MyEdBC Training & Support Session Summary - November 1, 2024

Introduction (0min - 5min)

• Welcome and screen sharing.
• Reference to bcsupportonline.com for session recordings, summaries, and upcoming dates.
• High school and elementary report card training resources available on the website. Elementary training sessions scheduled for next week.
• New fields added for cultural/traditional names in the student's profile. These accommodate special characters, unlike the legal name field, which is limited to A-Z due to limitations of the 1701 Ministry report. These names can be printed on reports like the Learning Update (report card).

Q&A (5min - 30min)

Question 1 (5min - 7min): How to identify IEP teachers as case managers.

• Key points: The "Inclusive Ed" checkbox and the "Case Manager" role must be selected in the staff member's profile. This adds them to the appropriate lists within inclusive ed and for case manager selection but doesn't alter security permissions.
• Key steps:
  1. Navigate to the Staff tab.
  2. Select the teacher's profile.
  3. Check the "Inclusive Ed" box.
  4. Assign the "Case Manager" role.
  5. Save the changes.
  6. When creating or editing a student's IEP, the teacher will now appear in the case manager list.
  7. Teachers can then filter IEPs to view "My Cases."

Question 2 (7min - 9min): How to handle student names with special characters (e.g., French accents) for the 1701 report.

• Key points: The 1701 report only accepts A-Z characters for legal names. Use the traditional/cultural name fields for special characters.
• Key steps:
  1. Enter the legal name (A-Z only) in the legal name field.
  2. Enter the name with special characters in the traditional/cultural name field.
  3. Select the traditional/cultural name when generating reports like the Learning Update.

Question 3 (9min - 13min): How to write overall comments on the Learning Update (report card).

• Key points: Use the XTC courses with the "comment only" transcript definition.
• Key steps:
  1. Add the appropriate XTC course (e.g., XTC 11 for grade 11) through Schedule > Courses > Options > Add.
  2. Create a section for the XTC course and assign students.
  3. In Courses, set the transcript definition for the XTC course to "Comment Only."
  4. Enter comments in the grade input for the XTC course.
  5. Post the grades.
  6. Ensure "Display Teacher Overall Comment" is selected when generating the Learning Update.

Question 4 (14min - 15min): How to mark a student with an IEP on the Learning Update.

• Key points: The IEP indicator on the Learning Update is triggered by the presence of a designation in the student's profile.
• Key steps:
  1. Navigate to the student's profile > Membership Side Tab > Programs > Designations.
  2. Add the appropriate designation. This should already be done for 1701 reporting.

Question 5 (16min - 21min): How to remove a course from the Learning Update.

• Key points: Several methods depending on the scenario:
  • Cross-enrolled students: Use the "Display Current School Courses Only" option in the Learning Update's user-specific parameters.
  • Dropped courses: Delete the course from the student's transcript (if no marks exist).
  • Completed courses to hide: Select "Hide on Report Card" in the course details within the student's transcript.
  • Removing a course for all students: Use Grades > Transcript Side Tab, filter by the course, and mass delete or mass update the "Hide on Report Card" option.
  • Courses with no grades entered: Remove students from the course roster and delete the section.

Data Export Demonstration (21min - 25min):

• General Data Extract (GDE): Student > Options > Exports > GDE allows bulk download of various data sets.
• CSV Export: The print icon (CSV option) on any page downloads the currently displayed data in CSV format for Excel.

Question 6 (26min - 27min): Attendance history after marking a student present.

• Key points: When an absence is changed to present, the original absence record is deleted and is not retrievable.

Question 7 (28min - 29min): Copying student grades.

• Key points: Clarification needed on the type of copying:
  • Entering grades from another system: Enter directly into the grade input for the appropriate course.
  • Downloading grades: Use Grades > Transcripts, filter by year and use the "Mark Verification" field set, then export to CSV.

Closing Remarks (30min):

• Open for any remaining questions.