EDI TrainingEDI Training October 2012October 2012

AlbertaAlberta

GUIDELINES FOR COORDINATORS ImplementationImplementation

EDI EDI Organization & AdministrationOrganization & Administration

EDI Completion MethodsEDI Completion Methods

Electronic – web-basedElectronic – web-based

Getting StartedGetting Started

School Authorities and schools informed & onsideSchool Authorities and schools informed & onside

Database template complete and returned to Database template complete and returned to OffordOfford

Parent consent lettersParent consent letters

Training logistics confirmed (dates, methods, etc.)Training logistics confirmed (dates, methods, etc.)

Phase 1 - ImmediatelyPhase 1 - Immediately

Database TemplateDatabase Template

Provided via email and OCCS websiteProvided via email and OCCS website

1) EDI Database Template (excel file)1) EDI Database Template (excel file)- collection of kindergarten class demographics- collection of kindergarten class demographics- teacher email addresses - teacher email addresses - - e-EDI Template.xls

2) EDI Instructions for Coordinators (word file)2) EDI Instructions for Coordinators (word file)- detailed instructions on how to accurately - detailed instructions on how to accurately complete the database templatecomplete the database template

- - Instuctions for Coordinators

EDI Database templateEDI Database template

School Authority: Coordinator:

Pleasant Mrs. Doubtfire dout@email.ca Johnny Appleseed 0015823 am

School Name

TeacherName

Child’s FirstName

Child’s LastName

Child’sASN #

Classroom Time

Child’s Gender Child’s Postal CodeChild’s Date of Birth Day Month Year

01 07 02 M L7N 2V6

TeacherEmail

OCCS receives the database from coordinator OCCS receives the database from coordinator *remove children’s names before sending, but keep *remove children’s names before sending, but keep a copy locally that includes the namesa copy locally that includes the names

OCCS assigns EDI identification numbers (unique for OCCS assigns EDI identification numbers (unique for each child) and teacher passwords for e-EDI systemeach child) and teacher passwords for e-EDI system

OCCS imports the data into the e-EDI systemOCCS imports the data into the e-EDI system

OCCS sends class list – including teacher logins/ OCCS sends class list – including teacher logins/ passwords and children’s EDI IDs – back to passwords and children’s EDI IDs – back to coordinatorcoordinator

Assigning EDI IDs & ImportingAssigning EDI IDs & Importing

OCCS receives the database from OCCS receives the database from coordinator with critical variables included coordinator with critical variables included

OCCS assigns EDI identification numbers OCCS assigns EDI identification numbers (unique per child)(unique per child)

e-EDI - Administrator imports the data into e-EDI - Administrator imports the data into the e-EDI system via the webthe e-EDI system via the web

Assigning EDI IDs & Importing/Printing Assigning EDI IDs & Importing/Printing

2 Class lists2 Class lists1.1. Class list from OCCS which coordinators use to Class list from OCCS which coordinators use to

create class listscreate class lists

One for each classOne for each classTo Include: EDI ID, School name, Teacher name, To Include: EDI ID, School name, Teacher name, Child’s local ID, date of birth, postal code and Child’s local ID, date of birth, postal code and gendergender

2.2. Teachers are to be provided with a second class list Teachers are to be provided with a second class list (coordinator or SB responsibility)(coordinator or SB responsibility)

To Include: Child’s Name, School name, Teacher To Include: Child’s Name, School name, Teacher name, Child’s local ID, date of birth, postal code name, Child’s local ID, date of birth, postal code and genderand genderThis list will be used to match with list provided This list will be used to match with list provided aboveabove

Cross Referencing Class ListsCross Referencing Class Lists

CLASSLIST GENERATED BY OCCSCLASSLIST GENERATED BY OCCS

School Name Teacher Name EDI ID School Name Teacher Name EDI ID ASN # DOB Gender Class Time ASN # DOB Gender Class Time

Valley School Mrs. XValley School Mrs. X 02900101102 75-02 14/09/99 f02900101102 75-02 14/09/99 f amamValley School Mrs. X 02900101103 75-09 07/04/99 mValley School Mrs. X 02900101103 75-09 07/04/99 m amam

Find the Find the EDI ID#EDI ID# from the questionnaire on this ClassList from the questionnaire on this ClassList generated by OCCS.generated by OCCS.

Cross-reference the corresponding Cross-reference the corresponding ASN #ASN # with the with the Local Class Local Class List.List.

CLASSLIST GENERATED LOCALLYCLASSLIST GENERATED LOCALLY

Teacher Name Child’s Last Name Child’s First Name ASN # DOB GenderTeacher Name Child’s Last Name Child’s First Name ASN # DOB GenderMrs. XMrs. X WalshWalsh CindyCindy 75-02 14/09/99 f 75-02 14/09/99 f

Mrs. X Mrs. X GaskinGaskin AshleyAshley 75-09 07/04/99 f 75-09 07/04/99 f

Mrs. XMrs. X RaosRaos RobertRobert 75-03 15/02/99 m 75-03 15/02/99 m

PHASE 2: December/JanuaryPHASE 2: December/January

You will receive a coordinators You will receive a coordinators package and teachers packages by package and teachers packages by

courier courier

EDI PackageYour EDI package will contain the following items bundled up for each teacher:

• EDI Guide

• e-EDI Manual

• Coordinator’s Teacher Training Inventory

e-EDI Package for Teacherse-EDI Package for Teachers

Offord will supply each local coordinator with Offord will supply each local coordinator with the following documents for distribution to the the following documents for distribution to the teachers…teachers…

e-EDI Teachers Instruction Manual

Teacher Information SessionsTeacher Information Sessions

Recommended items to cover at Teacher Recommended items to cover at Teacher Information SessionsInformation Sessions

Can be set up where teachers fill out Can be set up where teachers fill out questionnaires after trainingquestionnaires after training

If e-EDI computer labs are suggested for If e-EDI computer labs are suggested for trainingtraining

EDI Video (will be made available)EDI Video (will be made available)

Presentations (will be made available)Presentations (will be made available)

Alberta EDI Alberta EDI

Children with Special Education CodesChildren with Special Education Codes

Can only respond YES to one of the below Can only respond YES to one of the below questionsquestions

Must NOT be left blankMust NOT be left blank

Alberta EDIAlberta EDI

Alberta EDIAlberta EDI

Student statusStudent status

Child must be in class for at least one month and Child must be in class for at least one month and have consent from parentshave consent from parents

Alberta EDI GUIDEAlberta EDI GUIDE

EDI GUIDE

Alberta 2012/2013 Guide

Ashley GaskinAshley Gaskinagaskin@mcmaster.caagaskin@mcmaster.ca