Texas Skyward User Group Conference Demographics / Utilities – Data Cleanup Pat Larson Fort Bend ISD

Demographics / Utilities - Data Cleanup While some information converts cleanly, other kinds of information require cleanup. For example, family information may require cleanup with ties between family members and their addresses. This session will provide an overview of ways to clean up your converted data.

Student Counts Check to make sure Entity Counts matches the Enrollment Report totals. Entity Counts – WS / AF / EC / EC NOTE: If Current Count, Unduplicated Count, and Available do not match, run a utility to recount – WS / AF / EC / PS / UT / RS Demographics / Utilities - Data Cleanup

Enrollment Report – WS / OF / AT / RE / AR / ER If Entity Counts and Enrollment Report do not match, try running data mining reports looking for the following… Data Mining Reports - WS / ST / DM Active Student but Default Entity = No Active Student but not Enrolled Enrolled Student but not Active Demographics / Utilities - Data Cleanup

Student Profile - General Tab Do “Grad Yr” and “NY Grad Year” match? Prior to HS, does “Grad Req Base Yr” also match “Grad Yr”? If in HS, is there a date for “Entered 9 th Grade”? Is student marked “Advance”? Is student marked “Retain”? Is student marked “Graduated”? Is there a “Graduation Date”?

Create a Data Mining Report listing all the fields that you are checking on the General Tab. Run the report to Excel and use filters to look for information on each student. Demographics / Utilities - Data Cleanup

Student Profile – Entity lnfo Tab  Default Entity  Status  Next Year Status  Full/Part Time  Current Year Member  Include in Honor Roll  Include in Rank  Multi-Rank  Print Report Card  Promotion Status Demographics / Utilities - Data Cleanup

Create a Data Mining Report listing all the fields that you are checking on the Entity Info Tab. Run the report to Excel and use filters to look for information on each student. Demographics / Utilities - Data Cleanup

Student Profile – Entity Info Tab Are you using the “Advisor” field? Is “Discipline Officer” populated? Demographics / Utilities - Data Cleanup

Create a Data Mining Report listing Advisor and Discipline Officer. Run the report to Excel and use filters to look for information on each student. Demographics / Utilities - Data Cleanup

Student Profile – Entry/With Tab Entry Code % Enrolled Student Type Demographics / Utilities - Data Cleanup

Create a Data Mining Report listing the Entry Code, Percent Enrolled, and Student Type. Run the report to Excel and use filters to look for information on each student. Demographics / Utilities - Data Cleanup

Student Profile – Family Tab Below are areas to verify on Families… Guardians Addresses Phone Numbers Siblings Note: It is very important to have your family information as clean as possible prior to granting Family Access. Demographics / Utilities - Data Cleanup

Reports to help verify family information… Enrollment / Registration Form – WS / CR / RE Family Directory – WS / CR / RE Family Name Different than Student Name – WS / CR / RE Student Address Phone List – WS / CR / RE Student Family Directory – WS / CR / RE Family Student Directory – WS / FA / RE / FD Demographics / Utilities - Data Cleanup

Student Profile – Grades Tab To verify information on student grades, run the Grade History Report. WS / OF / GR / RE / GH You can also run the Transcripts Report. WS / OF / GR / TR / RE / TR Note: Both of these reports can also be run from Student Profile as a Quick Print on individual students. Demographics / Utilities - Data Cleanup

Student Profile – Special Programs Reports to help verify Special Program information… Roster of Special Programs – WS / SR / TX / RE / RS Special Programs Enrollment Count by Federal Race/Ethnicity – WS / SR / TX / RE / SE Data Mining Reports – WS / ST / DM Daily Register – WS / SR / TX / RE / DR Demographics / Utilities - Data Cleanup

Barbara Benzaia Data Quality Specialist Fort Bend ISD Pat Larson Manager, Training and Student Information Support Fort Bend ISD Demographics / Utilities - Data Cleanup

Texas Skyward User Group Conference THANK YOU FOR ATTENDING!