Good morning team ... Attached is the PDF of Dadavan's June 2011 Newsletter that provides some great steps to take for END-OF-YEAR data management procedures to prepare for the next school year. I am also including them below ...
End-of-Year Procedures:
The End-of-Year Procedures handle student placement for the upcoming school year. Homeroom teachers may complete their September Grade Placement Procedures and Administrators should follow the simple three-step procedure for grading the entire school.
Note: Homeroom Teachers do not have to grade their students before Administrators can do the End-of-Year Procedures. Administrators can complete the End of Year Procedures at any time. When teachers have the final grade placement for their students, they can perform their procedures and it will override the grade status. Minor changes would then need to be made to the 2010-2011 student grades.
Homeroom Teachers: September Grade Placement
1. Click on the Blue Report Cards Button on the HomePage or click on the ‘Report Cards’ tab.
2. Click on the ‘September Grade Placement’ button. This takes you to a list of all the students in your homeroom. The default September grade is the next highest grade for the student (e.g., Grade 3 students have Grade 4 as a default).
3. If a student is not going into the next grade (e.g. the student is repeating or skipping a grade), change the grade by clicking the drop-down menu.
4. Click the green ‘Save’ button to save the September grade levels for your homeroom students. This will complete the September Grade Placement procedure.
Administrators: September Grade Placement
Accessing the End of Year Procedures:
1. Click on the Green Administration Button on the HomePage or ‘Admin’ tab.
2. Click on the ‘End of Year Procedures’ button, which will take you to the End of Year Procedures page, which has four buttons: Set Last Day of School Year, Passing Students, Outgoing Students, and Next Year Preview.
3. If you have not yet set the last day of school, the click on ‘Set Last Day of School Year’ button, and using the calendar, choose the appropriate date and then click ‘Save’.
Step 1: Assign / Confirm Students’ Grade Levels for Next Year:
1. Click on the ‘Passing Students’ button. You’ll see a tabbed list of all students by grade - click on the tabs to select different grades.
2. Confirm that all of the students have the correct grade level assigned to them for next year. Click on the drop-down menus to change students’ September grades as necessary.
3. Save each grade separately.
Note: If the homeroom teachers have already saved their students’ records, this step doesn’t have to be completed by the administrator. Changing and saving September grades on this page will change the data that homeroom teachers may have previously saved. However, we would advise the administrator to check each grade to ensure that the data is correct. It is also a good practice to save each grade after it is verified – even if the teacher has already saved the data.
Step 2: Assign Leaving Codes, Planned Destinations, and Destination Schools to Outgoing Students: (Only use this step if a student is physically leaving the school!), such as your highest grade
1. Click on ‘Continue to Outgoing Students’.
2. Click on the drop-down menu to choose the students of a particular grade.
3. Click on the box in the ‘Leaving’ column next to any student who is leaving your school. When this box is checked, the greyed-out drop-down menus (under the Leaving Code, Planned Destination, and Destination School columns) will activate.
Note: There are 4 blue links underneath this drop-down menu. Clicking on Check All will check all of the boxes in the Leaving column; conversely, clicking on Check None will uncheck all of them. Clicking on Clear will clear anything you have inputted. If you have any students checked as Leaving, clicking on Default will restore the default column settings for all columns. 4. Enter the leaving code and planned destination for the outgoing student; if the student is transferring to another Outcomes school, select the school’s name from the drop-down list. Otherwise, select “Unknown at this time/school not in list”.
5. When you have selected and inputted the appropriate data for all of the outgoing students in a grade, click on the ‘Save’ button.
Note: Sometimes not all students will fit on one screen and you’ll have to go to the next page. Don’t forget to complete this step for ALL students.
Step 3: Next Year Preview to Confirm the Students who are Staying:
1. Click on Continue to Next Year Preview. You’ll see a list of the grade levels in your school. Use this page to confirm the students that will be staying at your school next year.
2. Click on a grade to see a list of the students for next year who are expected to return to your school in September.
3. Check each grade to confirm that the list of students is complete. When you are satisfied that all of the grade lists are complete, click Confirm. This will complete the EOY Procedures.
Note: In this case, it is only necessary to click on Confirm once to confirm all of the students who are staying at your school. Each grade level does not need to be confirmed separately.
Helpful Hints:
Did you know that registration forms can be generated? These forms can be given to parents of new kindergarten students when they are registering, or they can be sent home to current students for parents to update information. On the Admin page, look for the ‘Registration Form’ under the Students sectiont You can generate a blank form as well as forms for a student, a homeroom, or a grade.
Want to get a jump start on next year? If you click on the year by your name in the upper right-hand corner, you will be taken to a screen which enables you to go to next year. You will see all the students you’ve moved over from your End-of-Year procedures. If you have students that are new to your school, (such as nursery or kindergarten), you can enter them here now rather than wait until next fall.
Did you know that you can book Outcomes on-line or video conference training. Give us a call for details.
