BOCES Phase 1 Overview

Transcription

1 ClassLink ClassMate BOCES Phase 1 Overview An Overview of How ClassMate Software will help your school to comply with NYSED s New SIRS Requirements Our technical staff will be working closely with NYSED during the next 12+ months to make sure your school is capable of achieving success with your SIRS submissions to NYSED. IMPORTANT NOTICE: If you open a template file in Excel and save it, Excel will reformat all dates and remove all leading zeroes. Your template file will no longer be valid. Please do not save the template file in Excel when reviewing the data. The submission of SIRS data is as follows: BOCES Reporting Elements Required: Submission Timeframe: October 8, 2012 thru Dec 31, 2012 Application: ClassMate for BOCES Elements Required: Student-Lite Staff Snapshot Course School Entry Exit We are recommending the following 7-phase approach to achieving SIRS compliance: Phase 1: Filing your Previous Submissions If you have successfully submitted a previous version of your data, Please move the templates found in M:\ClassMate\SIRS folder to a new folder prior to exporting your SIRS data. The CSV folder purge in the SIRS Export module deletes the entire folder and then it is re-created. If you do not move your Template files out of this folder, they will be deleted. If you would like to print the submission data, use the SIRS State reports under SIRS Management. You can also reference the data via the template files in excel, but do not save in excel. In SIRS Export Management, under edit, click Purge CSV folder to purge all.csv files in the SIRS folder. Next, under edit, click Purge Export Data to delete all SIRS data. The create templates option under the edit has already been performed for you during the SIRS upgrade. You do not need to run this option at this time. ClassMate Version 20a 1

2 Phase 2: Verify ClassMate Application Version is correct: Verify on the Version form the ClassMate version is Version 20.0a October 8, If this is not the date on your ClassMate Version form, contact Classlink. Phase 3: Prepare your Data for SIRS Export Prep Steps to Take 1. Virtual Locations: a) Location tab: Enter the 4 digit Virtual Location Code b) Virtual Satellite Locations (optional): For CTE, enter the 4 digit virtual location on delivery tab For ALTED /SE, enter the virtual location on the Program CoSer tab. 2. Course Information: a) Course Tab: Verify the appropriate courses have an Alternate State Code assigned. b) Class tab: Verify Teacher of record has been Assigned to all Reportable classes. Where To Find in ClassMate ClassMate Base Data Building/ Location /Room Management ClassMate Curriculum Management Instructional Classifications Delivery Tab ClassMate District Billing CoSer Information Management Program CoSer Tab ClassMate -Curriculum Management Instructional Course Offerings Reference NYSED SIRS Codes and Descriptions for a listing of the State Courses. 2. Print the State Course Crosswalk Report. Verify all Reportable courses have been linked to the appropriate State Course Code. ** See NYSED Comprehensive Course Code listing for Student Information: a) Ethnicity/Race: Verify if student is Hispanic (Yes/No) Verify all ethnicities have been assigned. In Student SIRS information assign all races that apply. Primary should be #1. Up to 5 races allowed. b) Home Language Code: Verify all Home ClassMate --Reports SIRS Management State Course Crosswalk Report. SIRS Codes and Descriptions ClassMate SIRS Management Student SIRS Information ClassMate Version 20a 2

3 Languages have been assigned for all students whose Home language IS NOT English. c) Grade 9 Entry Date: Verify all student s have a grade 9 entry date where applicable. d) Primary/Alternate Guardian Name: Verify in Student Contacts that each student has a primary contact. If Include in Correspondence is Yes and the primary flag = N, contact will be the alternate guardian *** Run the ClassMate-SIRS verification report to correct all data items. 4. Employee Information: a) General Tab - assign TEACH ID in field State PPID# c) SIRS tab assign primary virtual location; enter termination date where applicable enter initial Hire Date enter tenure date where applicable ** Run the ClassMate-SIRS verification report to correct all data items 5. School Entry Exit Date: a) Validate Enrollment/Scheduling b) Verify District Update tab Enrollment Grade level Enrollment Begin and End dates c) Verify Withdrawal tab Classmate App Student Enrollment Student Contacts ClassMate Reporting SIRS Management ClassMate- SIRS Verification Report ClassMate APP Personnel Management Employee Management ClassMate Reporting SIRS Management ClassMate- SIRS Verification Report ClassMate Student Enrollment Student Scheduling Phase 4: Perform Data Validations Regents Student Enrollment Assessments: Run Classmate In Data the Validations: Student Assessment Enrollment/ Module. select a Scheduling Student, select Regents Resequence Assessment tab, click Enrollment Next Num button, Enrollment enter the Dates appropriate Duplicate test Student score (Alpha ID s or Numeric) based on Demographics the test instrument, Birthdates enter all appropriate Primary Contacts information, then save. ClassMate Version 20a 3

4 Phase 5: Create your SIRS Export File Since ClassLink will be transferring all REQUIRED DATA from your ClassMate database into the Temporary SIRS Database, there is no need for you to update data after you have exported your templates. The SIRS Modules that you will use for this Submission are Building/Location/Room Mangement. This will allow you to enter virtual locations. Instructional Classifications/CoSer Billing Information (optional). This will allow you to enter Satellite Locations. Instructional Course Offerings. This will allow you to update all required data for Program/Courses. Student SIRS Information. This will allow you to enter SIRS Information. State/ Industry Assessment. This will allow you to enter all Regents Assessment scores. SIRS Export Management. This will allow you to export data into the required template files for uploading to SIRS by District. SIRS Export Management: Open ClassMate, Under SIRS Management, click on the SIRS Export Management module. Purge Data Options: Under editing, Purge the data and CSV folder prior to exporting the data. BOCES Collections: Select whether or not to include headers. Leave the District drop down at Select a district. Checkboxes: Please check the appropriate template boxes. Then save. ClassMate Version 20a 4

5 SIRS Reports: SIRS Student Lite Report: Prints the Student Lite Information. SIRS Staff Report: Prints the Staff Snapshot information. SIRS Course Report: Prints the Course information SIRS School Entry Exit Report: Prints the School Entry Exit information Prior to exporting your templates, Move your previous files to another folder. Check the correct boxes, click on the SAVE button on the top right corner to process all selected files at one time. The software will process each file, and then tell you the number of records that have been successfully processed. After all selected files are completed, you will receive a message that reads Processed Successfully. Phase 6: Validations State Reporting State Reporting Validations: **You must export files prior to running validations. Correct all data validations and re-export files. Repeat until all data has been validated. ClassMate Version 20a 5

6 Phase 7: Accessing SED Data Warehouse/Level 0 You are now ready to upload your SIRS files to the SED Data Warehouse. Because the files have exported to the file folder, M:\classmate\SIRS it is necessary to connect to the SED s Data Warehouse s web site with a web browser that can access the M:\ drive. Your local Windows desktop environment does not have access to the M:\ drive. You must first connect to LaunchPad which will grant you access to the M:\ drive while inside the LaunchPad environment. Once connected to LaunchPad, you must launch the web browser from inside the LaunchPad environment, generally by clicking one of the browser links under Places to Go. The following steps will walk you through this process. Phase 7 Step One: Connect to LaunchPad You may already have a LaunchPad shortcut icon on your desktop to open the LaunchPad connection. In that case, double click the icon to start the connection process. If you do not have a desktop shortcut icon to LaunchPad, open a web browser and connect to the URL: where (schoolacronym) is unique according to your school. If you do not know your school acronym (it may be different in the URL than the traditional acronym you use internally) you can contact the ClassMate Help Desk for assistance at ext You will be taken to a page much like the following: ClassMate Version 20a 6

7 If this is the first time you have ever used this particular computer to access either ClassMate or LaunchPad, you must choose First Time Setup and follow the step-by-step process it presents to install the necessary files on that computer. As long as the computer you are using has previously followed that process, and has already been used to access either ClassMate or LaunchPad, you may click Back Again to proceed. After a few moments, you will see the following login screen: Type your LaunchPad username and password and click OK or press Enter to proceed. Note: If you do not have a LaunchPad username and password, have your ClassMate System Administer contact the ClassMate help desk to have one created for you. The login process will continue, and then the LaunchPad window will open. ClassMate Version 20a 7

8 Phase 7 Step Two: Using LaunchPad Once LaunchPad has opened, you will see something similar to the following window: Note: In this image, the local computer is running Windows XP. Your local taskbar (#1) may look different if your computer runs Windows Vista or Windows 7. #1 is your local Start Button / Taskbar. Running any applications from this Start menu or clicking any of the minimized icons on this taskbar will open them on your local computer. Those applications will not have access to the M:\ drive. #2 is your LaunchPad Start Button / Taskbar. Running any applications from this Start menu or clicking any of the minimized icons on this taskbar will open them within LaunchPad. Those applications will have access to the M:\ drive. #3 will launch an Internet Explorer browser session, in this case to Google. This browser session will have read and write access to the M:\ drive. Use this browser in Step 3 below, to upload your files to the SED Data Center. #4 is your LaunchPad Home Folder icon. Clicking this will open a Windows File Explorer window pointing to the M:\classmate folder. See Step 4 below for how to use this to make a safe backup copy of your exports for later reference. ClassMate Version 20a 8

9 Phase 7 Step 3: Uploading your SIRS Export File(s) to NYSED As already explained, you must be sure to launch the web browser you will use to connect to the SED Data Warehouse from within the LaunchPad environment. The easiest way to do this is to click the Google link as shown in #3 in the previous screenshot. When the browser launches, connect to your SED Data Warehouse and navigate to the upload section. When you click to upload a file, an upload box similar to this will appear: Navigate within the upload box to the M:\classmate\SIRS folder and select the specific file you need to upload. ClassMate Version 20a 9

10 Phase 7 Step 4: Backing Up Your Exports It is most strongly advised that you make a backup copy of the exports you upload for each submission for future reference. You can do this easily by opening your Home Folder as shown by #4 in the LaunchPad screenshot in Step 2 on the previous page. When the Windows File Explorer box opens, it will be defaulted to the M:\classmate folder. The first thing you should do to make things easier, if it is not already, is change your View setting to Details: 1. Click the View menu. 2. Choose Details. The Details view is much easier to navigate. Click on the SIRS folder to open, and then click on the Date Modified column header to sort your files by their creation date and time. Each time you click the column header, it will re-sort with either oldest or newest at the top. Generally, your newest files are the ones you should have uploaded to the SED, and thus are the ones to back up. ClassMate Version 20a 10

11 To copy files into a new folder: 1. Hold down the CTRL key on your keyboard, and one at a time, left-click the files you wish to back up. Each one will highlight. 2. Click the Edit menu. 3. Choose Copy. 4. Click the File menu. 5. Scroll down to New, and click Folder. 6. Name the new folder whatever you like, such as 2012 SIRS Exports. 7. Double-click the new folder you created to open it. 8. Click the Edit menu. 9. Choose Paste. ClassMate Version 20a 11

12 10. Your files should now paste into the new folder. There are many other ways to accomplish this process, this is just one suggested method. It is also very strongly advised that you make a PDF copy of all your SIRS reports from ClassMate. Save them to this same folder. That concludes the Seven Phase approach to a successful SIRS Submission! If you have further ClassMate questions, please contact the ClassMate Helpdesk at ext For SIRS questions, please contact your local RIC. ClassMate Version 20a 12