Successful rostering for the 2018-2019 school year starts at the end of the 2017-2018 school year and a plan for how you will handle your rostering data. The HMH technical team is here to help with suggestions, checklists and guidance for how to take steps at the end of this school year that will make rostering next year as easy as possible.
By filling out your dates on a calendar, you can layout a project plan on what action to take when and how best to communicate that plan. For example, if the current school year ends on May 15th and your district is planning to use HMH products for summer school, then you would not want to clear the site and load new information until after summer school is over.
Here are some questions and tips to help you plan a schedule:
You will want to gather all your organizational feedback before the end of the school year. Once staff members leave for the summer, you will be unable to gather any necessary feedback or assist in their data needs.
Here are some tips and questions to help you communicate with your users:
2) Share your schedule with stakeholders. Often, teachers come back in the fall and may start manually entering classes and rosters, which can cause issues if you plan to import files. Consider implementing data editing restrictions if you are planning data automation.
3) Do you want to purge (start empty) or simply mass inactivate all data? If so, please continue to Storing or Purging Data.
Though doing so is not necessary, some districts and schools prefer to move school year data at the end of the year from their HMH systems to a central reporting store or prefer to purge such data from the systems entirely.
If you plan to retain previous school year data in ThinkCentral, Holt McDougal Online, or Ed: Your Friend in Learning, we recommend:
If you plan to move or purge previous school year data from your HMH systems, please do the following:
For ThinkCentral admins:
For Holt McDougal Online admins:
For Ed: Your Friend in Learning admins:
If you are planning to use SFF to roster for Summer School, HMH recommends:
As you look ahead to rostering for next year, here are some key things to consider before closing out the current school year:
Districts with locally-installed SAM Servers should turn off the Auto Import Utility during the last week of school (districts hosting their SAM installations in the HMH Data Center should stop sending files to be imported). This will prevent the servers from sending empty data sets once classes end, which could corrupt data in CSV exports and final reports.
Student data should be exported at the end of the school year, before starting summer school programs and prior to preparing the database for the coming school year. SAM users may use the Export function to export student roster and performance data as CSV files. See the Data Export section of the SAM Data Management Manual on the Product Support website for instructions on exporting data through SAM.
Districts or schools that plan to import student data for the next school year will change grade levels in the student import file as long as the SIS_ID remains the same. Districts and schools that do not plan to import student data may use the Manage Student Promotions Wizard to promote large groups without changing every student’s profile in the district database. The Manage Student Promotions Wizard also serves the following functions:
See the Student Promotions section of the SAM Data Management Manual for instructions on using the Manage Student Promotions Wizard.
Perform the database backup last so it incorporates all aggregated data and student promotions. It is a good practice to perform this backup manually to ensure that all settings and data are included. See the Backing Up and Restoring the Database section of the SAM Data Management Manual for instructions on performing a manual backup. Districts that host their SAM Server in the HMH Data Center automatically have their data backed up.
The Clear School Data function in SAM places all students, teacher, and classes in a school in Inactive Accounts, allowing for school data to be changed. HMH strongly recommends backing up the school database before using the Clear School Roster function.
From the School profile on the Roster tab, click Clear School Roster. With the roster cleared, click Edit School Profile and enter new school year dates for the school.
To import the student, teacher, and class records back into the School profile, click the Manage Inactive Accounts link in the Advanced Settings menu on the School Profile screen and select the accounts to be imported. See Enrolling and Managing Students Using Student Achievement Manager at the Product Support site for more information on working with Inactive Accounts.
Districts or schools may choose to manually update their student, teacher, and class information rather than using the Manage Student Promotions Wizard. HMH only recommends this procedure for districts or schools with small SAM installations because of the possibility of introducing errors into student, teacher, or class profiles. Additionally, manual changes may be negated by the import file if your district or school is importing student data. Check with the district or school SAM administrator to determine if manually updating data is necessary.
See Enrolling and Managing Students Using Student Achievement Manager or more information in editing SAM profiles.
If you need to remove the SAM installation from the server, the server must be decommissioned. To clear SAM from the server:
Once the SAM Server is uninstalled and the SAMServer.properties file is removed, the server is clear of SAM components and can be repurposed. For more information on decommissioning servers, contact the Intervention Product Help Desk at 1-800-283-5974
HMH continues to expand support and functionality for the Simple File Format (SFF) rostering format. We strongly encourage our customers who aren’t already using SFF to roster to consider making the switch.
• Using one template to roster across all three HMH Core online learning systems: ThinkCentral, Holt McDougal Online, and Ed: Your Friend in Learning
• The ability to validate rostering files which can be helpful when building extracts for summer school, changing student information systems (SIS), or incorporating future SFF improvements.
• Better alignment to SIS
• SIS functions (e.g. adds, updates, moves/transfers, etc.) are easier to execute
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