Enrollment Self-Service Enrollment (SSE) Getting Started Guide

Transcription

1 Enrollment Self-Service Enrollment (SSE) Getting Started Guide

2 2014 Amplify Education, Inc. All rights reserved. All other registered and unregistered trademarks are the sole property of their owners. Corporate: 55 Washington Street, Suite 900, Brooklyn, NY Enrollment Guide

3 Table of Contents Overview About This Guide Materials Meet Ms. Davis Access Self-Service Enrollment Learn About Formatting Enrollment Files Step 1: Browse and Upload Step 2: Fix and Process Step 3: Preview and Submit Download Spreadsheets From the History Table Appendix Home Page Online Help System Amplify Customer Services Student File Format iii

4 Overview Welcome to the Self-Service Enrollment (SSE) guide. With the SSE tool, you can upload student, staff, and class information to the mclass system. You may also use SSE to refresh enrollment data to reflect changes throughout the academic year and maintain consistency in your student information systems. SSE is a free tool provided by Amplify, which may be used as often as you need. About This Guide This guide shows the three steps for submitting your enrollment information: Browse and upload Fix and process Preview and submit Materials Before you begin, make sure you have the following information and files: If you do not know your user name and password, or have questions about any of the files, please contact Amplify Customer Services Meet Ms. Davis In this guide, you ll meet Ms. Davis, a kindergarten teacher at Riverside School. Ms. Davis is responsible for updating her district s kindergarten student data in the mclass system before the next assessment window begins. Throughout the guide, you ll see Ms. Davis encounter several potential issues or conflicts that may arise during the enrollment process, and how she corrects them.. 1

5 Access Self-Service Enrollment To start the import process, launch the SSE import tool. 1. Log in to mclass :Home. 2. Click Admin in the navigation bar in the upper-right corner. 3. Click Enter in the Batch Enrollment section. 4. Click Start New when the SSE utility opens. TIPS AND TRICKS Before you upload files, check the Imports in Progress by Others tab for potential conflicts. A warning message alerts you to any uploads in progress; wait until these complete before beginning your upload. 2

6 Learn About Formatting Enrollment Files Spreadsheets must be saved as CSV files and contain data in the correct format. Click the links in the Need Help? section on each file-type tab for additional information. 1. Select the tab for your enrollment file type. 2. Click the top link how to format your data. 3. Click Download an empty, properly formatted CSV file for an empty file to use as a template. Select the tab that corresponds to your The Need Help? section contains information about. 3

7 Step 1: Browse and Upload Use SSE to upload your enrollment spreadsheets. 1. Select the enrollment file type tab. 2. Click Browse Files and select your enrollment file. 3. Click Upload. TIPS AND TRICKS 4. When complete, the active tab shows a green check and displays a file uploaded message. 4

8 5. If you have Staff, Class, Student to Class, or Staff to Class enrollment files, click the respective tab to begin the upload process. 6. Repeat steps 1 4 for remaining file types. 7. When all uploads are complete, click Fix to proceed to the next step. When complete, your here.. 5

9 TIPS AND TRICKS Continue 8. Review the files you have uploaded in the Your Import Status section. 9. When you have reviewed the files, click Continue to proceed to Step 2. 6

10 Step 2: Fix and Process Use SSE to view and correct unrecognized column names and values found in your spreadsheets. You may also organize your data for mclass system compatibility. TIPS AND TRICKS During each enrollment, the Student Record Status bar displays your ratio and number of Critical Errors, Partial Records, and Complete Records. While you may return to fix errors at a later date, you cannot proceed with an enrollment if more than 20% of the records contain Critical Errors. Record Status Type of Information Example Will the System Process? User Action Required Critical errors in file Required Column Headers No Fix errors with SSE tools. Critical errors in file Required Missing student s last name No Download spreadsheets to view errors. Partial records Requested Missing student s date of birth Yes. 7

11 To fix and process your enrollment: 1. Select the enrollment file type tab. 2. Review your Student Record Status bar and read any error messages and warnings. 3. Use the menus to fix critical errors in required fields. Review data in the Unidentified Value column. Match that information with a pull-down from the list in the Known Value column. This mat include identifying unrecognized column headings, matching unrecognized school names, and mapping unrecognized student demographics. View record status. Review errors and warnings. FROM THE FIELD 8

12 4. Click Recalculate Record Status to submit changes and view a revised Record Status. 5. Confirm changes made to your records. You may not proceed if more than 20 percent of the records have critical errors. You may fix errors at a later date. 6. Repeat steps 1 6 for any remaining file types. 7. Click Process to accept changes or Cancel to discontinue the enrollment. You receive an when processing is complete.. 9

13 TIPS AND TRICKS Identify Column Headings Your Spreadsheet mclass does not recognize the header studentidentifier Action Select mclass equivalent Student ID (School ID) Match School Name mclass does not recognize the value Lafayette Select mclass equivalent Lafayette Elementary School Map Student Demographics mclass does not recognize the value Y under Alternate Assessment. Select (exclude this value) from the current enrollment. 10

14 FROM THE FIELD TIPS AND TRICKS Click the underlined number to download excluded records and view errors.. 11

15 Step 3: Preview and Submit View reports detailing your enrollment and commit your enrollment to the mclass system. 1. View the submission recommendation and any warning messages. 2. Select the enrollment file type tab. 3. Click to view the Enrollment Status Preview. TIPS AND TRICKS 4. Repeat steps 1 3 for any of the remaining file types. 5. Click Submit to accept the changes. FROM THE FIELD Submit The Before and After bars indicate a change in the number of records. Duplicate records are excluded. 12

16 6. Once you click Submit, you will receive a confirmation message. Submissions may take 30 minutes or more, and cannot be undone. If you are ready to continue, click Start. 7. Once the submission is complete, you will receive a confirmation message. Click Log Out to exit SSE, or click Home to return to the SSE main menu, where you may start a new enrollment or continue an existing one. FROM THE FIELD. 13

17 Download Spreadsheets From the History Table You may view the details of records submitted previously to the mclass system by downloading spreadsheets from the history table. From the SSE tool home page: 1. Select a completed enrollment. 2. Click the record you want to view. You may select: All Records Processed (includes partial records) Excluded (includes records with critical errors) Click an enrollment. Click a record to view it in a spreadsheet. 14

18 3. When you select a file, a dialogue window will open. You may select: Open With: Select a spreadsheet program to open the file. Microsoft Excel is the default program. Save File: Save a copy of the file. FROM THE FIELD. 15

19 Appendix The appendix to the SSE guide contains additional information about the tool. Here, you may find information on the SSE home page, online help system, customer service, and a list of variables for use when you format student information. Home Page There are four main functions you may perform on the Home page: Click to start an enrollment. Continue an enrollment. View import history. View imports in progress by others. 16

20 Online Help System Click SSE Help in the top-right corner the SSE tool to open the online help system. The SSE help displays step-by-step instructions There are three ways to locate information within the online help system: Contents: Click Contents for a table of contents, where you may select specific topics to view. Breadcrumb links: Navigate to previous topics by clicking the links at the top of the page. Search: Type a search term and click Go to search the online help system. Amplify Customer Services If you have questions or need assistance, please contact Amplify Customer Services. Online Support Visit to view online help systems and user guides, download software, and read frequently asked questions in the Support and Resource Center. You may also access the instant messenger feature, to chat with a customer service representative. Send us an at help@amplify.com. So we may assist you faster, please include your name, school, account information (if possible), and a description of your problem in the body of the . Phone Speak with a customer service representative by calling (800) , Monday through Friday, 7 a.m. to 7 p.m. ET.. 17

21 Student File Format The following table contains information on every accepted column in the Student file. Consult the online help system for information about formats for other enrollment file types. Requirements Category Values Accepted Values Description Required Institution Alphanumeric characters Required Last Name Alphanumeric Required First Name Alphanumeric Required Primary Student ID Note: The Primary Student ID may have a different name if one was set up during the implementation process for your account. To see the Primary Student ID name used at your institution, go to Step 1 of SSE, click the Student tab and click Download an empty, properly formatted CSV file. The Primary Student ID is the first ID column header listed. Alphanumeric Required Grade Alphanumeric characters, must start with alpha characters, must start with alpha characters p* K*, Name of the school attended by the student. Must match a school in the mclass system. If you intend to use School IDs, your School IDs must be registered in the mclass system. Please contact Customer Services to ensure your School IDs are registered in the mclass system. Student s last name Student s first name Student s Primary ID. This ID must be unique across your account. This ID should match the Primary Student ID used in your other enrollment files. The grade the student will attend in the coming school year Homeroom Alphanumeric The homeroom of the student Requested Secondary IDs (your ID name, we can accept up to four additional IDs) Alphanumeric Requested Gender Male Female Not specified Male, M*, B Female, F*, G NS Gender of student Requested Date of Birth (DOB) Date Middle Name Alphanumeric Preferred format: mm/dd/yyyy. Most number-based date formats delimited by forward slashes or dashes, or without delimiters if year is given first characters, must start with alpha Suffix Alphanumeric characters The student s date of birth. Age must be between 1 21 relative to EOY school year of enrollment to be valid. The student s middle name or initial Any suffix that may be appended to the student s name, such as Jr. or III 18

22 Requirements Category Values Accepted Values Description Alaska Native AN, Alaska Native, Alaska American Indian AI, American Indian, Native American Asian AS, Asian Race / Ethnicity Native Hawaiian or Other Pacific Islander Black or African American (non Hispanic) J, Native Hawaiian, Pacific Islander B, Black, African American For customers from , the Hispanic ethnicity values were combined into the Hispanic Latino value. Hispanic Latino H, Hispanic, Latino White W, White Multiracial- Other M, Multiracial Not Specified NS, Not Specified Eligible for Special Education Yes No Y, Yes, 1 If a student is Eligible for Special Education, then a Specific Disability should also be chosen or Section 504 should be marked (below). Student with Disabilities No N, No, 0 If Student with Disabilities is set to Yes, then a Specific Disability should also be chosen (below).. 19

23 Requirements Category Values Accepted Values Description Specific Learning Disability Spec* Speech or Language Impairment Lang* Emotional Disturbance Emot*, Disturbance Mental Retardation Met*, Retardation Hearing Impairment Hear* Orthopedic Impairment Ort* Specific Disability Visual Impairment Vis* Autism Aut* Traumatic Brain Injury Trau*, TBI Developmental Delay Dev*, Delay Multiple Disabilities Mult* Other Health Impairment Oth* Deaf-Blindness Deaf*, Deaf- Blindness Gifted Gift* Non-Categorical Non* Section 504 Yes No Y, Yes, 1 N, No, 0 Economically Disadvantaged Yes No Y, Yes, 1 N, No, 0 20

24 Requirements Category Values Accepted Values Description Eligible for Free/ Reduced Lunch Free-Reduced Lunch Free Lunch Reduced Lunch Not Eligible Free-Reduced, Fr-Red Free* Red* N This should only be set for students who are marked as Economically Disadvantaged. Title I No Yes Unspecified Yes Title I Reading Yes Title I Math Yes Title I Language N* UN* Read* Math* Lang Migrant Currently a Migratory Child Not a Migratory Child Y, Yes, 1 N, No, 0 English Proficiency Native English Speaker Fluent English Speaker LEP English Language Learner Non-English Speaking Re-designated Fluent English Proficient Former LEP Not Specified Nat Flu* LEP* Non* Redes* Former* NS* ESL (English as a Second Language Yes No Y, Yes, 1 N, No, 0 Eligible for Alternate Assessment Most Significant Cognitive Disability Persistent Academic Disability No Most* Per* N* Approved Accommodations Yes No Y, Yes, 1 N, No, 0 Number of Absences Numeric Any number. 21

25 Requirements Category Values Accepted Values Description Home Language not English unspecified Oth* Arabic Arab* Cantonese (Chinese) Cant* French Fre* German Ger* Greek Gre* Haitian-Creole Hai* Hebrew Heb* Hindi Hin Language Spoken at Home Hmong Italian Hmo* Ital* Japanese Jap* Korean Kor* Mandarin (Chinese) Mand* Polish Pol* Portuguese Port* Russian Rus* Spanish Span* Urdu Urdu* Vietnamese Viet* * The value is filled if the text preceding the asterisk is present. 22