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

– daslsupport@mdeca.org • Send District Master Calendars -

daslsupport@mdeca.org

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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 – daslsupport@mdeca.org

•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 04/19/23

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