ERI WorkshopSharing of Board Practices
January 19, 2016A. Creation of Course Codes for Non-CreditB. Requesting Additional BSIDsQ and A
C. Managing the Change ProcessD. Data Entry Strategies and ProcessesE. Changes to Program Delivery and EligibilityQ and A
Sharing of Board PracticesSMS/OnSIS
A. Creation of Course Codes for Non-Credit
York Catholic District School BoardYork Region District School Board
Non-Credit Course Codes York Catholic District School Board
Code has to have as much information about the program as possible
Board identifies Continuing Education = 7 digit course codes
Code must include:Program or Language 2 charactersTime of the year taught 1 characterSchool location where is taught 3 charactersCourse grade/level 1 character
Example: RDFSED8R D F SED 8
Remedial Development Time of the year School Grade
Non- Credit Course Codes York Region District School Board
ILE Program
Character Usage1st X
2nd, 3rd, 4th, 3 Digit Language Code
5th Grade Level
6th Day of Week
Days of the Week
Code
Monday 1
Tuesday 2
Wednesday 3
Thursday 4
Friday 5
Saturday 6
Grade CodeSenior
Kindergarten K
One 1
Two 2
Three 3Four 4
Five 5Six 6
Seven 7
Eight 8
Course Type:International Languages
Course Codes - Samples International
LanguageCourse Code – Digits 1 to 4
International Language
Course Code –Digits 1 to 4
Arabic XARB Macedonian XMDN
Cantonese XCNT Punjabi XPNJ
Farsi XFAR Russian XRUS
German XGRM Simplified Mandarin XSMD
Greek XGRK Sinhala XSHA
Gujarati XGJT Spanish XSPN
Hebrew XHBW Tamil XTAM
Hindi XHND Traditional Mandarin XTMD
Italian XITN Urdu XUDU
Japanese XJAP Vietnamese XVTM
Korean XKRN
Non- Credit Course Codes York Region District School Board
Literacy and Numeracy Course CodesCharacter Position Character Explanation
1st X All Literacy/Numeracy courses start with X2nd, 3rd, 4th LIT Literacy
2nd, 3rd, 4th MAT Numeracy
5th 7 Grade 7
5th 8 Grade 8
5th 1 Grade 9
5th 2 Grade 10
6th 1 or 2 Semester
Example: XLIT21 – Literacy Grade 10 – Sem. 1 Course Type: Literacy and Numeracy
Sharing of Board PracticesSMS/OnSIS
B. Additional BSIDs?
Avon Maitland DSBHamilton-Wentworth DSB
York Catholic DSBYork Region DSB
Additional BSIDAvon Maitland DSB
• Capturing all Adult Continuing Education data into one BSID for multiple sites.
• Maplewood is the same…one database that all sites use
• Homerooms and “defined characters” are setup to distinguish each site.
• Class Section letters are uniquely defined by site.
Additional BSIDHamilton-Wentworth DSB
Requested BSID’s for Phase 2 as follows:• 1 for Sept-Jun ILE• 1 for Summer ILE• 1 for Sept-Jun Remediation• 1 for Summer Remediation• Rationale: Limits the number of OnSIS
submissions for these programs and limits the school set ups to 1 per program (in development)
Additional BSIDYork Catholic District School Board
Requested 3 new BSIDs Criteria for the request:
Reporting needs (Course data vs. ADE) Number of students in program
(management of database) Programs that run at the same time of
the year
Additional BSIDYork Region District School Board
ILE – Program • Requested 18 additional BSID • Each site has their own BSID • In some cases more than one night in the BSID Literacy/Numeracy Program• One BSID for both Grade 7 to 12 Students • Central Data Entry
Q&A - Size of submissionQuestion: Do I need to get an additional BSID so my submission is not too big?
Answer: The size of your submission should not be an issue. Submissions can be sent as a zip file and can be up to 100 megabytes.
Sharing of Board PracticesProcesses and Training
C. Change Process
York Catholic DSB Avon Maitland DSB
Hamilton Wentworth DSB
Change Process: York Catholic District School Board
Information Systems
Continuing Education
Budget & Audit
Services
ERI Project
Plan
• Training Documents• Best practices
• Critical Path• Deadlines
• Roles and responsibilities
• Reconciliation SMS/ONSIS
Change ProcessAvon Maitland District School Board
• Initially group training sessions/lots of discussion• New hire training more detailed• Secondary School Student Services training• Increased the amount of central team work
i.e. adding courses and classes file• Increased the frequency of student data audits• Implemented new ADE and register audits
Change ProcessAvon Maitland District School Board
• Detailed Manuals – including standardized data entry for OnSIS data collections and register requirements
• Manuals outline the setup for each class specific to the each register requirement
• Developing Correspondence Self-Study lesson completion tracking tool - submitted by student vs marked by the teacher
• Clerical add lessons marked
Change Process Hamilton Wentworth District School Board
• Jump in, TRY and learn from mistakes! • Evaluate your programs and make changes to the program
as required to fit the system – be open to the idea that it may improve your program!
• Set clear expectations for all stakeholders.• Create simple and clear processes and follow them –
always!• Tailor your tools to the system• Build strong relationships and communicate with your
partners in other departments
D. Data Entry strategies and processes
York Catholic DSBHamilton Wentworth DSB
Sharing of Board PracticesProcesses and Training
Online• Students print registration form
from third party application
Paper• Student submit paper
registration form to Continuing Education Department
SMS• Registration manually entered
into SMS• Paper registrations filed
Online• Students register on third party
application
Paper• Student submit paper
registration form to Continuing Education Department
SMS• Registration transferred to SMS• Paper registrations filed
YCDSB Students EXTERNAL Students
REGISTRATION
Online RegistrationYork Catholic District School Board
- Data accuracy. - Almost real time access to registrations
in SMS.
- Walk in registrations - Parent's resistance to internet
transactions.- Part-time/temporary staff training in
use of SMS.
PROS
CONS
Need of Paper Registration Form?
Parent's digital signature?
Online registration for all students
Better integration between online reg.
app and SMS
IS staff trains Continuing Education staff in SMS IS staff sets up programs in SMS and schoolsIS staff develops training documentation on SMS
Continuing Education staff trains school staff in business process and policies Continuing Education staff do the data entry in SMS School staff enters attendance and inactivates student’s records
Maplewood trains Project Lead in new features and best practices in the use of the new features
Data Entry: York Catholic District School Board
ILE Program• On-Line Google form – challenges and learnings• Use of ERI Phase 2 funding to build database for ILE and
set up schools – since students will re-enroll in future terms• Summer/Next Year – Paper registration forms, data entry at
CCE. • Modified two CCE office positions to include Student Data
for this program and Correspondence/Self-Study• Have presented a case to CESBA for extra funding to
support data entry for ILE (request to the MoEd)
Data Entry Strategies and ProcessesHamilton Wentworth District School Board
Data Entry Strategies and ProcessesHamilton Wentworth District School Board
ILE Program• Site Supervisors support entry of attendance into
PowerSchool (upon integration), will be paid for a set time per class every two weeks/pay (expect 5 min per class). Alternative: Casual clerical come in for a day or two every pay period to manage the entry of attendance into PS for all classes.
• QUESTION – Possible creation of application similar to Parent Assist but that would allow parents to log in to their children’s profiles and register them for an ILE course – this could eliminate cross-enrolment from the Elem schools –would only allow for students from our board or who had attended previously to register on-line.
Data Entry Strategies and ProcessesHamilton Wentworth District School Board
Literacy/Numeracy Programs• We have used Google Forms with success to allow students to
register for Literacy/Numeracy programs in the summer• Principals and host teachers have access to the form responses
and can approve or decline students. Lists are sent to the home school Principals of the participating students for approval
• Schools must cross-enrol students to the courses on a go-forward basis – this requires partnership with the entire system
• QUESTION – can cross-enrolment from the home school take the place of Principal’s approval on a paper form?
Data Entry Strategies and ProcessesHamilton Wentworth District School Board
Literacy/Numeracy Programs• Sept-June programs are running at home schools and
students are invited by teacher/Principal to participate –currently paper forms are used and then forwarded to CCE. This process will be changing over the coming months.
TrainingHamilton Wentworth District School Board
• Establish the required outcomes and work with partners and stakeholders to build process to achieve them
• Review results regularly and change process as needed –communication is key!
• Look at the WHOLE process and don’t be afraid to make changes to the way program is delivered too
• Build relationships and work together on solutions• Our CCE Office Administrator is working as a Trainer with
IIT for a term and is supporting CCE by creating manuals specific to ContEd operation
TrainingHamilton Wentworth District School Board
• Reach out for support as needed – don’t be afraid to ask for help! There are lots of experts only too happy to share!
• We used our ERI funding (Phases 1 & 2) to hire a specialist at CCE to focus on ERI data entry, to identify what works, what doesn’t work and to support in building new processes. This worked really well and also allowed existing staff to learn and train and manage the old process in the parallel year while getting more comfortable with the change.
Sharing of Board Practices
E. Program Delivery and Eligibility Changes
Hamilton Wentworth DSB
Processes and Training
Program Delivery and Eligibility ChangesHamilton Wentworth District School Board
• Correspondence/Self-Study & eLearning –limits on HWDSB students
• Addition of more Night School course offerings• Changes to Adult Day School – dates and
elimination of upgrades• Changes to FASTtrack program – adding
Remediation component for PLAR preparation• Forms and tools
Contact info for follow up
Andrea [email protected]
Paula [email protected]
Deborah [email protected]
Angela Jarrett, and Jennifer [email protected], [email protected]
