: Annual Data Setup PURPOSE The Annual Data Setup feature of Galileo allows Agency-level users to transfer assessment and form data from one program year to another. This means that forms do not have to be recreated or form data re-entered on returning children. Additionally, classes, children, staff members, and for Galileo Plus (Merlin) users volunteers can be transferred year after year. Simply transfer the data from one year to the next, and make any necessary changes. PROCESS To transfer all forms and their data to the new program year follow these steps: 1. Transfer data (page 2) 2. Enroll children in class (page 7) 3. Assign Scales (page 9) 4. Review User accounts (page 11) 5. Group Data Entry (page 13) SETTINGS 1. Click the Settings link in the gold menu bar in the header. 2. Click the Year & Location tab, if not already active. Revised as of 05.10.16 1
3. Use the down arrow on the Program Year drop-down menu to select the new program year. If you do not see the new program year, please contact your ATI Field Services Coordinator (800.367.4762). 4. Click the Save Program Year button. TRANSFER DATA Your Program Year should be set for the new Program Year. Refer to the Settings section, page 1, to change the year. 1. Click the Setup tab in the red menu bar at the top of the page. 2. Click the Annual Data Setup link under Data in the grey menu bar at the top of your screen. or 3. Use the down arrow on the Transfer from program year drop-down menu to select which year s information you would like to transfer. In most cases this will be the year you ve just completed. 4. Use the down arrow on the Transfer to program year drop-down menu to select which program year to which you would like to transfer your information. In most cases this will be the new program year. If you do not see the new program year, please contact your ATI Field Services Coordinator (800.367.4762). 5. Now select the data to transfer. Refer to the Data Transfer Sequence section, page 2, for the next step. DATA TRANSFER SEQUENCE ATI recommends transferring the data in the following in this order: 1. classes (refer to the Transfer Classes, Staff, and Volunteers section, page 3), 2. children (refer to the Transfer Children section, page 5), 3. staff (refer to the Transfer Classes, Staff, and Volunteers section, page 3), 4. volunteers (if using Galileo Plus) (refer to the Transfer Classes, Staff, and Volunteers section, page 3), and then 5. forms (refer to the Transfer Forms section, page 6). Revised as of 05.10.16 2
You do not need to worry about transferring centers or users. These are not associated with the program year, so they already exist for the new program year. However, the review of user accounts should also be performed in preparation of the new program year. TRANSFER CLASSES, STAFF, AND VOLUNTEERS Transferring volunteers is available for Galileo Plus users. 6. Use the down arrow on the Select what data to transfer drop-down menu to select which type of information you would like to transfer (e.g., classes, staff, and for Galileo Plus users volunteers). Refer to the Data Transfer Sequence section, page 2, for suggested sequence order. ITEMS TO TRANSFER 7. Determine if you would like to Hide items that already exist in the receiving program year. If you check this box the list of data you see on the screen will be shortened to display only that data which has not yet been transferred. 8. Click the No to change it to Yes for those data type you wish to transfer, or click the All link to select them all. INCLUDE MERLIN DATA WHEN TRANSFERRING 9. Place a checkmark in the Include Merlin Data When Transferring box to ensure that all forms from last year and their accompanying data will be carried over to the new program year for each selected data type (e.g., classes, children, staff, and/or forms and for Galileo Plus users, volunteers). If you wish to transfer the data type records without form data, leave this option box unchecked. (Image on next page.) Revised as of 05.10.16 3
10.If transferring children, there are three additional radio buttons enabled. Select the desired child/family radio button to grab any forms in the selected from program year that contain data for these objects and transfer those forms and their data to the selected program year. Option Child data only Child and family data Child, family, and family member data This transfers all the child form(s) with its data for selected children. The form must contain data. child and family form(s) with its data for selected children and their family. The form must contain data. child, family, and family member form(s) with its data for selected children and their family. The form must contain data. To transfer form(s) that have no data to the new program, refer to the Transfer Forms section, page 6, for directions. To transfer selected form(s), refer to the Update Form List Button section, page 4. UPDATE FORM LIST BUTTON 11.If you wish to transfer selected forms (one or more form but not all forms), select the individual forms when transferring classes, children, and/or staff, and for Galileo Plus users volunteers with data between program years. When Include Merlin Data When Transferring is checked, a new section will be visible where there is an Update Form List button and place a checkmark next to each form you wish to transfer to the new program year. Revised as of 05.10.16 4
Please note, the forms displayed contain data in the previous program year. To transfer form(s) that have no data to the new program, refer to the Transfer Forms section, page 6, for directions. 12.Click the Transfer Data to Selected Program Year button. 13.Please note that the data type s name will now appear in red and be marked as "already transferred." Remember that that you need to perform these steps for each data type to transfer to the new program year. Refer to the Data Transfer Sequence section, page 2, for suggested order. TRANSFER CHILDREN 6. Use the down arrow on the Select what data to transfer drop-down menu to select the Children option. 7. You have three options for transferring children. If you wish to: a. Transfer an individual child, and would like to Search for child by last name, click in the first radio button. Then enter at least the first few letters of the last name for which you are searching and click on the Search button. - OR - b. Transfer children by agency, by a particular center or by a particular class, click in the second radio button (Select children by agency, center and class). Select [All Centers] to view the agency s list of children or select the center and [All Classes] to view a center s list of children or select the center and class and see a particular class s list of children. Click the Show Children In Selected Level button. Use this method if you wish to isolate children by center for enrollment in the new program year. Revised as of 05.10.16 5
- OR - c. Filter by age when transferring children, click in the third radio button (Search for children by age), then use the drop-down menus to select the age range of the children you wish to transfer, and the cut-off date. Click the Show Children In Selected Age Range button. The screen will refresh with the filtered group. This allows you to not transfer children who may have transitioned out of your program. Galileo Pre-K Online Use this method if you wish to isolate children that are age-appropriate for enrollment in the new program year. 8. Proceed with the steps in the Items to Transfer (page 3), Include Merlin Data When Transferring (page 3), and Update Form List Button (page 4) sections. TRANSFER FORMS This step is done when the transferring form(s) contains no data. You can also use this step if you want to use the form(s) in the new program year before the children are transferred, thus allowing you to add new children (e.g., incoming or waitlisted children) and populate the applicable forms before transferring the returning children. 6. Use the down arrow on the Select what data to transfer drop-down menu to select the Forms option. 7. Use the down arrow on the Select what type to transfer drop-down menu to the desired form type (e.g., Child, Family, Family Member, Agency, Center, Class, Staff, Volunteer, and Activity). 8. Proceed with the steps in the Items to Transfer (page 3), Include Merlin Data When Transferring (page 3), and Update Form List Button (page 4) sections. Revised as of 05.10.16 6
CLASS ENROLLMENT The child records transferred will appear in the Available Agency Child box on the Enrollment page of the new program year, awaiting center or class enrollment. ENROLL A CHILD Your Program Year should be set for the new program year. Refer to the Settings section, page 1, to change the year. If using Galileo. 1. Click the Child/Family tab in the red menu bar at the top of the page. 2. Click the Child link under Enrollment in the grey menu bar at the top of your screen. If using Galileo Plus 1. Click the Merlin tab in the red menu bar at the top of the page. 2. Click the Enrollment link in the grey menu bar at the top of your screen. 3. Use the down arrow on the Center drop-down menu to select the center in which you wish to enroll a child. Please note if you have access to only one center, your center automatically appears in this drop-down box, and you may skip this step. 4. Use the down arrow on the Class drop-down menu to select the class in which you wish to enroll a child. Please note if you have access to only one class, your class automatically appears in this drop-down box, and you may skip this step. 5. Right now all the children you have previously transferred and/or entered show in the Available Children box. If you wish to see only children not enrolled currently in any class or center, click in the appropriate box and a checkmark will appear. Revised as of 05.10.16 7
a. If logged in with Agency-level enrollment permission, determine if you would like to show children not enrolled in any center and/or not enrolled in any class. b. If logged in with Center-level enrollment permission, determine if you would like to show children not enrolled in any class. 6. Use the down arrow on the Enrollment Date drop-down menu to select the date for which you wish to enroll a child. (The date will automatically default to today s date.) 7. To locate a single child, you may view Agency and Center children lists by the first letter of the child s last names. Use the letter drop-down box to select the first letter of the last name for the child you would like to enroll. Please note, to see all of the children in the center or agency use the letter drop-down box to select the blank space above the letter A. 8. The children previously transferred or entered show up in the Available Children box. If you wish to see only children not enrolled currently in any class or center, click in the appropriate filter box and a checkmark will appear. Revised as of 05.10.16 8
9. To enroll a child from the: Galileo Pre-K Online a. Agency to a Center: Click the child s name in the Available Agency Children box to highlight it, and then click on the Add to Center button. OR- b. Agency to a Class: Click the child s name in the Available Agency Children box to highlight it, and then click on the Add to Class button. OR- c. Center to a Class: Click the child s name in the Available Center Children box to highlight it, and then click on the Add to Class button. To select a group of (a) sequential children, click on the first child and drag to highlight the sequential desired children or (b) nonsequential children, use the Ctrl key and click the desired children. 10.Click the Save Changes button. ASSIGN SCALES Assign the appropriate assessment scales to the center(s) and/or class(es). Your Program Year should be set for the new program year. Refer to the Settings section, page 1, to change the year. 1. Click the Setup tab in the red menu bar at the top of the page. Revised as of 05.10.16 9
2. Click the Assign Scales link under Scales in the grey menu bar at the top of your screen. 3. Choose whether you want to assign your scales at an Agency, Center, or Class level. 4. If you assign the scale to the: a. Agency select the Check here to assign to all centers in the agency checkbox. b. Center select the Check here to assign to all classes in the center checkbox. c. Class select the center and class from the drop-down menus. 5. Use the down arrow on the Select Library drop-down menu to select the assessment scale library. Two boxes will appear. Revised as of 05.10.16 10
6. Double-click in the left-hand box on the Scales you want to assign. The selected scales are moved to the Scales to use box. 7. Click the Save Scale Assignments button. 8. Below the two boxes you will see all assigned scales available for use in your agency, and at which level those scales have been assigned. REVIEW USER ACCOUNTS Review list of password holders to confirm if correct for the new program year. Delete, edit, and/or add user accounts as needed. In order to view the new Program Year classes you should be set for the new program year. Refer to the Settings section, page 1, to change the year. ACCESS USER ACCOUNTS 1. Click the Setup tab in the red menu bar at the top of the page. 2. Click the Staff link under User Accounts in the gray menu bar at the top of your screen. PRINT USER LIST 3. Click the Print User List link. 4. The report appears in a new window. Revised as of 05.10.16 11
DELETE STAFF ACCOUNT 3. To delete a staff account, click on the trashcan icon on the index list next to the desired staff name. EDIT STAFF ACCOUNT 3. Click either the staff s name or pencil icon. 4. Make the necessary changes and save. CREATE STAFF ACCOUNT 3. Click the Add new user link. 4. Enter the requested information. a. User Level: Agency (full access), Center (full access in checked centers), Class (access to checked classes). b. User Permissions: Notice that the user permissions you can grant change depending on the level User. c. Place a checkmark (or uncheck) the Force user to change password upon login field. d. Based on the User Level selected, review the additional User Permission options. (Image on next page.) Revised as of 05.10.16 12
5. To save your entry, click on either the: a. Save/Back button to save your entry and returns you to the Staff User Accounts page. b. Save/New User button to save your entry and clears the screen so you may enter another user. 6. Repeat the above procedure to enter additional users. GROUP DATA ENTRY PURPOSE The Group Data Entry tool allows users to enter a large amount of data at once. You may use the Enter Common Data option which will let you enter a common response for all selected children. Galileo Plus users can enter common responses for all selected staff, volunteers, family, and family members. The Enter Individual Data option allows you to record individual answers for individuals. Please note that recurring heading items cannot be completed using the Group Data Entry tool. STEPS If using Galileo. 1. Click the Child/Family tab in the red menu bar at the top of the page. 2. Click the Child Data Entry link under Records in the grey menu bar at the top of your screen. If using Galileo Plus 1. Click the Merlin tab in the red menu bar at the top of the page. 2. Click the Group Data Entry link in the grey menu bar for Child, Staff, Volunteer, or Family. 3. Select the Center for the individual. 4. Select the Class for the individual, if applicable. 5. Select the Enrollment Status, if applicable. 6. Select the desired Form. Remember that you should not use this feature for recurring items. Revised as of 05.10.16 13
7. Select the form s Heading. 8. Select the form s Field. Galileo Pre-K Online 9. The default tab is Entering Common Data. 10.Proceed to the next step or click on the Enter Individual Data tab and follow the directions in the Enter Individual Data Tab section. ENTER COMMON DATA 11.For the form field, select the form field option. 12.A list of all individuals is displayed. If there is a black checkmark next to the individual child, this indicates that data is saved for that record matches the selected value of the currently displayed item. To apply the selected value item, click on the individual s name you want to apply the value. 13.Click the Save button. Please note, on the Common Data tab, the Select all Unchecked Items link. This allows any data entered in the field to be applied to any individuals checked-off when page loads. ENTER INDIVIDUAL DATA 14.Click the Enter individual data tab. 15.A list of all individuals is displayed on the left side and the field name with the available options is displayed on the right. 16.Update the individual as necessary. 17.Click the Save button. Revised as of 05.10.16 14