Just-in-Time NCVPS Matrix

NCVPS needs a contact person at each school that enrolls with us. This person is the school’s e-learning advisor or ELA. The ELA is the person our teachers and staff will contact when we need to communicate with the schools. This person is usually a counselor, but assistant principals, principals, and facilitators have filled this role. Here are the general responsibilities:

• You will register students in our registration system. See Quick Registration Guide.

• Be aware of our program options when you are registering: standard, AP, honors, OCS, co-teaching, block, yearlong, summer, Early Start, and Traditional Start.

• Be sure that you check NCVPS course prerequisites before registering.

• Be sure you enroll the student in the correct semester.

• You will need to give students their usernames and passwords, which you can see on an enrollment report. See our Guide for Accessing Enrollment Reports.

• Be sure students have a copy of the following printable guides:
  Checklist for Students Guide
  Student Start-up Guide
  Student Success Guide
  Student Help Guide
  Guide for Parents and Mentors (send this one home)

• The 10th day of class is the last day to drop or enroll students. During the summer session, the 5th day is the last day to drop or enroll students. 

• Any student on the roster after Day 10 will be counted in the district’s allotment totals.

• Some students may be waitlisted when you register them. You will need to check back into the system to see their status (run an enrollment report)

• You can withdraw students throughout the semester. NCVPS will issue a W grade if the student is withdrawn after Day 10 (Day 5 in summer). A student withdrawn after Day 10 will still count in the district’s allotment totals.

• Be prepared to help NCVPS contact students if they disappear from class.

• Be prepared to coordinate help at the school with our intervention strategies if a student falls behind in class.

• If you need help, open a ticket at the Virtual Support Center.

• For more details, see our Getting Started for School’s page.

• Ensure that students in NCVPS courses have the textbooks and materials that they need.

• See our textbook and materials list at this link. Generally, only AP courses require textbooks. A few science courses require “kitchen cabinet” supplies.

• You will need to take the enrollments from our registration system and enter them into PowerSchool.

• You will need to retrieve grades from our registration system and enter them into PowerSchool.

• Be sure that students receive their NCVPS progress report grades and report card grades.

• Be aware that you do not enter our teacher information into PowerSchool. We run our own SAR.

• Be aware of our grade policy and how we weight grades. See our Grades Quick Reference Guide here.

• Be sure that NCVPS teachers are aware of any students who have an IEP or 504.

• You will need to be involved with your EC students in their online classes.

• You should speak with the NCVPS teacher about the student’s modifications, but the school may be responsible for some of the modifications.

• See our Special Education Services page for more details.

• Schools must identify in our registration system who the OCS face-to-face classroom teacher is.

• The classroom teacher must go through our short, online training for OCS.

• See our OCS Blended Learning page.

• We have a similar process for our co-teaching intervention classroom teachers. See our Co-Teaching Intervention page for details.

• Schools will need to test students who are enrolled in NCVPS EOC/CTE/NCFE courses.

• All other courses have online finals in the course.

• Be sure to use the NCVPS school code for students who take the AP exam.

• See our Grades Quick Reference Guide here.

• Be sure that students log in and work on their course every day.

• If students have questions about content in the course, have them contact their teachers.

• If students have technical problems within the course (not just computer problems) have them open a ticket with our Virtual Support Center.

• If students have login problems, they should contact the Virtual Support Center.

• If students forget their passwords, they can use the password reset feature at the Canvas login site, or they can open a ticket with the Virtual Support Center.

• Be sure students are doing their own work and that they understand our academic integrity policy.

• Visit our Lab Facilitator’s Guide for full details.

• Be aware of the School and District Roles and Responsibilities.

• Be sure that all the roles above are assigned to someone in your school.

• Be sure that stakeholders have clarity in their roles.

• Contact the Virtual Support Center if you have questions about anything.

• Be aware of the School and District Roles and Responsibilities.

• Be sure that each school has an e-learning advisor (ELA).

• Be sure that ELAs have their contact information in the registration system.

• Be prepared to act as a liaison between NCVPS and your district.

• Be aware of the roles above.

• Prepare training for your ELAs as need. NCVPS uses a “train the trainer” approach in its training webinars.

• If your district exhausts its NCVPS allotment, you may request access to our reserve funds. Open a ticket with our Virtual Support Center to do that.

• Be familiar with our Getting Started for Schools page.

• Be aware of NCVPS technology requirements. 

• If you need to speak with an NCVPS technologist, contact our Virtual Support Center.

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• Be aware of the NCVPS funding formula. Find funding formula details here.

• If you have questions about your NCVPS allotment, please contact our Virtual Support Center.