SDS SDS -- Student Tracking UpdateStudent Tracking Update

SIS User SymposiumSIS User SymposiumMay 3, 2007May 3, 2007

Keeping Kids in School /Keeping Kids in School /Student Tracking UpdateStudent Tracking Update

Joan Nielsen, Provincial RegistrarJoan Nielsen, Provincial Registrar

Status of SystemStatus of System

System is fully operational and highly System is fully operational and highly populatedpopulated–– Enrolments and withdrawals for all students Enrolments and withdrawals for all students

across all school types.across all school types.–– Since September 2006 percentage of First Since September 2006 percentage of First

Nations students in database has increased from Nations students in database has increased from 65% to 88%.65% to 88%.

Not ReNot Re--enrolled Report function available to enrolled Report function available to all schoolsall schools–– Is transition to another school successful?Is transition to another school successful?–– FollowFollow--up where required.up where required.

What Have We Learned? What Have We Learned? (Saskatoon pilot)(Saskatoon pilot)

Developed and communicated Developed and communicated guidelinesguidelinesIdentified and corrected data issuesIdentified and corrected data issuesNetworked with other service providersNetworked with other service providersBegun to clarify roles: provincial, Begun to clarify roles: provincial, regional, local.regional, local.

How Are People Using the How Are People Using the System?System?

Enables enrolment in timely mannerEnables enrolment in timely mannerProvides access to Academic Record.Provides access to Academic Record.Enables schools to identify students Enables schools to identify students not making successful transition.not making successful transition.Practical examples of benefitsPractical examples of benefits

Feedback:Feedback:

In P.M. breakout session In P.M. breakout session –– brief brief discussion / feedbackdiscussion / feedbackExpectationsExpectationsBenefitsBenefitsHow can tools be refined to better How can tools be refined to better assist you?assist you?

Discoverer ReportsDiscoverer Reports

Ken Feltin, Assistant RegistrarKen Feltin, Assistant Registrar

Data Warehouse Data Warehouse

student information stored in a student information stored in a separate areaseparate areavarious reports created using this various reports created using this informationinformationyou are doing valuable work to ensure you are doing valuable work to ensure quality informationquality informationdata supports other initiatives data supports other initiatives –– CIFCIF

ReportsReports

Secondary Level Statistics ReportSecondary Level Statistics Report–– Enrolments, graduations, credits attainedEnrolments, graduations, credits attained–– Marks Marks –– accredited and nonaccredited and non--accreditedaccredited–– Mark distributionsMark distributions–– Courses offered Courses offered -- schools, studentsschools, students

Other Reports Other Reports –– to support CIF, to support CIF, IndicatorsIndicators

Future WebFuture Web--based Reportsbased Reports

school divisions will have ability to run school divisions will have ability to run these reports from the warehouse these reports from the warehouse

SDS UpdateSDS Update

Charline Wilson, Project AnalystCharline Wilson, Project Analyst

Where are we?Where are we?

Coordination of efforts since rollCoordination of efforts since roll--out in out in fall of 2004fall of 2004Listening and responding. Listening and responding. Refining the system to best meet all Refining the system to best meet all the needs identified.the needs identified.Long term sustainabilityLong term sustainabilityDeveloping a shared understanding of Developing a shared understanding of the role SDS Support representative the role SDS Support representative plays Division levelplays Division level

Integration PiecesIntegration Pieces

Released V2.0 of SDS schemaReleased V2.0 of SDS schema–– Additional functionality / data retrievalAdditional functionality / data retrieval–– Not yet fully exploited Not yet fully exploited

Can Real Time be expanded?Can Real Time be expanded?–– Viable max file size?Viable max file size?–– Would increase potential for real time Would increase potential for real time

exchangeexchange

System PiecesSystem Pieces

Student Search Student Search Student Enrolment Student Enrolment New StudentNew StudentRegistration Screen / FlowRegistration Screen / FlowBusiness RulesBusiness Rules

Student SearchStudent Search

Student EnrolmentStudent Enrolment

New StudentNew Student

Class RegistrationsClass Registrations

Class Registrations Class Registrations contcont’’dd

Business RulesBusiness Rules

Entry date Entry date –– to change or not to to change or not to change?change?Entry type Entry type –– more auto resolutionmore auto resolutionNew Student allowed if dept # existsNew Student allowed if dept # exists

Changes outcome not interfaceChanges outcome not interface

Reporting Pieces Reporting Pieces

Active Student/Summary EnrolmentActive Student/Summary Enrolment–– Students with active grade enrolmentStudents with active grade enrolment–– Current and past yearCurrent and past year

Active Students with No Current GradeActive Students with No Current GradeNot ReNot Re--Enrolled Enrolled –– Will continue to stress importance of reportWill continue to stress importance of report–– Status flag set at dept level once school responds Status flag set at dept level once school responds

to a student entryto a student entry

Student ProfilesStudent Profiles–– Address Address ‘‘time outtime out’’ issues, length, selectionissues, length, selection

Locally Developed Courses reportLocally Developed Courses report

Student ProfilesStudent Profiles

Profile Report StatusProfile Report Status

Understanding Transfer ProcessUnderstanding Transfer Process

Simple procedure document can go a Simple procedure document can go a long waylong wayUnderstand the data transfer optionsUnderstand the data transfer options–– Troubleshoot many errors due to Troubleshoot many errors due to ‘‘oldold’’

data being sent and resent.data being sent and resent.

If you donIf you don’’t know, ask. t know, ask. Small knowledge gapsSmall knowledge gaps

Understanding RelationshipsUnderstanding Relationships

SDS Web Application and Electronic Data SDS Web Application and Electronic Data Transfer Transfer -- same database. same database. Different views Different views –– different entry pointsdifferent entry pointsKnowledge gaps are small but significantKnowledge gaps are small but significantSDS Web Application basicsSDS Web Application basics

A few simple screens (Student Enrolment) A few simple screens (Student Enrolment) vastly improve ability to resolve errorsvastly improve ability to resolve errors–– Resolving errors from past years.Resolving errors from past years.

Example:Example:

Grade enrolment failed due to birth Grade enrolment failed due to birth date error date error Sent birth date change Sent birth date change DoesnDoesn’’t fix failed grade transactiont fix failed grade transactionStudent doesnStudent doesn’’t show on active t show on active summary enrolmentsummary enrolmentOften errors from previous yearOften errors from previous year1 hour+ analyzing, 1 minute to correct 1 hour+ analyzing, 1 minute to correct using Student Enrolment screenusing Student Enrolment screen

Student EnrolmentStudent Enrolment

Active Students Active Students Grade EnrolmentsGrade Enrolments

Student has been enrolled but NO current Student has been enrolled but NO current grade and school yeargrade and school year–– Will NOT show on Active Student/Summary Will NOT show on Active Student/Summary

EnrolmentEnrolment–– Request for next release: Report on Active Request for next release: Report on Active

Students with No Current GradeStudents with No Current Grade

Grade and school year for each year student Grade and school year for each year student enrolledenrolledNecessary for database integrity and Necessary for database integrity and reporting at ALL levels.reporting at ALL levels.

Data is CumulativeData is Cumulative

Database is NOT refreshed every yearDatabase is NOT refreshed every yearJust like school based data it builds Just like school based data it builds year to yearyear to yearLargely based on school yearLargely based on school yearData submissions reflect changesData submissions reflect changes

Data Cycle Data Cycle –– TimelinesTimelines

Grade EnrolmentsGrade EnrolmentsAdvance students to new grade and school yearAdvance students to new grade and school year–– Mass ReMass Re--Enrolment function on SDS webEnrolment function on SDS web--applicationapplication

New EnrolmentsNew EnrolmentsWithdrawalsWithdrawals–– Mass ReMass Re--Enrolment allows for withdrawalEnrolment allows for withdrawal–– Students completing highest grade in school, that is NOT Students completing highest grade in school, that is NOT

Gr. 12Gr. 12Withdraw as of June 30 Withdraw as of June 30 –– July 31.July 31.

–– School year runs August 1 School year runs August 1 –– July 31July 31

<SEPTEMBER 15TH DEADLINE ><SEPTEMBER 15TH DEADLINE >

Data Cycle Data Cycle –– Timelines Timelines ……

Class Registrations Class Registrations –– MidMid--October for Educator ProfileOctober for Educator Profile–– MidMid--October for 1st Department Exam sessionOctober for 1st Department Exam session

Marks Marks Demographic Changes (address, phone Demographic Changes (address, phone number, contacts)number, contacts)–– If you need to prioritize If you need to prioritize –– transcriptstranscripts

Ongoing Admissions/Withdrawals/ChangesOngoing Admissions/Withdrawals/Changes–– Standards of PracticeStandards of Practice

SDS SupportSDS Support

GOAL: GOAL: Using knowledge gained from Saskatoon Pilot Using knowledge gained from Saskatoon Pilot and ongoing experience, empower Division and ongoing experience, empower Division SDS Support to resolve most issues.SDS Support to resolve most issues.

Continue to assess support at all levels:Continue to assess support at all levels:–– DepartmentDepartment–– RegionRegion–– DivisionDivision

Division SDS SupportDivision SDS Support

SDS Support SDS Support –– User representationUser representation–– IT representationIT representation

Develop shared understanding of roleDevelop shared understanding of role–– Supports that existSupports that exist–– How is it working / refinementsHow is it working / refinements–– Feedback will be requested P.M.Feedback will be requested P.M.

RegistrarRegistrar’’s Handbooks Handbook

Find at Find at www.learning.gov.sk.cawww.learning.gov.sk.ca>Teachers and School Administration>Teachers and School Administration

>Provincial Exams >Provincial Exams

Section 3 Student Tracking and SDSSection 3 Student Tracking and SDS–– Data, Privacy, SecurityData, Privacy, Security–– Data transferData transfer–– SupportSupport–– Training Training –– ReportingReporting

Data Submission Timelines and MOREData Submission Timelines and MORE……..