MyEdBC Training & Support Session Summary - September 27, 2024

Introduction (0min - 4min)

• 1701 Snapshot: Snapshot date is today (Sept 27). Deadline to submit the file to the ministry is October 4th.
• Resources: Website (BC support online.com) has training recordings, provincial resources, ministry guides, checklist, and videos for 1701.
• Edx: Not used for September 1701 submission, but planned for February 2025.
• Snapshot Meaning: Captures student enrollment as of the snapshot date. Students who left before or joined after are not included.
• TRAX: First submission window opens soon. Applies to schools with grades 10-12. Checklist and videos available on the website.

Q&A (5min - 31min)

Q1 (5min - 6min): Student graduating in January has too few credits on 1701.

• Issue: Student graduating mid-year shows as having too few credits.
• Key Point: This is expected and results in partial funding. Ensure semester 2 courses are entered, even if tentative, for full-year students.

Q2 (6min - 8min): How to run a snapshot?

• Issue: Confusion between snapshot and report.
• Key Steps:
  1. Verification Report: Student tab > Reports > Ministry Reporting > BC 1701 Verification Report. Use this to check data and resolve errors, especially missing PENs.
  2. Extract (Snapshot): Student tab > Options > Exports > BC 1701 STD File. Remove extra numbers from the file name. Save in a dated folder.

Q3 (9min - 10min): CLC courses showing as 2 credits instead of 4.

• Issue: Incorrect credit value for Career Life Connections courses.
• Key Steps:
  1. Current Students: Schedule > Courses. Change credit value to 4.0.
  2. Past Students: Student tab > Transcript side tab. Set filter to "all records". Find the course and change credit value to 4.0. Note: Credits appear after a final mark is entered.

Q4 (11min - 12min): Addressing cross-enrolled students.

• Issue: How to handle cross-enrolled students on the 1701.
• Key Point: Cross-enrollment is fine. Each school receives funding for courses taken at their school. Determine the school of record (primary/secondary).

Q5 (12min - 13min): Two extra students showing as enrolled.

• Issue: Discrepancy in student count between MyEdBC and ministry data.
• Key Steps:
  1. Run the verification report and check the numbers.
  2. Ensure the correct STD file is being uploaded.
  3. Compare ministry and MyEdBC verification reports by grade level.
  4. If unresolved, open a help desk ticket with both verification files attached.

Q6 (13min - 16min): Core French enrollment for K-7.

• Issue: Core French numbers not adding up.
• Key Points:
  • Core French enrollment requires meeting specific criteria (see 1701 Guide).
  • Verify student program assignments: Global tab > Favorites > Student Program Participation. Filter by current school and active program. Export to Excel.
  • Check for Core French programs assigned from previous schools. End-date old programs and create new ones for the current school.
  • Open a help desk ticket if the issue persists.

Q7 (16min - 18min): Course code from previous school affecting reporting.

• Issue: Course code from previous school potentially impacting FTE calculation.
• Key Steps:
  1. Run 1701 and upload to ministry.
  2. Check ministry verification report for correct FTE values.
  3. Contact the previous school to fix the record. Contact the support team for help with independent schools.

Q8 (18min - 19min): Altering a student's grade (holding back).

• Issue: Parent request to hold a student back a grade.
• Key Steps:
  1. Select the student. Options > Registration > Promote/Demote Student.
  2. Set the date of the change.
  3. Select the new grade level.
  4. Important: Update the homeroom and courses in the schedule workspace.

Q9 (21min - 23min): Student Services and IEPs.

• Resources: Website has training videos and resources on Competency Based IEPs and Annual Instructional Plans (AIPs) under Getting Support > Training Recordings and Provincial Guides.

Q10 (24min - 25min): Enrolling a student into Competency Based IEP when the plan is in the old format.

• Issue: Switching from old IEP format to Competency Based IEP.
• Key Steps:
  1. In the Plans section, select the student.
  2. Renew the plan without selecting a specific plan. Choose a start date.
  3. This should create a Competency Based IEP.
  4. Open a help desk ticket if this doesn't work.

Q11 (25min - 27min): Core French verification numbers different from enrolled students.

• Issue: Discrepancy between verification report and actual Core French enrollment numbers.
• Key Points:
  • Ensure students are assigned to the Core French program (code 08) in Student Membership and Programs, linked to the correct school.
  • Use the 1701 Verification report to identify students missing the 08 code.

Final Remarks (27min - 31min):

• The session recording will be posted on the website.
• One-on-one sessions can be booked through the website (Book 101). If no slots are available, submit a help desk ticket.
• Core French course enrollment and Core French program assignment (for funding) are distinct.
• Submitting a help desk ticket is the best way to get support, especially during busy periods.