GradeBook Year-End Meeting

1. GradeBookYear-End Meeting May 17, 2012

2. Welcome & Introductions • Name • District • Favorite Vacation Spot

3. Summer Rollover • Summer Rollover • Tentative – 3rd Week of July (17th or 18th) • Will be dependent on when we receive the release from Software Answers • Will send out email once the specific date has been determined • Estimating minimal downtime again this year – hoping to limit it to just one day!

4. Summer Rollover • What’s deleted? • Teacher’s, courses, and classes • Daily and period attendance records • Students’ addresses • Students’ homerooms

5. Summer Rollover • What’s Retained? • ProgressBook system settings • Parent/Student Access Website Administration settings • Parent/Student Access Website class home pages • Student, parent, and staff login account information • Student contacts and addresses with IEP’s • Named codes • Report Cards • Courses Associated with standards-based report cards • Student information • Assignment and homework banks • Lesson Plan Banks • Special Services district and user banks

6. Summer Rollover • Optional Scripts Available • Purge Assignment Bank • Deletes Assignments that are older than three years • Can adjust number of years at District’s Request • Purge Teacher Lesson Class History • Deletes lesson plans from lesson bank that are older than three years • Can adjust number of years at District’s Request • Enhancement Requests Submitted • Additional script to also purge Homework Bank • Ability for teachers to manage their own bank items

7. Year-End Reports • Reports cannot be generated until Rollover is Completed • Will schedule batch jobs to run between 3:00 p.m. and 8:00 a.m. after rollover is completed. • During this time the system will be operational, however, users may encounter slowness due to the processing requirements of the report generation jobs. • Typically takes 10 days to complete reports for all Districts • Notification will be sent once reports are available for download from FTP server • Instructions for downloading will also be attached to notification email

8. Year-End Reports • Class Progress Reports • Includes comprehensive class progress reports for all teachers and classes for the entire year

9. Year-End Reports • Period Attendance Report • Includes a file for each school building that has used Period Attendance. The reports lists the period attendance by reporting period for each student that had period attendance entered during the school year.

10. Year-End Reports • Enhancement Request Submitted • To also include a report that can be generated for each school building that has used Daily Attendance. Have requested it also include the daily comments that were entered for each student

11. Archiving Report Cards • No procedure available for MEC to mass archive the PB Report Cards for our Districts • Districts are encouraged to produce a copy for their records prior to the roll-over • Copies can be saved to a PC or server or can be burnt to a CD • MEC does maintain one previous years database online for all Districts

12. Back to School Checklists • Two Checklists for 2012/2013 • Back to School Checklist • Outlines all items that need to be done: • Before July 1st • Before integration can be turned on • After Rollover – Before first day of School • Checklist for ProgressBook Integration Startup Up • Outlines items that have to be completed before integration can be turned on • Signed form must be received before MEC will begin integration setup process • Please allow for up to two days for integration setup to be completed once form is received by MEC!

13. GradeBook Configuration Utility • Can eliminate a lot of start of year issues • Only available for those Districts that use Standards Based Report Cards • Can only be run for Active Report Cards • Mass sets Grading Scale Setup options for teachers who have courses attached to the report card the utilit is ran for • By default will only change classes currently set to Default Setup • Override option is available • Use Override Option with Caution!!!

14. Passwords • Password Expire every 350 days • Password expirations are a common issue at beginning of the school year • Passwords can be changed by teachers in ProgressBook (if enabled in District Features) • If password expires it must be re-set in DASL • Submit helpdesk ticket if you would like a mass re-set of passwords done for your District • New passwords can be sent as an email to the individual users or sent in a single file to whomever requests the re-set. Be sure to specify in the ticket which option you want.

15. Report Card Builder Sessions • Have completed two sessions • Session have went very well! • Still some Districts that have not registered – It’s not too late! • Two sessions still to come… • May 22nd – 3 seats still open • May 24th – 5 seats still open

16. Open Labs Scheduled • ProgressBook & DASL • 9:00 a.m. to 3:00 p.m. – MEC Offices • June 7th • June 12th • June 21st • July 12th • July 26th • August 8th • August 14th • August 16th • August 21st

17. Academic Content Standards • Used in GradeBook for Lesson Plans and Assignments • Can be managed by Administrative Users • Standards Maintenance section of Administrator Home Page • Are updated periodically – new update coming soon and will include new PE Assessments • Suggestions made to Software Answers on how the standards module could be improved

18. CA Unicenter Helpdesk • State provided Helpdesk System • ITC’s encouraged to use for all service areas • Required by DASL State Support and ODE • Used to measure ITC SLA Compliance and support volume • Benefits for use for both MEC and end users • Allows MEC to track volume of support • Faster response since tickets are viewable by entire team • Provides archive of issues and responses that is searchable by MEC and end users • Easier for MEC to escalate tickets when needed

19. CA Unicenter Helpdesk • Goal is to document all support requests through the Helpdesk for the upcoming school year • Please submit issues and questions via Helpdesk when possible • Provide as much detail as possible • (student, teacher, class, specific assignment, etc.) • If emails or voicemails are received, issue will be entered into helpdesk along with response • Don’t have a login yet? • Indicate your Name, Email Address, Phone Number, and District on Helpdesk Account Request Sheet being passed around • Webinar attendees please send email to pbteam@mail.mecdc.org requesting account creation. Please include above information. • Once account has been created we will send an email with your login information along with documentation on how to use Helpdesk

20. Contact and Listserv Updates • Please review the Contact List and the Listserv Subscriber List and indicate any changes that need to be made

21. VirtualClassroom – Summer 2012 • New online Learning Management System (LMS) • Will be aligned to State Academic Standards • Will be integrated with GradeBook • Will be offered at an Additional Cost • No cost structure has been released yet • Will keep you updated as additional information is received

22. Looking to the Future • New Security Module • Will be done in Phases • Will affect ALL ProgressBook Suite Products • DASL, ProgressBook, ParentAccess, Special Services, etc.. • Will require new process and procedures for creating/maintaining accounts • Will require training for District Staff who deal with creating and maintaining accounts • Will keep you updated as additional information is received!

23. 12.6 Release • Tentative Release Date – June 8 • Performance Improvements • Standards Based Grid Defect Fix • D5254 – When a user clicks the assessment column header on the Standards Based Grid, an error occurs if a withdrawn student has marks in the database and is hidden in the class roster. • Webinar – What’s new in 12.6? • June 7th – 2:30 p.m. to 3:30 p.m.

24. 13.0 Release • Tentative Release Date – August 3rd • Parent Access FULL Rewrite • PA Accounts – Phase I of new Security Module • All current accounts will change • New procedures for distributing account keys • Parents will self register and self manage • Student account side not determined yet • Will no longer will be able to lookup passwords

25. Beta Site Information https://beta.software-answers.com/ProgressBook/General/LoginForm.aspx • Teacher Accounts District ID:beta Username:Teacher 151 – Teacher159 Password:mec • Principal Account District ID:beta Username:Admin150 Password:mec

26. Software Answers Parent Access Demo

27. Questions?

28. Open Discussion Forum • Anyone have anything they’d like to discuss or share?

29. Enjoy your Summer!!!