District Portal User Manual - e
Contents
1. Chris Smith chrisa1 hotmail coma Test Ahmed ahmed_khursheed hotmail co g mi F a hh A jiji Reload Later this manual reviews how the District Administrator can create new or edit existing users at various levels activate inactivate them and reset their passwords if necessary 2 7 3 Data Tab Data tab enables you to view and edit the schools and classes e g This is also the tab that will be used to upload class lists discussed later Profile Users Data Custom Questions Reports FAQ links Click here to open lower level 43 St Clair 001 oe District name and Distict ID generated by UCLA LJ 132 AM 01 LJ 1224 AM 02T an Francis 002 School name and ID auto assigned LJ Test Date School 1 003 Martin Luther King Primary 00 4 C tester 005 Class names and IDs auto assigned School District Portal User s Guide Page 11 DRAFT January 12 2010 2 7 4 Custom Questions Tab This tab enables the District Administrator to enter up to five questions specific to this distract that will be presented to the teachers under Section E of US e EDI questionnaires For each question it is possible to select the type of responses to be presented ranging from a simple Yes No response to selecting a number from 1 to 10 as illustrated below Profile Users Data Custo2. Days absent due to illness since start of school year district School District Portal User s Guide Type Numeric String Numeric Numeric Text String String String Mumeric Numeric String String Numeric Numeric Numeric Numeric Numeric Value and label 4 digits include leading zeroes 100 characters 50 digits 1 Private church relabed 2 Private mot church related 3 Public 4 Public Alternative Public Bureau of Indian Education B Public Charter T Public Magnet 8 Public Special Education 32 Other 50 characters 50 characters 50 characters 50 characters 1 AM z PM 3 all day 4 other 50 digits 1000 characters 1000 characters 5 digits 4 digits mim dd yyyy 3 digits 3 digits Page 26 Drop down menu Mot accessible to UCLA Yes Mot accessible to UCLA Yeg Mot accessible to UCLA Yeg Uploaded from district onto Checklist Mo unittapartment numbers Uploaded from district onto Checklist Uploaded From district onto Checklist question qal Uploaded From district onto Checklist question gaz Illl Yes Yeg Yeg Hotes Restricte Locked not editable by UCLA DRAFT Appendix C EDI Sample Data Spreadsheet for Input Data This is an example of a data spreadsheet filled out by the District Administrator consisting of two schools teachers classes and students from a single District All data must be carefully entered and must be complete and err
3. THE SCIENCE FORA BETTER START DRAFT US EDI Early Development Instrument A Population Based Measure for Communities School District Portal User s Manual RVL W UCLA CENTER FOR HEALTHIER CHILDREN FAMILIES AND COMMUNITIES The UCLA Center for Healthier Children Families and Communities under license from McMaster University is implementing the Early Development Instrument with its sub licensees in the US The EDI is the copyright of McMaster University and must not be copied distributed or used in any way without the prior consent of UCLA or McMaster University For questions regarding licensing email USEDI mednet ucla edu McMaster University The Offord Centre for Child Studies January 12 2010 1 2 3 4 5 6 7 CONTENTS US EDESy Seni OV CL V16 W esssiasececcesseatesiasececcvsssectesasavecdvasectestesaveccuasceedssasaceekeacsstessesaceeseasceeasiase 2 EIUS E ona a a a a sasmia acsenaientaaoed 3 EIRO a A A 3 E Ditas are an LOW a E a oso aa a eid a vee ea ad eeeeansees 6 ACCESSING The EDI Systemi osses rearen raaa E ER TE N EAE EEE E NESNA 7 kkoendnS UCLA Disthict Contact Iniormaton nisasie e aceon 7 22 IRECISM AM OM E M al e E S 7 ZOVES LOS Maoa a it etediied alucat anit 7 24 Buterime Distt Cl P Oral erie e ea Yenwee tu Go sau cteaadh veuGasenenasa nauk egalate a vende wetoanmueenveunisiugabameavense aes 9 2 5 Accepting Electronic Consent to use the SYSteM ccccccssssssse
4. US EDI allows easy navigation through this hierarchy as most screens have buttons to go to the lower level or the higher level screens Lower level data can exist only if the parent is present 1 e the District must exist before School data for that District can be entered ues There can be multiple District Distri istricts Each District can have many School schools Each school can have multiple teachers Teacher Each teacher has one Teacher teacher profile and may have Feedback Glass multiple classes Form Each class has many students Child Each child can have only one EDI questionnaire with 6 sections Checklist Section A Section B Section C Section D Section E Fig 1 Hierarchy of data in e EDI Please Note Deleting data at any level automatically deletes all the lower level data For example if you delete a teacher all the related classes Children and their EDI data is deleted Use Deletion with great care School District Portal User s Guide Page 6 DRAFT January 12 2010 2 Accessing the EDI System 2 1 Sending UCLA District Contact Information In order to generate a user account for the District Administrator and the District IT Administrator it is first necessary for the District to send UCLA the relevant District Contact Information full names email addresses and phone numbers from each school district administrator Please send this information to USEDI mednet ucla edu 2 2 Reg
5. e fe drop down list f School Assigned Class ID 102 Class Time AM e SchoollD Click on Create to complete the creation of a Class S 2009 UCLA EDI School District Portal User s Guide Page 19 DRAFT January 12 2010 Step 5 Follow the steps illustrated below to create a Teacher District Portal District Hamilton Wentworth ki Open the District Fortal screen and Profile Users MDa FAQ click on Users Click on New to create a new user A New User Last Name window will open oe T e enter all the pertinent information selecting the Role School name from a drop down list Contact Number Send Activation Email St Clair 001 St Frands 002 Test Data School 1 003 Click on Create 2009 UCLA EDI button to Note If you check M on Send Activation Email a message will be sent out to the Teacher inviting her him to login and start entering EDI data You may wish to wait until all data has been created and verified before you activate the teachers at a later time School District Portal User s Guide Page 20 DRAFT January 12 2010 Step 6 Follow the steps illustrated below to create a Student Child Reminder It is possible to skip this section and leave the student level data entry to the teachers though this does significantly increase teacher data entry time before they are able to begin completing an EDI on each student in their cl
6. have access to multiple schools If a teacher does teach at multiple schools the only workaround would be to use a different e mail address for the teacher in order for them to access the other school s Home About Support Portal Welcome Chins Smith Logout District Portal E 1 Select the reas ra a Distret and click on Users tab Profile Data FAQ Links New Open Fennmissions uer Details F O District Administrator Save Cancel Resend Activation Email Reset Password t District IT Administrator a Teacher Chris Smith chrisa 1 hotmail coma E Test Ahmed shmed_khursheedG hotm Last Name Lisa Stanley lismstang igmail com Email Address Sabrina Tenace stensce gmail com 2 3 Make the i Peter Rand randgaicomeplace ong ERAL E necessary cha nges PEREI and click on Save Locked button Last Lockout Date 2 Select the aoe teacher from the list Sie cae and click on Open Last Password Changed Date 1 1 1970 12 00 00 AM Failed Login Attempts D Role Teacher SchoolID St Francis 002 School District Portal User s Guide Page 22 DRAFT January 12 2010 5 Monitoring EDI Completion Rates To be added 6 Accessing Resources and Reports To be added School District Portal User s Guide Page 23 DRAFT January 12 2010 7 Conditions of Data Confidentiality and Sharing Student IDs child d
7. I is the electronic version of EDI which uses web technology over the Internet There are three types of users in the e EDI 1 District Administrators 2 District IT Administrators and 3 Teachers Users are identified by the username their unique e mail address and a confidential password In the US EDI the District Administrator arranges for and gathers data about the participating Schools Teachers and Students and has three options for loading this information into the US EDI District Portal explained in detail later The US EDI performs certain consistency checks and once the checks have passed successfully the system is available to the Teachers A Teacher User Manual is available for all teacher related US EDI data entry The Teachers can update the student EDI Questionnaires for their classes on line School District Portal User s Guide Page 2 DRAFT January 12 2010 The US EDI offers considerable flexibility for data entry and management Data can be entered in various stages so that the teacher is not required to complete everything in one session Data entry is intuitive requiring very little typing skills or knowledge of computers When the records for a specific student are completed the teacher indicates this by clicking on Lock the Record which prevents any further modifications to it When all records have been locked the EDI Statistician can export data for analysis If for some reason the teacher decides to go back an
8. LY DEVELOPMENT INSTRUMENT A Population Based Measure for Communities Click here to login Early Development Instrument EDI The Early Geweiooment beeen SO i an beeen developed by Ors CDan Offord and Magdalena Janas at fe Gord Genie for lid Soe st Mmi University The Boers n the US dd e sening fee ee raional repor of he ED in he Wied Sees The EDI i fhe como od csar Unie ed est ot be copied deirim or ged n ory ery Wee Ge orion Comet cd ULA or Acie The ED memme childrens readiness fo eam ft pce in ie eee damare bees in ie earair pya heen end well being Pacal caved 2d Coo accion esi leu ed come deen end gener movie amd communication Sl The remaner i omges iby kinrara kaders in Ge second hal of a echo peer The EDI fase Been it use soe 1S Gein a eee Sem ed compaired seo fo colled ed eee ED daia The EDI b pe Seco version of Ed which wees Gal web ihmol s Se interme There sme Gee Gee of uars in ihe EDE 1 Getic Adminka 3 Desc T Adminis aod 3 Tessera Users se kierie fy ie een Gel ubg eel are ed a onera peso To gulde wee of ie El pee peter fo te Diski Foral Usar Mee and ie Teeter eer Fes i Teor Fora per Sale wer 0 District Portal The Dhik Portal corsia nioma so Ge deiki choc feecher classe amd eden peicinsting in he UE EDL This pore amp msikia io DEI Adminka amd Gee MT Adminis Ware ee eee gien eee Sie rbis by LA H you ae eee od a ecg DT eed oo ect Pe BOCES b Gs pois plese connect UCLA m LS EO ede uc ede Teades comp
9. North Carolina Page 29 38 North Dakota 39 Ohio 40 Oklahoma 41 Oregon 42 Pennsylvania 44 Rhode Island 45 South Carolina 46 South Dakota 47 Tennessee 48 Texas 49 Utah 50 Vermont 51 Virginia 53 Washington 54 West Virginia 55 Wisconsin 56 Wyoming DRAFT
10. access to all administrative screens in the system except EDI Questionnaire entry screens while the Teacher has limited access only to his her own classes of students The Teacher can enter EDI Questionnaire data for his her students The Teacher can also add new students 1 2 Roles The District Administrator s and District IT Administrator s roles are to 1 2 1 Accept or Not Accept the electronic consent agreement certification to adhere to conditions of the license Only those who consent can proceed to use the e EDI system Users view and print the consent form with the name of district and name of district administrator uploaded into form School District Portal User s Guide Page 3 DRAFT January 12 2010 1 2 2 Register their district level information Full contact information for district level EDI Administrator required district IT contact and research staff contact optional languages required for EDI parent consent forms and other basic district level 1 2 3 View and print various EDI resources 1 2 4 Customize 5 blank questions at end of survey with the understanding that the response options would need to be pre set and remain the same 1 2 5 Prepare the district and teacher class lists for teacher data entry using ONE of three options a District performs an automated upload of district excel file directly into District Portal school teacher and child level data District sends excel file to UCLA v
11. ass Home About Support Portal District Portal District Hamilton Wentworth kd eee Click on Profile Users Data Reports FAQ Links New and News Open Import Export select Child Reload File out the pop up screen for each child to be added Home Aube Distri District 123036 123 Hollywood Blvd Profile TE Hamilton Mew Of 12345 Schools L Han 4 2 Martin Luther King Primary School District Portal User s Guide Page 21 Type inthe information you have about the Child Click here to open a handy calendar Use drop down lists to select schoollD and ClasslD Click on Create to complete the creation of a Child DRAFT January 12 2010 4 Managing User Accounts The District Administrator can create and manage teacher accounts as described in Section 3 3 in Step 5 Once a Teacher has been created the District Administrator can make the following changes using the steps illustrated in the picture below 1 Lock out a Teacher and Unlock as needed Activate a Teacher which sends an automatic e mail to the Teacher with instructions and password 3 Change Teacher s name contact number and school assigned to the teacher 4 Re assign permission from one school to another The Teacher s e mail address cannot be changed as it acts a primary identifier for the Teacher Please note Current design of US EDI does not allow a Teacher to
12. ate of birth and home address are collected however they are only used for internal purposes and never reported out to any group The student Ds and the DOB are used to facilitate teacher data entry since these variables are uploaded by the district in the US EDI software for teachers to access as class lists when they log in to the teacher portal using their secure and confidential password The child s home address is uploaded into the US EDI software by the district and used by UCLA to generate aggregated GIS maps of the EDI data A few other notes on appropriate uses of the data No child names are ever collected in the system Teacher names and emails are collected but are never accessible to UCLA They are only accessible in the system by the districts and teachers UCLA only reports data in aggregate for groups of children data is never report on individual children or classrooms UCLA will upload the data to conduct the data analysis and provide aggregated information at the school district and community levels of aggregation Data will not be reported at the individual child class or teacher level School data will only be reported in schools with more than one participating class Data files will be kept in a secure password protected location at the UCLA Center for Healthier Children Families and Communities UCLA will provide the de identified data file stripped of any unique identifiers to the publishers of the EDI at t
13. c Profile Lisers Cata Custom Questions Reports FAQ Links information about the current District Save The IDs in this tab are generated by UCLA EDI District ID 2009010012 District ID 12 Please take a note the District ID as Booher nS you will need to use this ID during the Name Hamilton Wentworth data upload process discussed later State Alabama 1 Later in this manual we ll show you Registration Date 12 17 2009 how to edit the district name and state information Consent Date 01 06 2010 School District Portal User s Guide Page 10 DRAFT January 12 2010 2 7 2 Users Tab The Users Tab lists the user accounts that have been set up for the district This 1s also where new user accounts are created and changed added edited locked etc Though user accounts for teachers are listed and managed here teachers do not have access to the District Portal Only the District Administrator and the District IT Administrator have access to the District Portal Profile Users Data Custom Questions Reports FAQ Links New Open Permissions i Distict Administrator Click here to open ths list District Tester lesliefaragog hotmail com Chris Smith ChrisA1 hotmail com Andrew Renner andrew rennen phri ca Khursh Ahmed khursh ehmed phri ca District IT Administrator Norman Jones jonesigmail com Teacher
14. cretion Users continued use of the US e EDI software constitutes acceptance of the terms and conditions stated at the time of use Your site referred to as the Licensed EDI Recipient has agreed to implement the Early Development Instrument EDI a teacher comoleted observational checket on children s develooment that produces a Click here to Accept School District Portal User s Guide DRAFT January 12 2010 2 6 District Portal You are now ready to work in the District Portal This is also where you will find yourself on your subsequent logins as the Consent Form is presented only once for each District Home About Support Portal Welcome Chris Smith Logout District Portal Currently open District District Hamilton Wentworth as Profile Users Data Custom Questions EDT District ID 2009010012 District ID 1 EDI Year 2009 Name Hamilton Wentworth State Alabama 1 s Registration Date 13 17 2009 ra Consent Date 01 06 2010 When finished please click on Logout top right If there has been no activity for 15 minutes the system automatically saves any changes made and closes the session for security reasons 2 7 Control Tabs Note the control Tabs available to the District Administrator to drill down into various options Profile Lisers Data Custom Questions Reports FAQ Links 2 7 1 Profile Tab Profile Tab simply shows basi
15. d alter any data already locked he she must contact the EDI District Administrator who has the option of Unlocking records for further changes The District Administrator however cannot alter any records Several summary reports are available online to review the records for an individual student a class or a school The class summary report and the school summary report provide a quick indication of what percentage of data has been completed This allows the District Administrator and the EDI District Administrator to monitor progress easily Once data has been collected and exported the EDI Statistician performs data analysis The following fall each District is provided with confidential individual school level reports for schools with more than one classroom and a copy of the community profile which is a publicly available report 1 1 Users There are three types of users in the e EDI District Administrators District IT Administrators and Teachers Each category can have multiple individuals with their own usernames Users are identified by the username their unique e mail address and a password Passwords can only be changed by the users If the user forgets his her confidential password the login will fail but the system will offer to mail a temporary password by e mail which must be changed upon first login The EDI District Administrator can also initiate e mailing the password to a teacher The District Administrator has
16. d the district 2 4 Entering District Portal Select the desired district from the drop down list of district s available to you as follows Click here to enter the District Welcome Chris Smith Logout District Portal Select the desired District E from the drop down list of District ae ld district s available to You Profile Users FAQ 2 5 Accepting Electronic Consent to use the system The first time only when you select a District you will be presented a Consent Form which you need to read and accept before you can access the US EDI system Home About Support Portal District Portal District Hamilton Wentworth v Agreement Form Agreement Title Agreement to comply with the Regents of the University of California hereinafter UCLA requirements for the protection of human research subjects and the publisher s license for the Early Development Instrument EDI project Please read the information below carefully and then select either Accept or Do Not Accept You should print or save this agreement by Andrew can you insert printing directions The Agreement is a legal agreement between you User and UCLA By accessing and using the US EDI software User acknowledges that he or she has read understood and agrees to comply with the terms and conditions stated within this Agreement UCLA reserves the right to change these terms and conditions periodically at its sole dis
17. e collected and organized all the relevant data you would need to enter into the system This will include all the same information Schools Classes Teachers and Students It would be the same information that is loaded through the spreadsheet see Appendix B for a list and description of data items It is however possible to leave the student level data entry to the teachers though this does significantly increase teacher data entry time before they are able to begin completing an EDI on each student in their class Here the steps you need to follow to enter data online Step 1 Login to US EDI using the following web address http usedi ucla edu admin Step 2 Open the District Portal and select the School District you wish to enter data for Verify that you have the selected the correct District in the District Portal in case you have access to multiple districts US e EDI FARLY DEVELOPMENT INSTRUMENT A Population Based Measure for Communities Home About Support Portal District Portal District Hamilton Wentworth w Profile Users Data Custom Questions Reports FAG Links Save EDI District ID 2009010012 District ID 12 EDI Year 2009 Name Hamilton Wentworth state Alabama 1 Registration Date 12 17 2009 3 Consent Date 01 06 2010 School District Portal User s Guide Page 17 DRAFT January 12 2010 Step 3 Follow the steps illustrated below to create a School District Portal
18. elect the District and District Hamilton Wentworth click on Data tab Bore ee hate News Open import File Upload Form Data file Select an excel file Child Click on New and select School This opens a pop up screen to enter details about the new school Home About Support Portai Welcome Chns Smith Lopout District Portal District Hamilton Wentworth a Enter School name a and School Type Profile Greate Cancel from a drop down aa n ist MENT MED Name Martin Luther King Primary School Schools SchoollypelD 4 her amp 2 Eps Private Not church related 4H Rey on Mees Click on Create to Public Bureau of Indian Education complete the Rela Public Charter creation of a Public Magnet a school Public Special Education ns Other a pari a School District Portal User s Guide Page 18 DRAFT January 12 2010 Step 4 Follow the steps illustrated below to create a Class District Portal District Hamilton VWentvrorth Y e ae Click on Profile Users Data Reports FAQ Links New and News Open Import Export select Class Reload Fill in the pop up screen with the details of the class UCLA EDI Home About Support Portel Welcome Chris Smith Lopout District Portal Enter School District Hamiton Wentveorth we Assigned Class ID x Class lime and EAP pei School ID from a
19. emplate Depending upon the web browser you are using you will get an opportunity to open the template provided you have Microsoft Excel installed or to save it in a desired location You have chosen to open aF DistrictDatal ploadTemplate xls which is a Microsoft Office Excel 97 2003 Worksheet from http broncosolutions ca What should Firefox do with this file Microsoft Office Excel default O Save File Cancel When you open the spreadsheet you will see a blank spreadsheet with the following column headings see a larger picture in Appendix A B C D E F G H J K L M N O P 1 district idschool_r class_id school_type school_type_specify t_lastname t_firstname t_email classtime_sd studentid res_address res_city zip_sd zip_exten_sd dob_sd absences_sd sick_sd 3 4 44 gt gt Data Schema 2 4 a N Schema Tab Column headings data items If you click on the Schema tab you will open another spreadsheet which is the data dictionary and provides details on each data item coding scheme etc Please refer to Appendix B for the District Upload Data Schema School District Portal User s Guide Page 14 DRAFT January 12 2010 Step 2 Complete the excel spreadsheet filling out data under each column ensuring that correct codes are used The data items are describe in detail in a Data Dictionary in Appendix B The Teacher E Mail t_email is critical as it will be used as a login ID t
20. ete ihe EO quoa wing a dierent 20 Pots The Dhiki Adminka has ees bo all iii eee oer in ee yen eet fhe ED eestor oes Competed by faeces The Geko Ports amp designed icc i mee diTicl aod DAST Weer GOO Lion Suc cheer sis fc Cece carg ts for NE ER chee Clee ae amd rE riom 2 hese ACCS Epro Sd repos Pelee fo Ge EDI Teacher Portal Th ELAD her Hihi Chii Paaa ac Crue Latai T detit ah Pjera B BA br La ri kiy ba irag hrada hah i eS a A eee ee Thak BLH la hab cog righ he he ee ber eed rer Td Sead Mebane mal hres asda aks E kkka rik amai That 28rd Cnn br Chid Sea The buttons on the top left provide more detailed description of the US EDI system and additional resources and assistance available to you Home About Support Use your e mail address and password from the e mail you received to login ChrisA 1 hotmail com If you did not receive the e mail or misplaced it you can type your e mail address in the box above and the system will re assign you a temporary password which will be e mailed to you On your first login you will be asked to change your password Choose this password carefully something easy to remember but difficult for others to guess School District Portal User s Guide Page 8 DRAFT January 12 2010 The next step for the first time user is to read and complete the Electronic Consent to use the system which is automatically presented on the first login after you have selecte
21. he Offord Centre for Child Studies at McMaster The Offord Centre maintains the international repository for analysis and research involving only high levels of aggregation The data is stripped of the student ID date of birth replaced with age and address information replaced with a geocoded variable UCLA will upon request provide the district which has capacity to keep the data confidential and secured in accordance with applicable privacy laws and regulations with the de identified data file relating to individual EDI scores free of charge UCLA will not provide the de identified data to any other party except the District and the Offord Centre without the prior consent of the district and the UCLA IRB School District Portal User s Guide Page 24 DRAFT January 12 2010 Appendix A EDI Data Template for District Upload into the US EDI An electronic version of an empty spreadsheet the EDI Data Template can be downloaded from the US EDI by clicking on the Download Template button in the Data Import screen See Section 3 1 for further details Please refer to Appendix B for the District Upload Data Schema for a data dictionary or schema which provides details on each data item coding scheme etc Once the template is downloaded this spreadsheet can be filled out by the district and then uploaded directly into US EDI system Alternatively it can be e mailed to UCLA for uploading into e EDI Emails should go to USEDI mednet uc
22. heet is created by the district using a local computer and then visually verified and saved before it is uploaded into the US EDI system You must have Microsoft Excel v 2003 or higher installed on your computer to work on the spreadsheet By uploading the excel file the US EDI system will create user accounts and class lists for all the participating teachers This process involves downloading the template spreadsheet filling it out saving it locally and then uploading it into the US EDI Step 1 Download the template of the blank spreadsheet that includes data headings from the US EDI website Login to the website as a District Administrator or District IT Administrator and click on Data tab Select the district and click District Wentworth on Data tab Profile Users Data Custom Questions Reports FAG Links Save EDT District ID 2009010012 District ID 1 EDI Year 2009 Name Hamilton Wentworth state Alabama 1 Registration Date 12 17 2009 E Consent Date 01 06 2010 School District Portal User s Guide Page 13 DRAFT January 12 2010 This will open the data management screen Click on Import button then the Download Template button to initiate download Click on Import button then click on Download District Hamilton Wentworth Y Template button jaisa File Upload Form Q Hamilton Wentworth 0012 Data file Select an excel fle Browse Upload Reset Download T
23. hool year The UCLA Center for Healthier Children Families and Communities under license from McMaster University is implementing the Early Development Instrument with its sub licensees in the US The EDI is the copyright of McMaster University and must not be copied distributed or used in any way without the prior consent of UCLA or McMaster University The UCLA Center for Healthier Children Families and Communities is serving as the national repository of the EDI data in the United States The EDI is part of a national initiative called Transforming Early Childhood Community Systems TECCS which represents a partnership between UCLA Center for Healthier Children Families and Communities and the United Way Worldwide TECCS is a system for identifying local needs and crafting solutions in collaboration with local leaders all while promoting accountability and accelerating our national understanding of what s needed to bring children to school healthy and ready to learn TECCS has three core components 1 Mapping community school readiness needs using the Early Development Instrument EDT 2 Working with Local Leaders to Develop and Implement Solutions 3 Accelerating knowledge and sharing best practices For all questions including those regarding licensing please email USEDI mednet ucla edu The EDI has been in use in Canada since 1999 using a paper based system and computerized spreadsheets to collect and manage EDI data The US ED
24. ia email school teacher and child level data c District Administrator enters school and teacher information and then teachers enter child level information at a later date 1 2 6 After the selection is made under 1 2 5 the system will lead the District Administrator through the requisite prompts as applicable to make the system ready for teachers e g Data upload prompts auto generated emails requesting data transfer to UCLA or instructions emailed to all participating teachers on how to enter the student class list data 1 2 7 View Edit information about District Schools Teachers Classes and Students 1 2 8 Status reports on EDI completion rates by school class and teacher 1 2 9 Ability to query in reports for specific schools classrooms and teachers 1 2 10 EDI Certificate Thank you memo auto generated when all data from project 1s complete and submitted 1 2 11 Access links to web for national project information and resources 1 2 12 View print School Reports and Community Profile report generated and posted by UCLA Center for Healthier Children Families and Communities The Teacher s roles are limited to 1 2 13 Teachers enter the Teacher Portal using their username and passwords provided by the District Portal 1 2 14 Accept or Not Accept the electronic teacher consent form Only those who consent can proceed to use the e EDI system Users view and print the consent form with the name of district and name of dis
25. istration E Mail After UCLA has created the District Administrators user accounts the District Administrators will receive an e mail at the e mail address provided to UCLA with a temporary password EDI UCLA Confidential Account Authorizaiton Notification From webmaster renner ca Sent January 6 2010 4 55 49 PM To ChrisAl hotmail com Welcome to the UCLA Early Development Instrument Access to UCLA District Portal is confidential and not to be shared Information obtained from the website is also confidential and is not to be used outside of the UCLA EDI project UCLA EDI USER ACCOUNT Click here to activate your account You will be required to change your password the first time you log in User Name ChrisA1 hotmail com Temporary Password 137160 password In the email a link is provided to access the e EDI along with the requisite username and password The username is the individual s email address The password is temporary and must be changed upon first login for security reasons 2 3 First Login The first time you log in you can use the link provided in the registration email For all subsequent logins you can access the e EDI system through the World Wide Web by typing in the URL http usedi ucla edu admin This will open up the Administrative Section US EDI Click on Login button on the far right see next page School District Portal User s Guide Page 7 DRAFT January 12 2010 US e EDI EAR
26. la edu An example of a filled out spreadsheet ready for import is shown in Appendix C Note This Excel spreadsheet is slightly moditied so that headings appear vertically to print iton a single page EDI Data Template a Gi z ET absences sd v G oe TTT Tres aderess x o tfirstname o email classtime sd school type __ Py py t lastname Py py studentid Py py res_city ey py sick sd ap Q gt O O E an QO VY i yt School District Portal User s Guide Page 25 DRAFT Appendix B District Upload Data Schema mo a oe e l 29 E Hdb Fl Full description istrict ID School Mame School assigned class ID School Type School Type specify Teacher last name Teacher First name Teacher email Class Time School student ID Student address City student resides in Student zip code Student zip code 4 digit extension Child s date of birth school district Number of absences school district Number of absences due to sick days school district Data Schema _ 1 47 Variable Label District ID School name School assigned class ID School type School type Specify Teacher last name Teacher first name Teacher email Class time school district School student IO Student address Student city of residence Student zip code Student zip code 4 digit extension Date of birth school district Days absent since Start of school year district
27. m Questions Reports FAG Links Save A Question 1 Question Text Type test for question 1 here Question Type radio Lookup Yesho Question 2 YesNoDontknow we OftenSometimesNeverDontknow a GoodAvgPoorDontknow One to Five One to Ten 2 7 5 Reports Tab Reports tab will provide access to future reports under construction 2 7 6 FAQ Tab Frequently Asked Questions FAQ with answers will be available under this tab under construction 2 7 7 Links Tab This tab will provide useful links to EDI related websites and resources under construction School District Portal User s Guide Page 12 DRAFT January 12 2010 3 Entering Class Lists and Creating User Accounts Districts prepare teacher class lists for teacher data entry using ONE of three options 1 District performs an automated upload of district excel file directly into District Portal school teacher and child level data 2 District sends excel file to UCLA via email school teacher and child level data 3 District data enters school and teacher information in the District Portal and then teachers enter child level information at a later date in the Teacher Portal These three methods are described in detail below 3 1 Option 1 Uploading District Excel File Directly into District Portal Data on schools teachers classes and children can be prepared by the District using an Excel Spreadsheet provided in the District Portal The excel spreads
28. new information 4 If there is other new information school class students then those records are simply inserted School District Portal User s Guide Page 15 DRAFT January 12 2010 5 The upload process never deletes any data records 6 After the upload is completed US EDI provides a summary indicating how many records were processed and if any errors were found 7 Incase of any errors simply correct the erroneous records and repeat the upload process Data records will not be duplicated as a result of multiple uploads they would simply be replaced by new information 3 2 Option 2 Sending Excel File to UCLA via Email School teacher and child level data If you are unsure of loading the data yourself or have technical problems you are unable to resolve with the technical help available to you simply email the excel spreadsheet as an attachment and any pertinent information to the US EDI team at UCLA at the following e mail address USEDI mednet ucla edu The US EDI team will review the spreadsheet for data consistency and upload it on to the system You will receive an e mail message confirming the status of your data School District Portal User s Guide Page 16 DRAFT January 12 2010 3 3 Option 3 Manually Entering District School and Class Data This method is practical for small districts only as it requires considerable manual data entry however it is quite straightforward and intuitive Make sure you hav
29. o create teacher user accounts However all other fields can be edited or corrected later An example of a small completed Spreadsheet appears in Appendix C Step 3 Upload the excel spreadsheet into US EDI system Login as District Administrator or District IT Administrator and select the District for which you wish to upload the data Home About Support Portal Welcome Chis Smith Logout 1 Select Data tab and click on Import button District 2 Browse to specify the name and folder of the Profile Users Dati Boosts i FAQ Links New Open Import expe arse een spreadsheet to be Hamilton nbw ATE ra aiii ak Data file Gelect an excel file Browse uploaded Upkad Reset Download Template Relosd 3 Click on Upload to start Here are some important things to know about the upload process 1 In order for uploaded data to be correctly linked to your district please ensure that the district_id column in the spreadsheet corresponds to the code found in the District Profile screen see Section 2 7 1 2 The upload process checks to see if a Teacher has already been registered into e EDI If not the system creates a new Teacher ID the Teacher s E Mail address and password and automatically mails to invitation to the teacher to login to e EDI 3 Ifthe upload process finds a school teacher class or student already in the system it simply overwrites the data with the
30. or free before a successful import can be done The spreadsheet is split over two tables in order to print it on paper Sample Excel Spreadsheet for data import a Be D _ _ YO E _ _ _SYFE _ YG _SYO A _dstrict id school r dass id school_type school_type specify lastname t firstname t enmil TestDa aShoda i 2 Tere Sarina St grreil com Tetas J2 O Tere Satria St grreil com TestDatascoot a 2 Farag Leslie testi ucia ects TestDataSchod1 2 9 tester Fargo Leslie testi ucia ecs Renner rest beta School 13 Test Data School 1 3 Test Data School 1 1 Test Data School 2 1 TT I it a a3 fest meer 305 123 oaao 1 Ja oo h Je he has ha Jon h hb 3o o o o Es S S S Bea S S e e w ill Mi School District Portal User s Guide Page 27 DRAFT Appendix D State Codes 0l Alabama 02 Alaska 04 Arizona 05 Arkansas 06 California 08 Colorado 09 Connecticut 10 Delaware 11 District of Columbia 12 Florida 13 Georgia 15 Hawaii 16 Idaho 17 Illinois 18 Indiana 19 Iowa 20 Kansas School District Portal User s Guide 21 Kentucky 22 Louisiana 23 Maine 24 Maryland 25 Massachusetts 26 Michigan 27 Minnesota 28 Mississippi 29 Missouri 30 Montana 31 Nebraska 32 Nevada 33 New Hampshire 34 New Jersey 35 New Mexico 36 New York 37
31. sccssnsssssssccscccsessssccssssssssccensnnnsssssccececessssseess 23 ACCESSING Resources ANG Reports scccaiasedivs senses cecensdecsdinwascaaaasdeks toesea ca deniec aea EE Ea Naaa 23 Conditions of Data Confidentiality and Sharing sscscssscccsssssssssssscccccssccssssssssccsoees 24 Appendix A EDI Data Template for District Upload into the US EDI ssssssseeesessssssssssssssssssssesssssseee 25 Appendix B District Upload Data Schema seica ieiee ated E A tee 26 Appendix C EDI Sample Data Spreadsheet for Input Data i ecccccecccccceeeeeeeeeeeeeeeeaeaeneeeees 21 Appendix Dasta Code xtasassuctcca tons E tena dnbesssinneacesedtabae T NE 29 1 US EDI System Overview This User s Guide describes the organization and the use of the web based version of EDI system called the US EDI The Early Development Instrument EDI is an instrument developed by Drs Dan Offord and Magdalena Janus of the School Readiness to Learn Project at the Offord Centre for Studies of Child Studies McMaster University It has been licensed by UCLA for use in the United States of America EDI measures children s readiness to learn at school in five general domains identified in the literature physical health and well being social knowledge and competence emotional health maturity language and cognitive development and general knowledge and communi cation skills The instrument is completed by kindergarten teachers in the second half of a sc
32. sssseeeecccceeeeeeeeeaaaaeesseseseeeeeeceeeeeeeeeeaaas 9 POV DISH ICE 2 Ol Wallin corti batons kaee oa atadata thane setiddadeauitaaenaiberea dead E 10 2 A nol Va Daana anae sats E eee baa Ue eat aes a meen ue oe a 10 ZLPE AD veh stress iho staacheneeeusitatsagisuasieh towiaiGeestaauu A cosauie tau raa 10 DAZ VAISOUS Wa Dea hel aaie ied su teleca ue demos N als bel amlonetan Eas 11 De WD MANA NA Sessa chien coke te Giga al lela Tec n ee Lara EE aA a atl Olle ales es Sat ae ale 11 2 44 Custom QUCSUONS FAD icc a iaetol a eine leat ala hae Pao hi dail alec 8 ns eds aes dat ae alt 2 Die fee LRe pon LiDu a a TU nN rn Sure ET TTI MER Nene TCE PROUT TET ONC o TT 12 TG eo Tea AEE A cstv tensile echo slap eta refs cachet at zl ad hc co taped ate ea 12 PIEDS AD aa Rest ceh tei haus belie ahaha ul at Saas Delete ae seh ula le Ea ba ea cee ee ad als a ale the deh ate nae al 12 Entering Class Lists and Creating User ACCOUMNLMS ccccccccsssssssssssssccccsccsssssssssccccssssesees 13 3 1 Option 1 Uploading District Excel File Directly into District Portal eeeeeeeeeeeeeeeeeees 13 5 2 Option 2 sendine Excel Fle to UCLA Via Biiatscss t oraaa a ohne iaeed anes 16 3 3 Option 3 Manually Entering District School and Class Data cececeecccecceeeeeeeeeeeeeeeeeaeeees 17 Wianaein USER ACCOUMIS vssiss cessacitrsssniesscsagrergctenssisamiaceeianacsecsaasixaiiasisiseneam Reanna e o aaa iaaa 22 Monitoring EDI Completion Rates ccccccccccs
33. trict administrator uploaded into form 1 2 15 View and print various EDI resources 1 2 16 Completion of EDI questionnaires If the district chooses option a or b from 1 2 5 listed above to enter the class list then teachers can proceed to view and use their class list preloaded by the district to complete and EDI on each child in their class If the district chooses option c from 1 2 5 then the teacher will first need to build their own student class list from scratch and then complete an EDI on each child in their class Building a class list requires that the teacher enter each child s Student ID School name Teacher name or ID and Class name or ID 1 2 17 Create additional student records 1 2 18 Review the EDI questionnaire data entered for a student in summary form 1 2 19 Review class data to determine which student records have been completed and which are yet to be entered School District Portal User s Guide Page 4 DRAFT January 12 2010 1 2 20 Lock student EDI questionnaires to indicate that no more changes will be made and the questionnaires are now available for export and analysis 1 2 21 Change his her own password 1 2 22 Fill out Teacher profile and feedback form School District Portal User s Guide Page 5 DRAFT January 12 2010 1 3 Data Structure and Flow The hierarchy of data in the e EDI is illustrated in Figure 1 Each box represents a screen and how it relates to the next or previous screen
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