may be assigned one or more staff positions. For example, a classroom teacher might also act as a specialist and each of these practices may be observed individually.

The observations form facilitates point and click assessment for each expectation within a goal associated with each target within a criterion. Observer comments may be recorded for each group of target expectations.

The observer (principal) may attach text files, photo images, video files, and or audio files to each observation form.

The observer may check a flag that requests a followup conference with the staff member.

When the observation is saved an email message is generated that includes the observation report and the next scheduled observation date, if any.

Comments entered on the observation form are posted to the Practice Report process where they may be edited during the report preparation process.

Self Assessment

Self Assessment

Staff members may record their individual assessments of their practices as aligned to the practice criterion of their staff position. The self assessment form is like the observations form and presented in the format depicted to the right.

A staff member may be assigned one or more staff positions. For example, a classroom teacher might also act as a specialist and each of these practices may be assessed individually.

The self assessment form facilitates point and click assessment for each expectation within a goal associated with each target within a criterion. Staff member comments may be recorded for each group of target expectations.

The staff member may attach text files, photo images, video files, and or audio files to each self assessment form.

The staff member may check a flag that requests a followup conference with the principal.

When the self assessment is saved an email message is generated to the principal that includes the assessment report.

Comments entered on the self assessment form are posted to the Practice Report process where they are included in the Practice Report but may not be edited during the report preparation process.

Practice Report

Practice Report

A principal uses mobile or desktop devices to gather teacher practice evidence anywhere. Evidence is automatically collected for principal’s practice report preparation as depicted in the following graphic.

The principal may edit assessments and notes made during practice observations, anecdotal notes, and selected portfolio entries made for staff members during the current term that are related to individual practice Criterion (practice standards).

When the cursor hovers over an assessment entry field a list of historical assessments within the term’s date range for the selected staff member and the specific practice criterion is displayed for the selected teacher.

The “Save Assessment” button causes the entered or edited comments and assessments to be saved in the database. This information may later be edited.

The “Commit Assessment” button causes the status of the assessment to be changed to read only and can no longer be edited. Committed assessments and comments are presented on the Practice Evaluation Report.

The Practice Evaluation Report is created when the link above the “Show/Hide Assessment Key?” on the screen is activated. The finalized view the Practice Report is presented in the browser window, with the option to generate a PDF version of the report.

Staff Incidents

Staff Incidents

Accidents or other difficulties that arise during a school day may be recorded in an online form.

Upon completion of the form an Incident report is automatically generated and emailed to the subject teacher and the principal. Incident types include practice, social, behavior, or illness. The incident report becomes part of the teacher’s record. Shown below is an emailed incident report, documenting an incident involving the teacher, Jack.

This message is sent to you by [School Name] to report an incident involving Jack Sprat. The following are the details of the incident:

Report Type: Illness Date: 2010-09-28 Time: 01:00:00

Description of Event: Jack became very ill after lunch and ask for a substitute for the remainder of the day.

Action Taken: Jack was granted leave after a substitute arrived to manage his class.

Reported By: Suzy Smith

If you have any questions regarding this incident, please contact Suzy Smith at [School Name], 360-825-8080.

Staff Portfolios

Staff Portfolios

Teachers and principals gather information on the teacher’s practice. Multiple videos, photos, documents, and websites can be attached to a page in Portfolio as evidence to document an teacher’s work. The portfolio can be later viewed by principals or administrators and assigned a standard for the progress report. The entry type can be designated as principal or teacher created or Practice Report Cards. A practice Domain may be chosen using a drop-down list. The name of the person making the entry is also submitted. The description of the page’s purpose can be entered and there is also a section for the teacher to reflect on his or her progress/work. Reflection can be an interview process with the principal. Portfolio is an easy way for teachers to make a permanent record of their body of work.

Professional Development Activities

Professional Development Activities

Activities is a tool allowing principals to record teacher professional development (PD) activities that contribute to an teacher’s development. Example activities might include personal coaching by the principal to transfer specific education model domain component knowledge of skills to the individual teacher, inservice trainings, and training or professional development programs provided by third parties. Activities might also include athletic, civic, or community activities which might positively impact the teacher’s effectiveness and professional performance. Outcomes and time spent doing these activities can be recorded.

PD Reports

PD Reports

Staff Roster

The Staff Roster includes a list of school staff members, their ID numbers, their positions, their phone numbers, and their email addresses.

Assessment Criterion

Available as reference materials for staff members, Assessment Criterion reports include definitions of Expectations for each Target, and the Targets for each Goal, defined for each position Criterion.

School Profile

Teachers and administrators may produce a school profile report by subject area at any time. These reports represent the latest assessments of staff performance for each professional standard or component for each staff position. An example school profile report is presented below. Each staff member included in the report is assigned a reference number shown at the top of each column. The staff member number legend is printed at the bottom of the report.

School profile reports support staff members and principals as they define group or individual coaching plans, or needed professional development actions.

When the cursor is positioned over an assessment cell, the assessment history for the staff member is displayed.

Staff Information

Staff Information

Search

The search function is used to search the staff member database for individuals by name, partial name, or list all entries in alphabetical sequence.

An option to include inactive staff members in the search results is provided.

General Information

Personal Information

Personal Information includes basic demographic and contact information.

Emergency Information

Emergency Contact information includes the names, addresses, and contact information of the person(s) the staff member specifies to be contacted in case of an emergency.

Health Information

Health information includes any disability, allergy, other medical condition, and physician contact information a staff member specifies that s/he believes might be important for the school administration to know in case of an emergency.

Professional Information

Professional information includes the staff member’s education and professional certification history.

Reference Information

Reference information includes contact information for professional and personal references provided by the teacher. This form includes provision to record comments the reference made during the reference check communication.

Education History

Education history includes information provided by the teacher, and verified by a school representative.

Proficiency Scores

Skills proficiency test scores includes information provided by the staff member, and verified by a school representative.

Professional Development

Professional development information includes the historical record of completed district, school, and staff member initiated professional development activities.