EDI Training October 2012 Alberta Implementation GUIDELINES FOR COORDINATORS Implementation

EDI Organization & Administration

EDI Completion Methods Electronic – web-based

Getting Started School Authorities and schools informed & onside Database template complete and returned to Offord Parent consent letters Training logistics confirmed (dates, methods, etc.)

Phase 1 - Immediately

Database Template Provided via and OCCS website 1) EDI Database Template (excel file) - collection of kindergarten class demographics - teacher addresses - e-EDI Template.xls e-EDI Template.xlse-EDI Template.xls 2) EDI Instructions for Coordinators (word file) - detailed instructions on how to accurately complete the database template - Instuctions for Coordinators - Instuctions for CoordinatorsInstuctions for CoordinatorsInstuctions for Coordinators

EDI Database template School Authority: Coordinator: Pleasant Mrs. Doubtfire Johnny Appleseed am School Name Teacher Name Child’s First Name Child’s Last Name Child’s ASN # Classroom Time Child’s Gender Child’s Postal Code Child’s Date of Birth Day Month Year M L7N 2V6 Teacher

OCCS receives the database from coordinator *remove children’s names before sending, but keep a copy locally that includes the names OCCS assigns EDI identification numbers (unique for each child) and teacher passwords for e-EDI system OCCS imports the data into the e-EDI system OCCS sends class list – including teacher logins/ passwords and children’s EDI IDs – back to coordinator Assigning EDI IDs & Importing

OCCS receives the database from coordinator with critical variables included OCCS assigns EDI identification numbers (unique per child) e-EDI - Administrator imports the data into the e-EDI system via the web Assigning EDI IDs & Importing/Printing

2 Class lists 1. Class list from OCCS which coordinators use to create class lists One for each class To Include: EDI ID, School name, Teacher name, Child’s local ID, date of birth, postal code and gender 2. Teachers are to be provided with a second class list (coordinator or SB responsibility) To Include: Child’s Name, School name, Teacher name, Child’s local ID, date of birth, postal code and gender This list will be used to match with list provided above

Cross Referencing Class Lists CLASSLIST GENERATED BY OCCS School Name Teacher Name EDI ID ASN # DOB Gender Class Time Valley School Mrs. X /09/99 fam Valley School Mrs. X /04/99 mam Find the EDI ID# from the questionnaire on this ClassList generated by OCCS. Cross-reference the corresponding ASN # with the Local Class List. CLASSLIST GENERATED LOCALLY Teacher Name Child’s Last Name Child’s First Name ASN # DOB Gender Mrs. X WalshCindy /09/99 f Mrs. X Gaskin Ashley /04/99 f Mrs. X Raos Robert /02/99 m

PHASE 2: December/January You will receive a coordinators package and teachers packages by courier

EDI Package Your EDI package will contain the following items bundled up for each teacher: EDI Guide e-EDI Manual Coordinator’s Teacher Training Inventory

e-EDI Package for Teachers Offord will supply each local coordinator with the following documents for distribution to the teachers… Offord will supply each local coordinator with the following documents for distribution to the teachers… e-EDI Teachers Instruction Manual e-EDI Teachers Instruction Manual

Teacher Information Sessions Recommended items to cover at Teacher Information Sessions Can be set up where teachers fill out questionnaires after training If e-EDI computer labs are suggested for training EDI Video (will be made available) Presentations (will be made available)

Alberta EDI Children with Special Education Codes Can only respond YES to one of the below questions Must NOT be left blank

Alberta EDI

Student status Child must be in class for at least one month and have consent from parents

Alberta EDI GUIDE EDI GUIDE Alberta 2012/2013 Guide

Ashley Gaskin