End+of+Year+Procedures+2

**__Fall 2013 End-Of Semester __** **__Admin Console and Vendor Procedure __**  As the Fall 2013 semester draws to a close, we want to thank you for your participation in iLearnNYC this semester. There are some important steps to take to prepare for next semester and beyond:
 * __iLearnNYC __**
 * 1)  Final Grades
 * 2)  Course Closing/Removing Fall Courses in iLearnNYC
 * 3)  Reusing Courses from Fall 2013
 * 4)  Archiving Course Data
 * 5)  License Recovery for Transferable licenses in APEX and Compass

1. **Final Grades**: Schools should not close their iLearn courses until final course grades are entered in STARS. As always, your Network Academic Policy Point Person and Data Specialist are your recommended official resource and authority for all issues, questions, and confirmations regarding your School’s credit, promotion, STARS, and graduation decisions for all courses. We expect all our iLearn Schools to be informed, and comply with all standard and required NYCDoE Academic Policy and Practices on Course Management, Marking Periods, and Final Grade submissions to STARS or HSST.

The Admin Console has both a “Close Course” and a “Remove Course” command. 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.
 * 2. Close Course or Remove Course **
 * **Close Course: **

<span style="font-family: Verdana,sans-serif;">Be careful: This command will close and delete the Course COMPLETELY. No student work is saved, no student login or access data is saved, it is for use in addressing mistakes made in course creation.
 * **<span style="font-family: Verdana,sans-serif;">Re-Opening Closed Courses **<span style="font-family: Verdana,sans-serif;"> Schools may reopen closed courses from the current school year at any time, and all students will be reinstated
 * **<span style="font-family: Verdana,sans-serif;">Remove Course: Irrevocable **

<span style="font-family: Verdana,sans-serif;">If a Teacher has spent a lot of time customizing and editing a course that will be closed at the end of this semester, 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.
 * <span style="font-family: Verdana,sans-serif;">3. Copying Courses **
 * <span style="font-family: Verdana,sans-serif;">The course must be in finalized state
 * <span style="font-family: Verdana,sans-serif;">The course will not allow additional vendor content to be added
 * <span style="font-family: Verdana,sans-serif;">You will need to have the proper available licenses for all new students enrolled
 * <span style="font-family: Verdana,sans-serif;">Please use a name for the new course that is different from the original that says Spring 2014
 * <span style="font-family: Verdana,sans-serif;">Please check the course carefully after copying and report any discrepancies to your Implementation Manager.

<span style="font-family: Verdana,sans-serif;">We recommend that schools archive their student data, in both print and electronic formats. Here is a table with details on how to work with student data from both iLearnNYC and our External Vendors. ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">How students are using the program ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">How students are spending time within the program ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">How usage changed over time ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">How students are progressing to the 40-activity goal ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Which students are using the program after school and how they are spending their time ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Lexile changes – Summative ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Lexile changes over time ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">How students are performing on standards ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Reading performance changes over time ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Which students are on track for College and Career readiness || ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">The APEX Site Coordinator will run a School-Wide report, export to EXCEL, and save this offline. (paper copies are __ <span style="color: #ff0000; font-family: Verdana,sans-serif;">recommended __<span style="color: #ff0000; font-family: Verdana,sans-serif; line-height: 1.5;">optional <span style="font-family: Verdana,sans-serif; line-height: 1.5;">). ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">All Apex Archived data remains available for five years. || <span style="font-family: 'Times New Roman',serif; font-size: 10pt;">1 <span style="font-family: Verdana,sans-serif;">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. <span style="font-family: 'Times New Roman',serif; font-size: 10pt;">2 <span style="font-family: Verdana,sans-serif;">Objective Based Test Results – If a teacher implemented a PreTest – PostTest, this will show the results of each test and the growth from Pre to Post <span style="font-family: 'Times New Roman',serif; font-size: 10pt;">3 <span style="font-family: Verdana,sans-serif;">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 PreTest ||
 * <span style="font-family: Verdana,sans-serif;">4. Archiving Course Data **
 * **<span style="font-family: Verdana,sans-serif;">Vendor ** || **<span style="font-family: Verdana,sans-serif;">Archiving Process ** ||
 * <span style="font-family: Verdana,sans-serif;">iLearnNYC Learning Environment || <span style="font-family: Verdana,sans-serif;">Teachers export the iLearnNYC LearningEnvironment gradebook, and view and cut-and-paste attendance for each course. ||
 * <span style="font-family: Verdana,sans-serif;">Achieve3000 || <span style="font-family: Verdana,sans-serif;">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: Verdana,sans-serif;">Apex Learning || ● <span style="font-family: Verdana,sans-serif; line-height: 1.5;">Teachers export both the Student Progress Report and the Student Activity Course Report (Grade Book) to EXCEL.
 * <span style="font-family: Verdana,sans-serif;">Aries || <span style="font-family: Verdana,sans-serif;">Teachers export the iLearnNYC LearningEnvironment gradebook . and view and cut-and-paste attendance for each course. ||
 * <span style="font-family: Verdana,sans-serif;">Aventa || <span style="font-family: Verdana,sans-serif;">Teachers export the iLearnNYC LearningEnvironment gradebook . and view and cut-and-paste attendance for each course. ||
 * <span style="font-family: Verdana,sans-serif;">Carnegie || <span style="font-family: Verdana,sans-serif;">Teachers go to the Teacher Toolkit to run and export reports on student progress. There is no exportable gradebook. ||
 * <span style="font-family: Verdana,sans-serif;">Compass || <span style="font-family: Verdana,sans-serif;">Teachers must run and download reports for each student //before// they are removed from a class and at the end of the year (once students are removed from a course, it is impossible to retrieve the data!) Here are some of the reports that can be archived:
 * <span style="font-family: Verdana,sans-serif;">Education2020 || <span style="font-family: Verdana,sans-serif;">Teachers can run a “Group Progress Report” which can then be downloaded to EXCEL and serve as the class gradebook. ||
 * <span style="font-family: Verdana,sans-serif;">FLVS || <span style="font-family: Verdana,sans-serif;">Teachers export the iLearnNYC LearningEnvironment gradebook <span style="color: #ff0000; font-family: Verdana,sans-serif;">. <span style="font-family: Verdana,sans-serif;">and view and cut-and-paste attendance for each course. ||
 * <span style="font-family: Verdana,sans-serif;">FLVS Conspiracy Code || <span style="font-family: Verdana,sans-serif;">Teachers must run and download individual student reports. ||
 * <span style="font-family: Verdana,sans-serif;">Math XL || <span style="font-family: Verdana,sans-serif;">At the end of the school year, all teachers should export their class grades. A teacher does this by going into the MathXL for School gradebook, selecting Export __<span style="color: #ff0000; font-family: Verdana,sans-serif;"> Data __<span style="font-family: Verdana,sans-serif;">, selecting Advanced Export, and then following the on-screen instructions to export all student results. ||
 * <span style="font-family: Verdana,sans-serif;">Middlebury Powerspeak || <span style="font-family: Verdana,sans-serif;">Each gradebook view has a "Download Gradebook" 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 gradebook. Individual student records may be exported for additional documentation. ||
 * <span style="font-family: Verdana,sans-serif;">Write to Learn || <span style="font-family: Verdana,sans-serif;">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. ||

<span style="font-family: Verdana,sans-serif;">The un-enrollment process must be performed on **both** the Admin Console AND on the vendor side. <span style="font-family: Verdana,sans-serif;">Step 1: Un-enroll student in the Admin Console. <span style="font-family: Verdana,sans-serif;">Step 2: Either provide each student with afinal grade in the gradebook **or** the “Archive Student” process must be done for each student. <span style="font-family: Verdana,sans-serif;">Step 1: Un-enroll student in the Admin Console. <span style="font-family: Verdana,sans-serif;">Step 2: Un-enroll students in the Compass management screen. Be sure to export all student progress **before** removing/deleting student. Student work will be deleted and **cannot** be retrieved. <span style="font-family: Verdana,sans-serif;">Note: 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. Be sure to export student work before doing this.
 * <span style="font-family: Verdana,sans-serif; font-size: 12pt;">5. Apex and Compass Only: License Recovery **
 * <span style="font-family: Verdana,sans-serif;">Apex Only: **
 * //<span style="font-family: Verdana,sans-serif;">Note //**<span style="font-family: Verdana,sans-serif;">: 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 “Archive Student” process un-enrolls the student from all courses.
 * //<span style="font-family: Verdana,sans-serif;">Compass Only: //**