Start of School Year Setup This One 4

Starting the School Year with Datacation:
Best Practices for New Visions Schools
Version: 1.0
Last Updated: 8.19.11
For Administrators, Data Specialists & NV Staff
What is Datacation?
Datacation is a comprehensive web-based, student data management system comprised
of 5 Portals with an array of tools enabling educators, parents and students to track
student progress toward graduation and college readiness.
Summer 2011 System Changes
Skedula 2.0 & Pupil Path
The Teacher Portal
The Report Card Portal
• New look and feel
• Greater administrative controls
• Standards based grading option
• Pupil Path will support new
features in Skedula 2.0
The Accountability Portal
• Several new reports
• Data visuals--graphs and charts-for every report much like the NV
Data Tools
The Data Tools Portal
The Parent & Student Portal
Key Points on Infrastructure
To ensure accurate and up-to-date data schools must take ownership of the system to
ensure it is properly set up and maintained.
Schools who take ownership:
Set protocols for data maintenance responsibilities of staff
Provide opportunities for key staff be trained on Datacation so there is a clear
understanding of how the system needs to be maintained to support school work
Run DataExtractor according to NV protocols to ensure all data is up-to-date
Turn-key trainings by disseminating key information to relevant staff on a regular
Assist teachers in managing their online grade books in a way that is consistent with
a school-wide grading policy
Ensure teachers have regular access to Datacation and other data platforms
Set goals for usage and track progress in meeting those goals
Key Points on Infrastructure (cont.)
To support Datacation, we recommend that at the beginning of the school year:
School leaders identify a Data Specialist who will be responsible for following NV protocols on
system maintenance. This includes ensuring that the DataExtractor is run regularly .
School leaders identify a Skedula Specialist who will be responsible for providing direct support to
teachers regarding gradebook management.
This is especially relevant for schools that mandate use of the Skedula gradebook, and/or
where Datacation is used to support specific grading policy.
Key staff including the Data/Skedula Specialist/s attend the start of the year training.
School leaders alongside the Data Specialist/s collectively outline a clear plan for how the system
will be used in their school and conduct the setup process together.
This is especially relevant because the new system allows for greater administrative control,
including the ability to set rules for how it is used by teachers and other staff.
School leaders communicate their plan to school personnel and provide training if necessary.
Goals for this Presentation
1. To demonstrate how Datacation is set up at the beginning of the school year
2. To inform administrators of the multiple options they have in customizing
Skedula 2.0 to support certain grading policies
3. To provide step-by-step instructions on how to perform key actions
4. To outline what schools must do to ensure that the data in Datacation
remains accurate and up-to-date over the course of the school year
We will also outline the Technical Assistance & Support services available to New Visions schools.
Be advised:
Wherever you see
icon that means there is a downloadable Quick Guide available with more
Wherever you see
icon that means there is a downloadable Power Point Presentation
available with more information.
System Set Up Checklist
Datacation cannot be set up without input from the Principal and school leadership.
This 10-step school set up process should be completed collectively by the school’s Data Specialist,
Principal, APs and other school leaders.
1 • Finalize Master Schedule in HSST including the Teacher Reference Table
2 • Install the Data Extractor tool & Run a Full Force Sync
3 • Verify user registration and set user rights
4 • Verify and upload relevant school information
5 • Assign course codes and edit courses (if necessary)
6 • Understand your grading options
7 • Set marking period dates, course category weights and valid grades
8 • If using Standards Based Grading, upload school standards tree (and lock)
9 • If using Standards Based Grading, assign standards to courses (and lock)
10 • Provide resources and training for teachers (if necessary)
Installing the Data Extractor
Datacation connects directly to HSST & ATS databases via the Data Extractor. Every time you run the
Data Extractor, Datacation pulls the most up-to-date HSST/ATS files into the system. Running the
Extractor regularly over will keep the Datacation system working optimally over the course of the
school year.
Important information regarding installation:
You must install the Data Extractor on a computer that uses an Admin Line (VLAN2). If
your computer can connect to HSST or ATS, it is on the proper line
Do not install on the HSST Client!
To install the Data Extractor:
• and click “Launch” OR,
Log into Skedula and Click “Administration”  “Data Status”
If nothing happens, you need to install .NET Framework 3.5 and Windows Installer 3.1
on the computer
To do this you must login as the local administrator.
If you need the password, speak to your school's IT Tech.
Otherwise, contact the Datacation team at 866-817-0726 or at [email protected]
Uploading Files through the Data Extractor
Once your Master Schedule and Teacher
Reference Table are complete and your Data
Extractor is installed, you are now ready to
upload data into Datacation!
To do this: Click “Run Force Full Sync” from the Sync
Wizard or File Upload Screen.
You will be prompted to enter your ATS and HSST (if the
school uses HSST) passwords
A Full Force sync will pull the latest version of your HSST/ATS
Auto Sync will refresh any files that have been modified
since the last Full Sync.
The File Upload Screen
Verifying Your Data Upload Was Successful
Once the Data Upload is complete, the next step is to verify the upload was successful.
To do this: Log into Skedula 2.0  Click “Administration”  “Data Status”
The Data Status page populates a File Log. From this page you can view:
The name and description of each file
If there were any errors in uploading files during your last sync
(Marked by an X)
The date each file was last synced
How old each file is
Look through the logs to ensure all the files were uploaded successfully.
For the first two weeks of school, New Visions recommends you run a Full Force
Sync once a day in order for Datacation to catch any programming or scheduling
changes you make in HSST.
For Help: Contact Datacation tech support 866-817-0726 or
[email protected]
Verifying User Registration & Setting User Rights
Once your data is uploaded, the teacher reference table from HSST is automatically pulled into the
system. You need to verify that this information is accurate and set user rights for your school
population. There are default user rights set based on user Account Types (Teacher, Administrator
Staff). You can change these default settings for an individual user or group.
To do this: Click “Administration”  “User Accounts”
A list of your User Accounts will appear
From this page you can add a new account or edit an account
To Edit an account click on the
Pencil Icon; from here you can:
o Add an Alternative E-mail
o Change Job Titles & Account Types
o Delete User/s
o Reset & E-mail User Passwords
o Modify User Rights
See “Setting User Rights” Quick
Guide for more information.
Verifying & Uploading School Information
The next step is to verify that your school information is correct. You also have an opportunity to
upload a school logo. This information is linked to PADS and will be used in creating report cards.
Optional: Create events on the school calendar and upload files that can be shared with the entire school.
Verifying School Info: Click “Administration”  “School Info”
Verify your school address and contact information is correct
Upload a school logo (that will be shown on report cards)
Managing the School Calendar: Click “Account”  “School Calendar”
1. Add events to the School Calendar
2. Categorize events by type (Announcement, School Closed, Meeting, School
Staff Only)
3. Anything on the School Calendar is public to all users unless the event is
categorized as “School Staff Only”
Uploading School Files: Click “Account”  “File Manager”
1. Click “Upload File”  “Browse for Files”
2. Upload to “School Shared Files”
3. Anything uploaded to the School Shared File folder is public to all users and
downloadable (common rubrics, field trip forms, parent letters, etc.)
Assigning Course Codes & Editing Courses
Need to ask Peter about this.
To Include:
Course Codes
Course User Assignments
Course Names
Grading Controls in Skedula 2.0
In Skedula 2.0, administrators (if they so choose) have greater control over how teachers set up and
manager their online gradebooks. It is important that school leaders know what controls they have
so they can make smart decisions about what rules to set.
Specifically, administrators have the power to:
Lock Marking Period dates for a particular course, group of courses, or the whole school.
If Marking Period dates are not locked, teachers will have the ability to choose their own marking
period dates for each of their courses.
Lock Course Category weights for a particular course, group of courses, or the whole school.
If Course Category weights are not locked, teachers will have the ability to choose their own
weights for each of their courses.
3. Lock Valid Grades for a particular course, group of courses,
or the whole school. If Valid Grades are not locked, teachers
will have the ability to enter any grade in their gradebooks.
Controlling Marking Periods & Course Categories
To do this: Click “Course Settings”  “Course Categories”
Choose your Marking Period dates & check “Lock Marking Periods”
Fill in the table with your Course Categories and Weights & check “Lock
Categories” and/or “Lock Weighted Categories”
Click “Save to…”
Save to one course, a group of
courses, or entire school.
Choose dates.
TIP: You can also create a
category that is not assigned
a percentage of the overall
grade. This is features is
especially useful for things
like baseline and formative
assessments that you want
to track over time but that
are not graded.
This locks the assignment categories teachers can choose.
This locks marking period dates.
This locks the weighting percentages of each assignment category.
Two Types of Grading in Skedula 2.0
In addition to greater administrative controls, Datacation has also added a new grading option this
year. There are now two types of grading in Datacation—Traditional (Single Assignment) Grading and
Standards Based Grading. Schools may choose to use only one option or engage in a combination of
Traditional Single
Assignment Grading
• Teachers provide single grade on each
• Single grades on each assignment are
averaged for each category (Homework,
Classwork, Test, etc.) and the overall Course
Grade is calculated using category weights.
Standards Based Grading
• Teachers attach standards to each assignment
and assess student performance along each
• Student grades on each standard are
calculated for each category using an
Outcome Formula. The overall Standard
Grade is calculated using category weights.
Schools can lock teachers out of either grading option (See Quick Guides for more information).
IMPORTANT: If you are considering using Standards Based Grading please
e-mail [email protected] for additional support & training.
Controlling Valid Grades (Single Assignment Grading)
To do this: Click “Course Settings”  “Valid Grades”
Controlling Valid Grades (Standards Based Grading)
To do this: Click “Course Settings”  “Valid Standard Grades”
Outcome Formulas in Standards Based Grading
Uploading Standards to Your Tree
Assigning Standards to Courses
Key Teacher Actions
To Include:
Creating Assignments
Viewing Student Potfolios
Grading Assignments
Grading Icons
Taking Attendance
Maintaining Accurate & Up-To-Date Data
Support Materials & Technical Assistance
Frequently Asked Questions

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