End+of+Year+Procedures

__End Of School Year Procedures:__ __Course, Student, and Vendors__

 ===Dear iLearnNYC School Leader: As the school year draws to a close, we want to thank you for your participation in the iLearnNYC program. Here are some important steps to consider when you close your program for this school year and to prepare for the next school year: ===


 * 1) Entering final grades or releasing final grades
 * 2) Course Closing/Removing Courses in iLearnNYC
 * 3) Preparing Courses for Use Next Year
 * 4) Running SY Course and Student Data, and Student Progress Reports
 * 5) Preparing for Summer School, if applicable: License Recovery for Transferable licenses in APEX and Compass

1. Entering Final Grades: Schools should not close or remove their iLearnNYC courses until final course grades are entered in STARS and until all required reports and data have been extracted and archived.


 * iLearnNYC recommends that you work with your Borough Field Support Academic Policy Point Person and Data Specialist as your official NYCDOE resource and authority for all issues, questions, and confirmation regarding your school’s credit, promotion, graduation, and STARS decisions for all course. **
 * Please refer to our ACADEMIC POLICY Deck for clarity. **

// We expect all our iLearnNYC schools to be informed, and comply with the NYCDOE Academic Policy and practices on course management, marking periods, promotion and graduation criteria, credits, and final grade submissions to STARS or HSST. //

2. Course Closing/Removing Courses in iLearnNYC

**The Admin Console has both a “Close Course” and a “Remove Course” command. They are very different. Please understand the differences before executing.** This will close the course immediately and will not allow any further access by students to any part of the course including assignments and assessments. Teachers will still have access to the course for grades and metrics. Please make sure you have given students whatever warnings and alerts they would need to submit all required work, complete all content modules, quizzes, assignments, communications, projects, and submissions, and logged the hours online you will require to determine successful completion of your course. For courses which access external vendors, data must be extracted at the external vendor site before the course is closed or removed, or a student is unenrolled. See “Archiving Course Data” Chart below.
 * ** Close Course **
 * Re-Opening Closed Courses: Schools may reopen closed courses from the current school year at any time, and all students will be reinstated.

This command will close and delete the course completely. No student work is saved, no student log in or access data is saved, there is no trace left of the course, its content, or any of its data. It is for use only in addressing mistakes made in course creation.
 * ** Remove Course: This action is irrevocable (not recommended) **

3. Preparing Courses for the start of the School Year

The Admin Console will not be available from the end of summer school to beginning of September so that system may be updated for the new school year to include school summary pages and opening license totals. We recommend all courses be created as needed in each semester. If a teacher has spent a lot of time customizing and editing a course, a “clean” version of the course may be copied forward for use in next semester using the “Copy from Existing Course” option in the Admin Console during course creation. This option will open a menu of available past courses in your Program which were in the “Closed” state. Here are some rules:
 * Please check with your Implementation Manager if you intend to make use of this feature.
 * Copied courses will also copy the original vendor Master Course content and licenses, and will not allow additional vendor content to be added.
 * You will need to have the proper licenses available for all new students enrolled.
 * Please use a name for the new course that is different from the original, and includes “Fall 2016” in the name such as: Fall2016 Algebra I
 * Please check the course carefully after copying and report any discrepancies to your Implementation Manager.

4. Course, Student Data, and Student Progress Reports

School Admins should run school-wide reports and teachers should run reports on each of their classes. We recommend that schools run all reports necessary to document course data, such as assigned Teachers of Record, Co-Teachers, Certifications, curriculum units or modules, and content used. School Admins and teachers should also run all reports necessary to document time spent online or hours spent on each course. Student progress data like modules completed, assessments, discussions, forums, and all other aspects of student progress should likewise be documented. iLearnNYC best practices recommends school admins and teachers save these reports in both print and electronic formats consistent across all courses, to prepare for possible course audits or questions in future.

Please contact your Implementation Managers with questions about these procedures.

 ** Below is a table with details on how to work with student data from both iLearnNYC and our external vendors. **


 * __Entering Final Grades__: Schools should not close or remove their iLearnNYC courses until final course grades are entered in STARS and until all required reports and data have been extracted and archived. **
 * Vendor || Process  ||
 * iLearnNYC Learning Environment System (D2L) || Teachers go to the **How am I doing** tab; then click on **Enter Grades** to see the grade book for their classes and all student work submissions. Print out or export Student Progress Data and their iLearnNYC LMS Grade book. Teachers MUST also release the FINAL ADJUSTED GRADES for all students in order to award credit. Teachers should contact their Implementation Managers for assistance.  ||
 * Achieve3000 || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers can use the usage and performance reports to export data to Excel. They can track the following, for each class:
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">How students are using the program
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">How students are spending time within the program
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">How usage changed over time
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">How students are progressing to the 40-activity goal
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Which students are using the program after school and how they are spending their time
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Lexile changes – Summative
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Lexile changes over time
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">How students are performing on standards
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Reading performance changes over time
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Which students are on track for College and Career readiness ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Apex Learning || * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers export both the Student Progress Report and the Student Activity Course Report (Grade Book) to EXCEL.
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">The APEX Site Coordinator will run a School-Wide report, export to EXCEL, and save this offline
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">All Apex Archived data remains available for five years.

<span class="TextRun SCX5079652" style="color: windowtext; font-family: Verdana,sans-serif; font-size: 11pt; vertical-align: baseline;">Step 1: Teachers must provide each student that has completed the required amount of work with a final grade in the grade book. Students that have never logged in or have not completed the requisite amount of work must be referred to the Site Coordinator for manual withdrawal.

<span style="font-family: Verdana,sans-serif; font-size: 14.6667px;">Step 2: Un-enroll student(s) in the Admin Console. This second step must be completed in order to free up licenses so they can be transferred to other students.

<span class="TextRun SCX5079652" style="color: windowtext; font-family: Verdana,sans-serif; font-size: 11pt; vertical-align: baseline;">Note: A student may be enrolled in multiple courses. In order to free up the APEX license, the student must be unenrolled from ALL courses in the Admin Console.

<span class="TextRun SCX5079652" style="color: windowtext; font-family: Verdana,sans-serif; font-size: 11pt; vertical-align: baseline;">Same rule applies to the licensing on the APEX side. Students that have completed courses must be graded in all courses. ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Aventa || <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers must review the grade book for each of their courses; grade all submitted work and most importantly, Release Adjusted Final Grades for all students. Review the following guide for detailed directions.

<span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;"> ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Compass || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers must prepare, run, and download reports for each student before they are deleted from a class and at the end of the year (once students are deleted from a course, it is impossible to retrieve the data!) Here are some of the reports that can be extracted:
 * 1) <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Student Progress Report – this will show every activity completed by each student.  It will include their score and the time that it took to complete.
 * 2) <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Objective Based Test Results – If a teacher implemented a Pre-Test – Post-Test, this will show the results of each test and the growth from Pre to Post
 * 3) <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Learning Path Status Report – this will display how each student performed on the activities in the learning paths that were assigned by the system based on the student’s performance on the Pre-Test

<span class="TextRun SCX5079652" style="color: windowtext; font-family: Verdana,sans-serif; font-size: 11pt; vertical-align: baseline;">Step 1: Run required COMPASS reports and export all student progress data. If you delete student work all data will be deleted and cannot be retrieved.

<span style="font-family: Verdana,sans-serif; font-size: 14.6667px;">Step 2: Un-enroll student in the Admin Console. ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Edgenuity || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers can run a “Group Progress Report” which can then be downloaded to EXCEL and serve as the class grade-book.  ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">FLVS || <span style="font-family: Verdana,sans-serif; font-size: 14.6667px;">Teachers must review the grade book for each of their courses; grade all submitted work and most importantly, Release Adjusted Final Grades for all students. Review the following guide for detailed directions.

<span style="font-family: Verdana,sans-serif; font-size: 14.6667px;"> ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Math XL || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">At the end of the school year, all teachers should export their class grades. A teacher does this by going into the <span class="SpellingError SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">MathXL <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;"> for School grade-book, selecting Export Data, selecting Advanced Export, and then following the on-screen instructions to export all student results.  ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Middlebury Powerspeak || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Each grade book view has a "Download Grade book" link to export it as a CSV file. There are two types, one for the full classroom and another for individual students; the first is only accessible by teachers. It is recommended that teachers export the class grade-book. Individual student records may be exported for additional documentation.  ||
 * <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Write to Learn || <span style="font-family: Calibri,sans-serif; font-size: 6pt; vertical-align: baseline;"><span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Teachers can export a report of their own classes using the Class Overview report.  The exported file is in comma-separated value format.  It provides student performance data on the classes and assignments the teacher has chosen.  ||

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<span style="font-family: 'Segoe UI',Tahoma,Verdana,sans-serif; font-size: 8px;">** <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">5.Preparing for Summer School: License Recovery for Transferable licenses in __APEX and Compass__ ** =


 * <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">Note: Licenses purchased during the summer will expire in the middle of August **


 * <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">In order to recoup or recover licenses, the un-enrollment process must be performed on both the Admin Console and on the vendor platform. **

<span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">**Each side is independent of the other and you each must be reconciled - when you un-enroll from one you must un-enroll from the other. You must have enough licenses in order to enroll new students.**


 * <span class="TextRun SCX5079652" style="font-family: Verdana,sans-serif; font-size: 11pt;">WARNING to Admins: A student may be enrolled in multiple courses. In order to free up the license the student must be removed from all courses. Only the “Delete Student” function (accessible by administrator only) will un-enroll the student from all courses. This is irrevocable and all student work will be deleted. **