What to do when Aspen will NOT connect

When Aspen will not load on your computer, there are a couple of things that you can do.  

Use a different browser

The quickest is to open Microsoft Edge (or another browser) and log into Aspen in that browser.  This will allow you to quickly get working again.  I suggest this method if you are in class and need to take attendance quickly.

Google is mandating that all sites be approved before users login in using the convenient SIGN IN WITH GOOGLE feature. This is to become more inline with industry student data privacy regulations, and increase staff and student security. Winchester has agreements with the vendors listed on our Approved Tech Tools to protect our privacy and security. 

Beginning October 20, students and staff will be unable to sign into any website that is not on the Approved Tech Tools list using the SIGN IN WITH GOOGLE method. 

You may see a message similar to either of the following if you try to access websites or resources that have either already been blocked by us, or require approval. This means you and your students will need to either remember your username and password, or request approval using this link which is also on the HUB. 

Seeing Summer Workshops in Vector Solutions / Teachpoint

 As I am sure you are aware, Summer Professional Development Workshops are available in Vector Solutions (Teachpoint).  However, were you aware that your settings in Vector Solution may be causing these workshops to not show up on your viewable list?

When looking at the Available Events in the Vector Solutions PD section, you can choose what events you will see.  The default is for the Current Year.  As you can see in the list below, there are options for PD that fall in the current school year.  Anything after July 1st would be considered the next school year.

By changing the dropdown from Current Year to Upcoming, you will see all events that are happening in the future.

Another option is to change the dropdown from Current Year to Next Year, and as you will see those options are slightly different, too.

Though changing the dates visible works throughout the year, it is important to use this setting as we close in on the end of the year so that you will see all options that are available.

Posting Q4 Grades for Seniors 2023

 The WHS Q4 grading period is now open for seniors (class of 2023).  Here are a few blog entries that might be helpful.

• Semester Averages in Aspen 2022
  How grades are averaged in Aspen can make a difference for seniors.  Please be sure that you have this setting correct in your gradebook settings.
• Entering Q4 Grades
• Comment Codes (new 2023)

How to enter Q4 Grades (2023 edition)

 The steps to entering your Quarter 4 grades is similar to entering grades during any other quarter, but you have the additional step of also adding the Final Grade (FG) for the course.

To Post your Q4 grades in Aspen Gradebook,

1. Go to the Scores page in your Gradebook
2. In the Grade Columns drop down box, select Post Columns.  Also, set the Term to Q4.  
   (see yellow in image right)
3. The Aspen Posting columns will appear.  These are
• Q4Grd - Quarter 4 Grade
• Q4ClsAbs - Quarter 4 Class Absences
• Q4Com1 and Q4Com2 - Quarter 4 Comment 1 and Comment 2 fields
• Q4 - The grade from your gradebook for quarter 4
• FG - Final Grade
  
  

4. Click the Update Post Columns button -OR-
   Select Options -> Update Post Columns
5. This will take you through the Update Post Columns wizard.  (see images below)

Step 1. Select the Grade Term (Q4) and the Grades to update (all students).
Step 2. Select Quarter 4 Grade = Average:Q4   Q4 Class Absence= Class Absence Total Final Grade = District Calculation
	Note that this year this is NO Final Exam grade.
Step 3. Confirms the choices made in Step 1 and Step 2.

10. Click Finish.
11. You should notice that the Q4Grd and Q4ClsAbs fields will now be populated.
    
    ** FG Please note: The grade is calculated using all assignments for the year (or semester for semester courses). It is not an average of the final grade for each semester divided by the number of semesters.

    
12. Also note that the Final Grade (FG) field has been calculated. Senior Exploration Students
13. If you have students who are part of the Senior Exploration program, you will leave their Q4G4d field blank. The Final Grade (FG) will still calculate but only include their Q1-Q3 (FY classes) or Q3 (S2 classes) grade.
14. 
    Pass/Fail/Incomplete/ Medical Grades.  If your class is Pass/Fail or student is to receive an Incomplete or Medical, complete the steps in Update Post Columns.  This will give you the total absences for the student for the quarter.  
    
    Then add the P, F, I, or M into the Q4Grd column.  All of the grades will have a red circle with a line through it.  This just means that you manually entered the grade.
    
    
15. 
    Pass/Fail/Incomplete/Medical  Final Grade.  Don't forget to also update the FG field for Pass/Fail Grades.  You must manually add the P,F, I, or M to the FG column.
    
    
    
    
16.   Add comment codes (see WHS Comment Codes (updated spring, 2023))
    Verifying your Grades
17. Verify your grade in Q4Grd against the grade from your Gradebook which is labeled Q4
    
    
    
18. If you would like to change the grade, simply click on the grade in the Q4Grd field and change it. Grades that you have modified will be indicated by a red, crossed-out circle. 

 

Two Factor Verification on your school Google Account

At the end of May, ALL teachers and staff will be required to have set up Two Factor Verification on their school Google accounts.  

Passwords can be compromised but by using Two Factor Authentication (2FA) you gain added security on your account.  2FA requires that someone would not only need to know your password, but that they must also complete a second step in the login process when logging onto a new device.  This second step is usually completed on your mobile phone.

TFA Verification Methods

• 
  GMail app on your phone
  
  A prompt will appear in your GMail account asking you to verify that it is you trying to login to your account.  The notification looks like the message on the right side of the screen.
  
  
  Click Yes to allow the sign-in. 
  Click NO to block the sign-in.
  
  
  This method is great for those staff members that already have their school GMail account on their phone.  If you do not have (or want) GMail on your phone, contine to the next method of 2FA.
  
  
  
  
  
• Google Authenticator app on your phone

  

  Google Authenticator

  
  This works even when you do not have an internet connection or mobile service.  The Google Authenticator App will create one-time verification code which will help verify that it is you.  Simply enter the verification code on the sign-in screen.
  
  The app icon looks like either of the icons to the right.
  

  

  Google Authenticator

  
  
  This method is best when you have difficulty getting internet access on your phone -OR- when you do not want to add your school GMail account to your phone.
  
  
  
  
  

Set up TFA Verification

• 90 Seconds to 2FA - Quick Reference Guide
  
  
• Setting up 2FA Video
  
  
• The Google Guidebook for setting up Two Factor Verification link is a step by step guide for setting up 2-Step Verification.  It includes information for using Gmail or the Google Authenticator app.

Need Help?

If you have any questions or need assistance, please talk to the Instructional Technology Specialist in your building -OR- put in a help desk ticket to get assistance from the Tech department.

Using the Lightspeed

Lightspeed Audio System

Each classroom at Winchester High School is equipped with the Lightspeed Audio System.  This audio system includes a wireless microphone that can ensure audio clarity and even voice coverage of teachers and mulitmedia in the classroom.  By wearing the microphone, teachers can be heard throughout the room without having to raise their voice.

The audio system includes:

1. The Lightspeed Audio Connector base
2. The Lightspeed Flexmike cradle charger
3. and one or two Lightspeed Flexmike wireless microphones

Equipment Setup

The Flexmike Cradle Charger provides the power for both charging the microphones and for the connector base.  

• Connect the USB Power cable from the connector base (1) to the Charge Out outlet in the cradle charger (2).
• Plug the crader charger (2) into an electrical (DC) outlet.  
• Allow the microphones to charge for 5-6 hours.  Once fully charged, the microphone should last for up to 8 hours of use.

Using the microphone

Before turning on the microphone, be sure that the Lightspeed Audio Connector base (1) is connected to the Cradle charger (2) and that the Cradle charger is plugged into a working electrical outlet.

1. Turn the power on the Lightspeed Audio Connector base.
2. Set the microphone, audio in, and audio out knobs to halfway between Min and Max.
3. Turn the microphone on using the button on the tob of the mic.
4. Test the mic by speaking into it. Adjust sound loudness for your classroom on the connector base or on the mic itself using the buttons on the side of the mic.
5. Checkout the video: 
   How to use your Flexmike

Troubleshooting your Audio System

If your Lightspeed Audio System is not working, please try the following before putting in a Help Desk ticket.

• Was your battery charged? 
  Make sure that the charging cradle has a cable connecting the DC Power outlet and the wall.  The cable includes a Lightspeed Switching Adapter power supply on one end.
• When you click the on/off button, do you get a blue blinking light?
  If you have charged your batter but do not get the blue blinking light, your battery may need replacing.  Put in a help desk ticket to have the battery replaced.
• If the light next to your power button on your Lightspeed Media Connector is not blue, you may need to pair your media connector and Microphone.
  Check out this video on Register Access Media Connector to Lightspeed Access Link
• Other troubleshooting: Media Connector MCA Training Video

Q3 Grades in Aspen - 2023

 

 How to Enter Quarter 3 Grades in Aspen

Posting Q3 grades is similar to posting Q1 and Q2 grades.

For semester courses, please remember that you must set up your gradebook for the new semester just as you did at the beginning of the year (see the blog entry Setting up your gradebook). This allows you to add assignments to your gradebook.

To Post your grades in Aspen Gradebook,

1. Go to the Scores page in your Gradebook
2. In the Grade Columns drop down box, select Post Columns (marked in yellow below)

   
   

   

   
   
   
   
3. The Aspen Posting columns will appear.  These are
• Q3Grd - Quarter 3 Grade
• Q3ClsAbs - Quarter 3 Class Absences
• Q3Com1 and Q3Com2 - Quarter 3 Comment 1 and Comment 2 fields
4. Select Update Post Columns button
5. This will take you through the Update Post Columns wizard.  (see images below)
• Step 1. Select the Grade Term (Q3) and the Grades to update (Term grades for all students). Then click Next.
  
  
• Step 2. Accept the next page selections, Quarter 3 Grade = Average:Q3 and Q3 Class Absence= Class Absence Total. Then click Next.

  
• Step 3. Confirms the choices made in Step 1 and Step 2.
  Click Finish,

  

   

6. These steps populate Q3Grd and Q3ClsAbs fields. Notice that the Q3 grade has been transferred to the Q3Grd field.

   

   
   
7. Add comment codes (see new WHS Comment Codes, McCall Comment Codes)

Changing Grades

• If you would like to change the grade being reported on the report card/transcript, simply click on the grade in the Q3Grd field and change it. Modified grades will be indicated by a red, crossed out circle.

Pass/Fail/Medical/Incomplete Grades

• If your class gives Pass/Fail grades, change the grade in this Q3Grd field to indicate a Pass (P), Fail (F), Medical (M) or Incomplete (I).

---

What does the pushpin mean?  

• If the pushpin is black ,
  you can enter grades for this column, but you cannot post them to transcripts yet.
• If the pushpin is green with a triangle ,
  you can enter and post grades for this column.
• If the pushpin is red with a square ,
  you already posted the information to transcripts. If you need to change a grade, you will be able to repost your grade until report cards are distributed.  After that, you will need to complete the grade change form (see Guidance department).

---

POSTING Grades

Once you have verified the grades, added comments, and applied the N-Rule if necessary, you can Post your grades. Posting your grades sends a copy of the grades in the field Q1Grd (and comments) to the report card / student transcript.

Once the posting period has opened, the pushpin will turn from red to green. The green signifies that you can post your grades.

• To Post your grades, click the Post Grades button

The Post Grades pop-up will appear.

• Fill in

• Grade Term = Q3
• Grades to post = Term Grades for all Students.
• Click Ok

Once your grades are posted, your push pin will change from green to red. (See image below)

---

FAQs

• IMPORTANT: You must Post Grades for each class individually.
• You may re-post your grades as many times as you please until the posting period ends.
• There will be no printed verification sheets.  Instead, you can verify your grades on the Post Columns page of your gradebook (see steps 9 and 10).
• Want a printable copy of the grades that you posted?
• Select Reports -> Gradebook Sheet
• The Gradebook Sheet will appear.  
• Click Run.
• The printable version of your Post Columns page of your gradebook will pop-up
• Select Printer icon at the top of the Gradebook Sheet page.
  
• If you planning on using the same comment field for most of the students in your class, you can quickly add the comment to all students by using <CTRL> + D or by selecting Options -> Fill Down Values.  Then just change those students who need different comments.

ADD your email address under the Follow Blog by Email heading in the right hand side of the blog to have automated delivery of each new blog entry