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2014-2015 StudentInformation SYI & GradeBook Integration Project

2014-2015 StudentInformation SYI & GradeBook Integration Project. MDECA Student Services Presenter: Melissa Bauer. Agenda. SYI/Integration Information Timeline Form Changes Step-By-Step Electronic Survey Training Schedule Final Q & A Session. Data Integrity. What is it?

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2014-2015 StudentInformation SYI & GradeBook Integration Project

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  1. 2014-2015 StudentInformation SYI & GradeBook Integration Project MDECA Student Services Presenter: Melissa Bauer

  2. Agenda • SYI/Integration Information • Timeline • Form Changes • Step-By-Step Electronic Survey • Training Schedule • Final Q & A Session

  3. 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

  4. Who is responsible? EVERYONE!!

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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?

  10. 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?

  11. 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?

  12. 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!

  13. 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

  14. 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

  15. 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!

  16. 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!

  17. 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

  18. Report Card Changes Deadline • If you want MDECA to update district elementary style report cards in GradeBook during initial integration, allchanges 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.

  19. 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

  20. 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!

  21. Step-by-Step Example: How to fill out the SYI/Integration SurveysReporting Services Surveys

  22. StudentInformation Updates

  23. 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

  24. Questions

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