2014-2015 studentinformation syi & gradebook integration project mdeca student services...
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2014-2015 StudentInformation SYI & GradeBook Integration Project
MDECA Student ServicesPresenter: Melissa Bauer
Agenda
•SYI/Integration Information▫Timeline▫Form Changes
•Step-By-Step Electronic Survey •Training Schedule•Final Q & A Session
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Data Integrity•What is it?
▫the assurance that data is consistent and there is a close correspondence between the facts stored in the database and the real world it models
•Why is data accuracy important?▫Funding▫State Local Report Card▫Decisions Making by Administration,
Teachers, Parents, and Community▫Historical Accuracy
Who is responsible?
EVERYONE!!
Project Premise• Enable collaboration between those who
manage StudentInformation and GradeBook▫ Everyone should be involved! ▫ EMIS Coordinators, Teachers, Principals, and
even Superintendents!
• To streamline processes for both school districts & MDECA
• Goal – Ensure your district receives a high quality GradeBook when teachers want to use it
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Why do we integrate?
•StudentInformation is your master data
•Whole premise for integration is to save time
•No Data in StudentInformation -> no data anywhere else
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Communications
•MDECA will be sending email communications to all listed survey contacts letting them know we have started processing
•Integration Communication will continue include this year a request to refrain from making Master Schedule changes as well as Student Schedule changes
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SYI Timeline Information
•5 business days to process initial surveys and StudentInformation SYI
•Processing starts Day 1 - next business day after the last ‘Building Survey’ form has been submitted and the district calendar has been received• Send Survey Completion Notification to MDECA
– [email protected] • Send District Master Calendars -
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Timeline Questions
•When will the district submit the surveys to MDECA for SYI/Integration processing?
•When does the StudentInformation Project Manager intend to complete the StudentInformation SYI Checklist?
•When does the StudentInformation Project Manager intend to release the new school year to staff to begin the scheduling process?
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Timeline Questions
•When will the district notify MDECA that all scheduling has been completed?
•Checklist for this question▫Has all scheduling been completed in
StudentInformation?▫Has each building set the DASL Options
Final Schedule Result Set?▫Has my district run the reports in
Reporting Services regarding GradeBook Readiness?
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Timeline Questions
•When will the GradeBook Administrator notify MDECA that your GradeBook checklist has been completed?
•When does the GradeBook Administrator plan to release GradeBook to teachers?
•When does the GradeBook Administrator want MDECA to turn on ParentAccess for parents and/or students?
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December/January/February March April May June July August September
8/16/2012: MDECA
removes stop for district to
access.
Batch Scheduling
Process Begins
03/01/2013: Submit SYI
Paperwork and have SYI
Completed
Junior High/High
School Course Requests Begin
06/16/2013: Finalize Master Schedule for All Buildings & Run
Integration Readiness Reports
Elementary Scheduling
Begins
SYI & Integration Timeline
Attend SYI & Integration
Meeting
Begin planning
process for next school
year.
8/19/2013: Teachers come back; District
announces GradeBook is
available.
8/26/2013: First Day of School
& Enable ParentAccess
8/12/2013: MDECA releases GradeBook to the
GradeBook Administrator.
5 days to Process + Days to complete Checklist
End of June: GradeBook is
closed for 12-13 School Year for
Rollover to 13-14
MDECA will begin processing up to 10 days prior to this date.
Master Schedule•What is the Master Schedule?
▫Compilation of courses, course sections, and course groups that allows teachers & rooms to be linked with students through course information
•Why is it important and necessary? Information used to meet reporting requirements
for staff & students in EMIS Information must be available to begin GradeBook
Integration process to enable teachers to create assignments and manage grades
•Needs to be finalized in order to set school year into motion – Attendance, Assessment Labels, Lockers, Discipline, Fees and more!
SYI Recommendations•Allow time for your district
StudentInformation Manager or other specified personnel to complete SYI checklist for district▫This checklist is sent via email when we inform
you that processing has been completed!•Scheduling in buildings should not begin until
all items on the SYI checklist are completed•Process Bulk Promotion/Enrollment weekly
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GradeBook Timeline
•MDECA will schedule your integration as close as possible to your 10 business day window which includes reviewing surveys and completing the initial GradeBook Integration
•Allow time for your district GradeBook Administrator to review data and district setup in GradeBook before releasing it to your district staff
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Timeline Considerations•GradeBook Bug Students without Red W
▫Issue: when student is whacked before first day of school but after district is integrated (regardless if nightly run is occurring or not)
▫Workaround options Option 1 – Choose later integration date Option 2 – GB Admin cleans up class roster Option 3 – Teachers hide students
▫Decision on workaround must be made by the district!
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Timeline Considerations – cont’d•Clean up work
▫Issue: Master Schedule Changes after district is integrated creating scenarios where data will need to be cleaned up. Refer to SI_GB Cross Reference Table Find what StudentInformation action was taken and
GB results Determine if a workaround or cleanup is required GB Administrators determine appropriate corrective
action to be taken by district personnel▫Corrective actions must be made by the
district!
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District Team Meeting Suggestions•Prior to attending a workshop session and/or
submitting district and building surveys▫How is your curriculum going to change for
next year? Discuss elementary style report card changes Discuss courses/classes to be offered
▫How is student progress going to be measured? District/building grading scales Elementary standards and assessments on report
cards▫Collect survey checklist information
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Report Card Changes Deadline
•If you want MDECA to update district elementary style report cards in GradeBook during initial integration, all changes in detail must be submitted to MDECA by July 1st .
•Report card updates will not be made by MDECA during Integration Season – July 1st – September 10.
•Report Card Builder trainings will be offered in Spring and Fall to districts.
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Survey Submission• Forms are now generated through Reporting
Services• Objective of new form
• Save district time• Save MDECA processing time• Pre-populates district and building information
from current school year database• Form should be extracted as a Word document
so it can be edited by the district and submitted to MDECA
▫ One District Survey is required▫ Submit one “Building Survey” for each building
within your district One survey for multiple buildings is allowed
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Survey Submission
•All Survey Word documents and a copy of the district’s calendar should be submitted to Student Services via CA Unicenter Helpdesk or email – [email protected]
•SYI processing cannot begin until all documents have been received!
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Step-by-Step Example: How to fill out the SYI/Integration
Surveys
Reporting Services Surveys
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StudentInformation Updates
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Other announcements
•Staff Changes•Training schedule posted to website•Complete surveys in today’s email•14.2 for ProgressBook Suite to be
installed tentatively 2/1/14•DataMap demonstration upcoming watch
for future emails•aSc Master Scheduler will be available
this spring
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Questions 04/20/23
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