ALP Interchange Review. Colorado Department of Educa2on Office of Gi7ed Educa2on Jessica Howard, Gi7ed Educa2on Specialist

Transcription

1 ALP Interchange Review Colorado Department of Educa2on Office of Gi7ed Educa2on Jessica Howard, Gi7ed Educa2on Specialist January 2017

2 Please sign in using the Chat Box (Click on the chat icon to access chat box)

3 Please add your name and AU in the chat box on the right side of the page

4 4 Sometimes things that will make our lives easier, at first, seem to make them more difficult

5 DMS Phase II: ALP Interchange The ALP Interchange allows an administra2ve unit s random sample of advanced learning plans to be uploaded in the secure DMS reviewed by the AU s gi@ed record review (GRR) The process to upload individual advanced learning plans is based upon being an Enrich ALP user or a non- Enrich ALP user.

6 ALP Reviews Data Management System (DMS) WHAT: Ini2a2ng ALP Interchange Tutorial Series and Office Hours Flyer: cde.state.co.us/gt WHO: All AU directors/coordinators; ALP record review team WHEN: Six (6) months to complete ALP reviews, IF a C-GER year Flexible 2meframe, if interim spot checking at local level

7 What is a Record Set? A random sample (list) of student iden2fied advanced learning plans (ALPs) determined by the Colorado Department of Educa2on and provided to the administra2ve unit via DMS The set of ALPs that an administra2ve unit reviews for implementa2on of ALP requirements ALPs for review that represent 3 percent of the gi7ed popula2on, or no less than 10, and no greater than 50

8 AU plan for ALP Collection The AU director/coordinator determines how the ALPs will be collected from schools, districts, or the AU record keeping system. The AU Director/Coordinator can access the district ALP system to obtain the ALPs OR The AU needs to determine a method for the schools/districts to send ALPs to the AU Director/Coordinator

9 Roles with Permissions in the ALP Interchange & Review The AU s special educa2on LAM (local access manager) must be no2fied by the AU Director that certain staff require roles in the DMS for ALP Interchange. GD: Gi7ed Director and GM: Gi7ed Manager GRR: Gi7ed Record Reviewer AIS: ALP Interchange Support AISnGRR: ALP Interchange Support and Gi7ed Record Reviewer

10 Choice It is the choice of the AU Director/Coordinator according to local decision making as to who has permissions for ALP Interchange. Examples: Only GD and GM A district team of liaisons or resource people who are responsible for reviewing the Record Set for self-evalua2on.

11 New DMS Role (1 of 2) AIS (ALP Interchange Support) This role has permission to collect school or district ALPs in the Record Set and submit them for review in the DMS according to the ALP Interchange process for file transfer. This role is only used when the lead AU BOCES person is not able to collect and zip file the student ALP folders into the DMS system.

12 New DMS Role (2 of 2) AISnGRR (ALP Interchange Support and Gi7ed Record Review) This role has permission to collect school or district ALPs in the Record Set and submit them for review in the DMS according to the ALP Interchange process for file transfer. This role is only used when the lead AU BOCES person is not able to collect and zip file the student ALP folders into the DMS system AND permission to conduct ALP Record Reviews on the DMS.

13 Step 1: Sign into DMS The ESSU Data Management System (DMS) can be accessed on the CDE apps page

14 Step 1 Sign in to DMS (continued)

15 15 Step 2: Click on View Monitoring Overview

16 16 Step 3: Click on ALP Review

17 Step 4: Collect SASID # s for ALPs to be reviewed Click on Provide Documents. 17

18 Step 4: continued A list of SASID numbers will pop up in a box. Select, copy and paste the list of SASID numbers into a word document on your computer. You will use these numbers to create folders to save each ALP document separately in the next step. 18

19 Uploading ALP info for ENRICH ALP users (If you are a Non-ENRICH ALP user, please skip to Slide22) Please log into your District website to access the Enrich ALP informa2on. 19

20 20 Click on Self-Evaluation: ALP Review

21 Choosing Documents to Upload Enrich automatically displays the navigation pane for the record set on the left and the documents per student on the right. Choose the ALP for review using the SASID numbers from the record set in DMS. The list should also be on the left side of the page. 21 **The following slide explains confirmawon of upload.

22 Last Step for Enrich ALP Users Confirma2on of upload in District Enrich website documents are loaded, the Upload buyon is no longer green and the documents uploaded are now listed under Previously Uploaded on the right side. The por2on of the process using the district Enrich ALP site is complete. Switch to DMS to complete the ALP Review Con2nue to slide 21 for further direc2ons Time to move from the District Enrich ALP website to the state DMS website 22

23 Uploading ALP info for NON-ENRICH users (ENRICH users skip to slide 27) REMEMBER to retrieve the SASID numbers you have saved from Step 1 For the ALP to merge into the correct place in DMS, you will need to complete the following process. Each ALP document will be stored in an individual folder. These folders are then compressed to move into the DMS platform. 23

24 2. If you haven t done so already, save each ALP as a PDF. Name the PDF using the SASID #, so you can easily locate it. (i.e pdf) 24

25 3. Select & drag each PDF into the corresponding folder. Organize your folders on your computer so you can locate them when it is 2me to upload them into DMS. 25

26 4. Now you will compress all of the folders into a compressed file Press Shift & Select all of the folders Right click and choose the option to compress zip folder (See screenshot below) 26

27 Ø PLEASE NOTE: If you have multiple pieces of evidence you would like to include for a particular SASID number (i.e. ALP form, assessment results, additional body of evidence documents), you will need to save all of the files onto one PDF file. Ø This will make it possible to upload all of the zip files at once. If multiple files are in each folder, the folders will need to be zipped individually. 27

28 28 ALL Users (ENRICH & NON-ENRICH) Go back into DMS & navigate to the Monitoring section

29 29 Click on ALP Review in the Monitoring section

30 30 1. To upload documents to the review, choose Provide Documents

31 31 2. Choose Upload Documents

32 3. Identify the location of your compressed folder (This step is for non-enrich users ONLY) The folders may be stored on your desktop or in the WinZip folder on your computer. 32

33 4. When your compressed folder is displayed next to Choose File, click Next. (This step is for non-enrich users ONLY) 33

34 You are now ready to begin reviewing ALPs On this page, you see each of the ALPs that will be reviewed as part of the state required self-evaluation process. àeach number represents an individual record to be reviewed. àthe number of records is displayed above the individual records. 34

35 35 Click on a number and the ALP will be displayed

36 36 Questions will appear on the left side of the page. You will answer the questions using the ALP information on the right side of the page.

37 Repeat the ALP review for each SASID number Each submission will be closed and saved individually by clicking the close button at the bottom of the page. 37

38 Summary of process Gather SASID numbers from record set on state DMS site Upload ALPs from district ENRICH site Upload ALPs using compressed files from non-enrich district site 38 Go back to state DMS site and upload ALPs to ALP Review

39 Thank you! Now it s your turn to practice! You should have a record set in DMS. Please upload 3-5 ALPs into your ALP Review to practice the process. I will stay on the line for the next 45 minutes if questions arise. I can also answer questions during my office hours below. Office Hours: January 25 th 9:00am - 9:40am January 31 st 9:00am 9:40am February 15 th 1:00pm 1:40pm hhps://zoom.us/j/ Please let us know how we can support you. Jessica Howard howard_j@cde.state.co.us 39