Ontario Continuing Education Reporting January 2016

Ron Spicer Product Manager, Regulatory Compliance PowerSchool Group LLC (636) 486-2278 ron.spicer@powerschool.com

Eric Metson Product Manager, Regulatory Compliance PowerSchool Group LLC (778) 430-6663 eric.metson@powerschool.com

Ariel Tribble Senior Product Manager, Regulatory Compliance, PowerSchool Group LLC (916) 288-1606 ariel.tribble@powerschool.com

AVAILABLE REGISTERS

PHASE 1 • 2014-07: Summer School • 2014-08: Correspondence/Self-Study/e-Learning*

• 2014-09: Adult Credit Courses for Diploma Purposes PHASE 2 • 2015-02: Literacy and Numeracy Program+

• 2015-03: Adult Native Language Instruction • 2015-03: International Languages Elementary * Legacy version available (for use prior to SY2015-16) + Parent/Guardian register targeted for release Q1 2016

REGISTERS ON STATE PAGE • The Registers can be found under report category Registers. • Multiple Schools can be selected when running a register from

district office. Click on both schools using the CTRL key and submit.

REGISTERS IN DEVELOPMENT • Literacy and Numeracy Program,

• Parent/Guardian Classes (Q1 2016)

COLLABORATION

• Monthly ON ConEd Sub-Committee Meeting • Second Wednesday • 1 to 2 pm (ET)

COMMUNICATION • POWERSCHOOL PRODUCT MANAGERS

• Eric Metson - OnSIS reporting • Ron Spicer - ConEd registers

COMMUNICATION • POWERSCHOOL PRODUCT MANAGERS • ON CONSORTIUM REPRESENTATIVES

Brant Haldimand Sue Deakin Durham Maureen Edwards Grand Erie David Abbey, Mark Windle Hamilton Wentworth Dawn Bennie, Gabe Kovacs, Pam Nielsen London Catholic Sandra Abell, Cindy Pentland Ottawa Catholic Diane Lochhead, Darlene Longchamps, Robin Rankin Simcoe County Pat Elogio, Rick Hodgkinson, Mike Van Hintum Simcoe Muskoka Eric Chudnoff, Kevin Cinnamon Trillium Lakeland Michael Bloom, Brenda McAdam, Erin Roswell Upper Canada Cynthia Doxtater, Laurie Marshall

COMMUNICATION • POWERSCHOOL PRODUCT MANAGERS • ON CONSORTIUM REPRESENTATIVES • PEARSON TECH CONTACTS

• RECEIVE NOTICE OF NEW RELEASES/UPDATES

COMMUNICATION • POWERSCHOOL PRODUCT MANAGERS • ON CONSORTIUM REPRESENTATIVES • PEARSON TECH CONTACTS

Brant Haldimand: Sue Deakin, Leslie Elliot Durham: Maureen Edwards, Larry Parks, John Stringer, Shirley Yourkevich Grand Erie: Ken Carter, Mark Windle Hamilton Wentworth: Don Blore, Naomi Barker, Gabe Kovacs, Pam Nielsen, Kelly Vander Marel London Catholic: Sandra Abell, Ross Luckhurst, Cindy Pentland Ottawa Catholic: Diane Lochhead, Darlene Longchamps, Robin Rankin, Patrick Yang Simcoe County: Pat Elogio, Rick Hodgkinson, Mike van Hintum Simcoe Muskoka: Eric Chudnoff, Kevin Cinnamon Trillium Lakeland: Michael Bloom, William Campbell, Terry Corbet, Karen Fraser, Rick Heid, Diane Jenkins, Brenda McAdam, Erin Rowsell Upper Canada: Cynthia Doxtater, Julie Robertson

TRAINING • ON Consortium members from own Board • PS Provincial Reporting Resources (PowerSource)

• Setup Guide • Report Guide • OnSIS Guide

CONTINUING ED

UPDATES & CHANGES (SINCE 2015-12-09)

ConEd: UPDATES & CHANGES SUMMER SCHOOL

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING • The "Completed Work Units/Lessons" tab of the

"State/Province - ON" page (admin portal) and the "Lessons/Work Units - Independent Study And Continuing Education Classes" page (teacher portal) have been changed as follows (PSSR-115077, Support Case 02342371):

- The "Number Of Lessons/Work Units Completed" column has been relabeled "Marks Entered". The field is also displayed in the header of the “Edit Completed Lessons/Work Units” page for each class enrolment. - A "Lessons/Work Units Completed" data entry field has been added to each row allowing users to enter the number of completed work units/lessons for a class enrolment without having to enter individual marks for each work unit/lesson. The field is also displayed in the header of the “Edit Completed Lessons/Work Units” page for each class enrolment.

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING • The “Edit Completed Lessons/Work Units” page (teacher

portal) has been changed as follows (PSSR-115105, Support Case 02342331):

- A drop down has been added at the top of the page containing the same list of students, in the same order, as the calling Lessons/Work Units page. When the page is loaded, the currently selected student in the drop down is that selected with the Choose Student link on the calling page.

- When the ‘Submit’ button on the page is pressed, data will be posted for the current student and the page will be re-displayed for the next student in the list, with that student now as the currently selected student in the drop down. If the page is at the bottom of the list, the next student will be the first in the list.

- A ‘Done’ button has been added to the page that, when pressed, returns control back to the calling Lessons/Work Units page

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING • The “Lessons/Work Units - Independent Study and

Continuing Education Classes” page (teacher portal) now includes independent study and correspondence/self-study/e-learning classes for staff designated as co-teachers. Previously, only classes for which the staff member was designated as a primary teacher appeared (PSSR-115706, Support Case 02364222)

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING • The report now uses

[S_ON_CC_X]NumberOfCompletedUnits, if defined and non-zero, to determine the number of completed work units for a class. If undefined or zero, the report will continue to count the number of [S_ON_CC_WKUNOLM_C] records (PSSR-115086, Support Case 02342371)

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING ADULT CREDIT COURSES TAKEN FOR DIPLOMA PURPOSES

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING ADULT CREDIT COURSES TAKEN FOR DIPLOMA PURPOSES LITERACY AND NUMERACY PROGRAM

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING ADULT CREDIT COURSES TAKEN FOR DIPLOMA PURPOSES LITERACY AND NUMERACY PROGRAM ADULT NATIVE LANGUAGE INSTRUCTION

ConEd: UPDATES & CHANGES SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING ADULT CREDIT COURSES TAKEN FOR DIPLOMA PURPOSES LITERACY AND NUMERACY PROGRAM ADULT NATIVE LANGUAGE INSTRUCTION INTERNATIONAL LANGUAGES ELEMENTARY • Changes have been made to the language types

(PSSR-115510): - Amharic, Bulgarian and Yoruba have been added - Pilipino has been changed to Filipino

ConEd: UPDATES & CHANGES COMPLETED LESSONS/WORK UNITS REPORT • A "Group Report By" option has been added:

"Student" (default) and "Class" (PSSR-113315)

• The report has been changed as follows (PSSR-115087, Support Case 02342371):

- The "# Completed" column has been relabeled "Marks Entered". The column shows, as before, the count of [S_ON_CC_S_WKUNOLM_C] records for a class enrolment. - A " Lessons/Work Units Completed " has been added. The column shows the value of [S_ON_CC_X] NumberOfCompletedUnits for a class enrolment.

ConEd: PENDING SUMMER SCHOOL CORRESPONDENCE/SELF-STUDY/E-LEARNING ADULT DIPLOMA CREDIT • Course number, section number, and course name are

added to the page header on the student detail page (PSSR-118306, Support Case 02379833, releasing 2016-01-22).

ConEd: PENDING LITERACY AND NUMERACY PROGRAM • Course number, section number, and course name are

added to the page header on the student detail page (PSSR-118306, Support Case 02379833, releasing 2016-01-22).

• The 2015-2016 version of the sample register is now printed on the first page of the report (PSSR-117032, releasing 2016-01-22).

ADULT NATIVE LANGUAGE INSTRUCTION • Course number, section number, and course name are

added to the page header on the student detail page (PSSR-118306, Support Case 02379833, releasing 2016-01-22).

• The 2015-2016 version of the sample register is now printed on the first page of the report (PSSR-117032, releasing 2016-01-22).

ConEd: PENDING INTERNATIONAL LANGUAGES ELEMENTARY • Course number, section number, and course name are

added to the page header on the student detail page (PSSR-118306, Support Case 02379833, releasing 2016-01-22).

• The 2015-2016 version of the sample register is now printed on the first page of the report (PSSR-117032, releasing 2016-01-22).

ConEd: PENDING COMPLETED LESSONS/WORK UNITS REPORT • When grouped by class, the class detail header line no

longer overlaps the page header (PSSR-117452, releasing 2016-01-22).

STATUS OF ERI REPORTING

PHASE 1

ERI REPORTING STATUS: PHASE 1 • CESBA ERI phase 1 survey • November 2015 • 55 ON boards provided responses

• 9 PowerSchool-using boards replied

ERI REPORTING STATUS: PHASE 1

ERI REPORTING STATUS: PHASE 1

ERI REPORTING STATUS: PHASE 1

WHAT POWERSCHOOL

CHALLENGES ARE YOU FACING

IN PHASE 1?

PHASE 1 CHALLENGES • Registers still in development in current year – this

makes it difficult to test (i.e. Literacy/Numeracy for Parents) ALL PAPER REGISTERS WERE PLACED INTO PRODUCTION IN ADVANCE OF TARGET DATES: 2014-15 - Phase 1 Development Year (credit) 2014-07: Summer School 2014-08: Correspondence/Self-Study/e-Learning

2014-09: Adult Credit Courses for Diploma Purposes 2015-16: Phase 2 Development Year (non-credit) 2015-02: Literacy and Numeracy Program+

2015-03: Adult Native Language Instruction 2015-03: International Languages Elementary

+ (Literacy/Numeracy for Parents scheduled for release Q1 2016)

PHASE 1 CHALLENGES • Smaller focus on the uniqueness of Con Ed

programming

Unsure of comment’s intent, clarification needed

PHASE 1 CHALLENGES • Summer school is difficult to manage with year end

process. Do you have any ideas on how we can manage this better?

If summer school is run on a production server the end of year process cannot be run until the conclusion of summer school. Several boards have decided to put summer school on a separate server to eliminate this issue.

PHASE 1 CHALLENGES • Correspondence/Self-Study/e-Learning - while we

have the option to enter in units marked now, how does PowerSchool determine what year these units will be submitted in when the courses span more than the current school year? Is there a way to manage this?

YES. Classes in PowerSchool do not span school years, they are associated with the term and year indicated by the scheduling term. If a particular course is to repeated or continued the following school year, it would be set up as a separate class (the “Course Continued” flag could be used) and both courses would be sent separately.

PHASE 1 CHALLENGES • Is there a way to manage historic course codes in

PowerSchool easily so they can be separated out for use by Con Ed schools only? Want all historic data in one place.

YES. Courses in PowerSchool are assigned by school and school year so it IS possible to have courses that are used by the Con Ed schools only.

PHASE 1 CHALLENGES • Sometimes feel that we are left on our own to manage

processes and “figure it out”

Many resources available: a. Board’s PowerSchool administrator(s) b. ON PowerSchool consortium meetings c. ON PowerSchool ConEd advisory meetings d. ON PowerSchool Setup, Reporting and OnSIS guides e. PowerSource Ontario Forum

PHASE 1 CHALLENGES • Many of the screens still reflect US based system

The ability to localize PowerSchool and change the text on the screen to be more “Canadian” has been available for many years. Your PowerSchool administrator can assist with this process. Localizations that have already been implemented by PowerSchool-using Boards can be easily exported for use by others.

PHASE 1 CHALLENGES • Constant criss-crossing of enrolment data. Many of our

students enrol in many different programs and it becomes cumbersome to keep track of transfer info when they withdraw from one program while still wanting to remain engaged in another. Do you have some ideas on how to alleviate that? Should we be enrolling into one holding school and then cross enrolling from there? This holding school would not report to OnSIS.

CORE ISSUE Issue arises when a cross enrolled student is transferred out of their home school (all records, including the classes at the cross-enrolled school are dropped). The desired functionality would notify the user that the student is cross enrolled and then provide them with an option to drop all records or transfer the enrollment to the cross-enrolled school and keep them in the class as active. It would also notify the cross enrolled school that this transfer has occurred.

PHASE 1 CHALLENGES • Storing of grades for cross-enrolled students. This is

a HUGE issue for our night school and summer school programs. Why can this not be done?

CORE ISSUE Boards need the ability to store marks for both cross enrolled and regular enrolled students.

ERI REPORTING:

MOVING FORWARD

MOVING FORWARD • Be able to test real time on registers and OnSIS

submissions

What is meant by “real time”? Clarification needed. Many boards have deployed test servers in order to perform pre-production testing of PowerSchool updates and/or provincial reporting.

MOVING FORWARD • What discrepancy reports are available in PowerSchool

to help us identify areas of concern in relation to OnSIS submissions? Mandatory fields missing reports when it comes to OnSIS? Are any of these reports available from PowerSchool? Many Boards have developed their own, but should this be a standard with the current product?

• Is all data required for OnSIS submission at year end currently being entered into PowerSchool correctly? How can we track/manage this?

The Ontario PowerSchool consortium took this (pre-submission validation report) under advisement some time ago; the consensus was that it would be time and resource consuming to create (actually duplicate) what the ministry already has in place.

MOVING FORWARD • Process mapping is key when seeking to understand

how current programs work and then fitting them into PowerSchool

Initial documentation was developed, maintained and distributed to Ontario boards (during the initial development of the registers) on the understanding that it would be remain in publication until all ConEd registers were released into production.

MOVING FORWARD • ERI Phase 2 will be difficult to manage in initial roll out

years. It is a massive amount of data entry work to implement

• Need information from the Ministry in order to set up reports and programs

These are Ministry-driven issues, need more clarification if the comments were misinterpreted.

MOVING FORWARD • Issue in PowerSchool when elementary students are

cross enrolled into a secondary program. Attendance cannot be tracked. Is there a way to correct this? Also, remediation programs run through multiple periods within the same day. How can we track attendance? Elementary only tracks by morning/afternoon - no period attendance.

YES. Attendance CAN be tracked in PowerSchool (at the secondary school), it also can be set via Attendance Preferences. Elementary attendance CAN be set up as meeting attendance, if desired.

MOVING FORWARD • Is there a way to create General Legislative Grants

(GLG) calculations which are submitted to the Ministry on a quarterly basis? Can we generate this information from PowerSchool? Right now we are pulling the data off the registers and manually inputting them. This “Course List Report” would need to pull data for all ConEd programs – including different school numbers and Midents.

YES. The plan is to incorporate this functionality into the OnSIS submission(s) as it appears that the “Course List Report” is being phased out.

MOVING FORWARD • Literacy/Numeracy for Parents is still an issue. Why

are we tracking this information by the student instead of entering the parent directly into PowerSchool and cross referencing the parent back to the child? How will we track attendance when the child is cross enrolled into the course? How will teachers know who the parent is? What about when parents transition into credit? They will now have two distinct identifiers in PowerSchool. This is messy…

The Ministry created/defined this method of reporting these classes. Attendance is tracked by class attendance. Two parent identifiers will not need to be maintained, only if a parent takes a credit-bearing class will they be assigned their own OEN (per Ministry’s directive). The system-generated identifier for the Literacy & Numeracy for Parents is for internal use only (to distinguish between parents/guardians).

MOVING FORWARD • JK-8 International Language program is a massive

undertaking. We could potentially have different schools attached to the same Mident number. Is PowerSchool equipped to combine all of this information by Mident number onto one OnSIS submission? How will this be done? Will it have to be run at the District Level or can the schools make this selection themselves? We currently have this same issue with Adult Credit.

YES. OnSIS (Summer School and Night School submissions) already functions this way. The report would need to be run from the Board (aka District) level.

MOVING FORWARD • What are the Ministry deadlines throughout the year

for Phase 2? Are they different from current Con Ed timelines? When will we have this information? When can School Boards begin testing?

OnSIS data must be reported annually, as are the ConEd registers. Most of these questions can only be answered by the Ministry, they establish and release all submission deadlines and related information.

MOVING FORWARD • Storing of grades for cross enrolled students. Why is

this not part of the current product? What are the barriers?

CORE ISSUE The ability to store grades for all students taking a class at a school (without going to each school to store the grades; i.e. students that are cross-enrolled from a regular day school to night school). Currently, when running the store grades process the user must store grades at every school in addition to the night school. When storing grades at the night school the process will only store grades for the students that are enrolled at that school. The proposed functionality would, when run from the night school, store grades for all students that are taking a class at that school for the specified time period.

MOVING FORWARD • CORE ISSUES

ASTER LALEMAN Director of Sales, Strategic Accounts & Global Markets 845-401-3178 aster.laleman@powerschool.com JASON SPRINGEL Senior Global PowerSchool Specialist 248-393-3302 jason.springel@powerschool.com

ONSIS CONED REPORTING

- THIS YEAR

- LOOKING FORWARD

QUESTIONS?

COMMENTS?

SUGGESTIONS?

Ron Spicer Product Manager, Regulatory Compliance PowerSchool Group LLC (636) 486-2278 ron.spicer@powerschool.com

THANK YOU!