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 10/22/2015 2

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 10/22/2015 5

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 10/22/2015 6

Communications MDECA will be sending 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 10/22/2015 7

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 – Send District Master Calendars - 10/22/2015 8

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? 10/22/2015 9

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? 10/22/

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? 10/22/

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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 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 10/22/

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 10/22/

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! 10/22/

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! 10/22/

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 10/22/

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 1 st. Report card updates will not be made by MDECA during Integration Season – July 1 st – September 10. Report Card Builder trainings will be offered in Spring and Fall to districts. 10/22/

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 10/22/

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 – SYI processing cannot begin until all documents have been received! 10/22/

Step-by-Step Example: How to fill out the SYI/Integration Surveys Reporting Services Surveys Reporting Services Surveys 10/22/

StudentInformation Updates 10/22/

Other announcements Staff Changes Training schedule posted to website Complete surveys in today’s for ProgressBook Suite to be installed tentatively 2/1/14 DataMap demonstration upcoming watch for future s aSc Master Scheduler will be available this spring 10/22/

Questions 10/22/