End of Year Procedure

Dear iLearnNYC School Leader: As the school year draws to a close, we want to thank you for your participation in the iLearnNYC program. Here are some important steps to consider when you close your program for this school year and to prepare for the next school year:

• • • • • • • 1. Entering final grades or releasing final grades

              2. Course Closing/Removing Courses in iLearnNYC

              3. Preparing Courses for Use Next Year

              4. Running SY Course and Student Data, and Student Progress Reports

              5. Preparing for Summer School, if applicable: License Recovery for Transferable licenses in APEX and Compass

1. Entering Final Grades: Schools should not close or remove their iLearnNYC courses until final course grades are entered in STARS and until all required reports and data have been extracted and archived.

iLearnNYC recommends that you work with your Borough Field Support Academic Policy Point Person and Data Specialist as your official NYCDOE resource and authority for all issues, questions, and confirmation regarding your school’s credit, promotion, graduation, and STARS decisions for all course.

Please refer to our ACADEMIC POLICY Deck for clarity.

We expect all our iLearnNYC schools to be informed, and comply with the NYCDOE Academic Policy and practices on course management, marking periods, promotion and graduation criteria, credits, and final grade submissions to STARS or HSST.

2. Course Closing/Removing Courses in iLearnNYC

The Admin Console has both a “Close Course” and a “Remove Course” command. They are very different. Please understand the differences before executing.

• Close Course

This will close the course immediately and will not allow any further access by students to any part of the course including assignments and assessments. Teachers will still have access to the course for grades and metrics. Please make sure you have given students whatever warnings and alerts they would need to submit all required work, complete all content modules, quizzes, assignments, communications, projects, and submissions, and logged the hours online you will require to determine successful completion of your course. For courses which access external vendors, data must be extracted at the external vendor site before the course is closed or removed, or a student is unenrolled. See “Archiving Course Data” Chart below.

• Re-Opening Closed Courses: Schools may reopen closed courses from the current school year at any time, and all students will be reinstated.

• Remove Course: This action is irrevocable (not recommended)

This command will close and delete the course completely. No student work is saved, no student log in or access data is saved, there is no trace left of the course, its content, or any of its data. It is for use only in addressing mistakes made in course creation.

3. Preparing Courses for the start of the School Year

The Admin Console will not be available from the end of summer school to beginning of September so that system may be updated for the new school year to include school summary pages and opening license totals. We recommend all courses be created as needed in each semester.

If a teacher has spent a lot of time customizing and editing a course, a “clean” version of the course may be copied forward for use in next semester using the “Copy from Existing Course” option in the Admin Console during course creation. This option will open a menu of available past courses in your Program which were in the “Closed” state. Here are some rules:

• Please check with your Implementation Manager if you intend to make use of this feature.

• Copied courses will also copy the original vendor Master Course content and licenses, and will not allow additional vendor content to be added.

• You will need to have the proper licenses available for all new students enrolled.

• Please use a name for the new course that is different from the original, and includes “Fall 2016” in the name such as: Fall2016 Algebra I

• Please check the course carefully after copying and report any discrepancies to your Implementation Manager.

4. Course, Student Data, and Student Progress Reports

School Admins should run school-wide reports and teachers should run reports on each of their classes.

We recommend that schools run all reports necessary to document course data, such as assigned Teachers of Record, Co-Teachers, Certifications, curriculum units or modules, and content used.

School Admins and teachers should also run all reports necessary to document time spent online or hours spent on each course.

Student progress data like modules completed, assessments, discussions, forums, and all other aspects of student progress should likewise be documented.

iLearnNYC best practices recommends school admins and teachers save these reports in both print and electronic formats consistent across all courses, to prepare for possible course audits or questions in future.

Please contact your Implementation Managers with questions about these procedures.

Entering Final Grades: Schools should not close or remove their iLearnNYC courses until final course grades are entered in STARS and until all required reports and data have been extracted and archived.

5.Preparing for Summer School: License Recovery for Transferable licenses in APEX and Compass =

Note: Licenses purchased during the summer will expire in the middle of August

In order to recoup or recover licenses, the un-enrollment process must be performed on both the Admin Console and on the vendor platform.

Each side is independent of the other and you each must be reconciled - when you un-enroll from one you must un-enroll from the other. You must have enough licenses in order to enroll new students.

WARNING to Admins: A student may be enrolled in multiple courses. In order to free up the license the student must be removed from all courses. Only the “Delete Student” function (accessible by administrator only) will un-enroll the student from all courses. This is irrevocable and all student work will be deleted.