British Columbia

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• British Columbia
• Electronic
• Student Information System

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Overview

• The Ministry of Education and school boards have
  collaborated to customize a commercially
  available software application for BC schools to
  use as a common student information system. The
  common software will support the operational
  needs of schools and school districts.

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eSIS Community

• The Administrative Assistants Ltd. (AAL) is based
  in Burlington, Ontario and since 1986 has focused
  on the design and development of information
  management systems for school districts and
  education agencies across North America.
• ESIS is used in more than 7,000 schools serving a
  total of 5.8 million students throughout the US
  and Canada.

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The common system allows all schools to use the
same software and operate on one central computer
accessed through the Provincial Learning Network
(PLNet).

• a central student registry where BC students will
  only need to be entered once (usually K)
• permanent student record,
• reduced administrative burden on schools,
• enables flexibility and choice by better tracking
  students,
• and creates an integrated network to manage
  student enrolment and the movement of student
  records.

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The software provides school principals, school
boards and educational leaders with the tools to
capture

• student performance information,
• report on student results,
• make appropriate strategic decisions.

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BCeSIS Start Screen
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The common student information system collects
and manages the following types of information

• Student Data,
• Enrollment and Course Data,
• Student Achievement Data,
• School Facilities and Staff Information.

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Student Data

• Personal Education Number, names, addresses,
  phones, birth date, citizenship, parent,
  guardian, and sibling information, bus route.
• Student enrolment details, grade level,
  graduation date, special needs, program
  information, and courses.

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Demographic Loop Start Screen
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Demographic Loop Basic Student Demographics
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Enrolment and Course Data

• Current school, home school, catchments area,
  school waitlist, school year, admission,
  withdrawal, and transfer information.
• Course enrolment, schedule, teachers, sections,
  rooms, prerequisites and co-requisites, permanent
  student record

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Demographic Loop Student Course Selections
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Student Achievement Data

• Class marks, report cards, comments, credits,
  work habits, course information.
• Assessments, awards, and scholarships
• Access via the internet (with access privileges)
  teachers/parent/students.

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School Facilities and Staff Information

• School codes, location, and contact information,
• Staff names, scheduling information, contact
  information, courses, rooms, and periods,
• Student schedules and timetables.

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Privacy Overview

• The Ministry of Education and School District 58
  have a mutual responsibility to protect personal
  information under the province's Freedom of
  Information and Protection of Privacy Act and
  School Act.

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Implementation Overview

• There are 25 different student information
  systems currently installed across British
  Columbia. Each system has particular methods of
  storing information and maintaining history.

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Legacy Systems in SD 58

• MSS Columbia system
• PSS Windsor Harts
• CMS Maplewood
• Elementary Turbo School

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Conversion Process
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Schools Implementation Team

• Project Manager Bob Peacock
• Conversion Project Manager Norm Walker
• Teacher Trainer/Support Mo Ollek
• Administration/Secretarial Support
• Norm Walker (backup teacher trainer)
• School Administrator as per school
• School Secretary as per school

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Implementation Sequence
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Existing Data Inventory

• An inventory of all existing student and school
  related data (hardcopy and electronic) must be
  created to ensure that all data repositories have
  been accounted for and decisions are made around
  the inclusion or exclusion from conversion.

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Data Inventory Samples

• Demographics
• Student
• Parent/Guardian
• Courses offered at the school
• Past and current with Ministry codes
• Historical Data
• Courses completed and year completed
• Letter grades and Percentages

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Data Cleansing

• Districts/Schools are encouraged to evaluate the
  quality of their data through the use of reports
  and data extracts. It is mandatory that all
  district/school conversions verify their student
  data PENs (Personal Education Number) prior to
  data conversion.

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Cross Referencing System Codes

• It is important to cross reference existing
  system codes (from the legacy system) to the code
  in the BCeSIS system. For example School
  assigned course codes must be cross referenced to
  the Ministry/BCeSIS course codes to ensure proper
  translations/conversions of data.

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Training Overview

• A 'train-the-trainer' implementation training
  strategy
• Trainers will be
• Norm Walker, Mo Ollek
• Timetabling and student scheduling
• Dick Wowchuk, Bill Lawrence, Al Mackay-Smith

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The BCeSIS training strategy is designed to

• provide a flexible approach that can be utilized
  by all BCeSIS members
• prepare district trainers with the knowledge and
  skills to support BCeSIS implementation in their
  district or school
• provide standard materials and tools to maximize
  the success of BCeSIS implementation in all
  schools
• ensure consistent application of business
  processes and assure data integrity across the
  province
• accommodate a range of different learning styles
  and implementation needs

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Conclusion

• BCeSIS is a program that will have a very
  positive impact on school management
• improved data storage and retrieval,
• improved management of programs,
• improved communications with School staff,
  District staff, Ministry staff, parents and
  community.

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QUESTIONS?