1 GUIDELINES FOR COORDINATORS e-EDI. 2 The EDI has been in use since 1999 using a paper- based system and computerized spreadsheets to collect and manage.

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GUIDELINES FOR COORDINATORSe-EDI

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The EDI has been in use since 1999 using a paper-The EDI has been in use since 1999 using a paper-based system and computerized spreadsheets to collect based system and computerized spreadsheets to collect and manage EDI data. and manage EDI data. Over the past couple of years the School Readiness Over the past couple of years the School Readiness Team along with Health Research Computing have Team along with Health Research Computing have developed, and tested an electronic version of the EDI. developed, and tested an electronic version of the EDI.

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e-EDI Completion to datee-EDI Completion to date

From 2005 to 2008From 2005 to 2008

30 sites 30 sites

38 000 students38 000 students

Every year, based on teacher and coordinator Every year, based on teacher and coordinator feedback, changes and upgrades have been feedback, changes and upgrades have been made to the system.made to the system.

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Receive a database from coordinator with critical variables included Receive a database from coordinator with critical variables included Assign EDI identification numbers (unique per child)Assign EDI identification numbers (unique per child)EDI Administrator imports the data into the e-EDI system via the webEDI Administrator imports the data into the e-EDI system via the webThe importing process performs certain consistency checks to ensure The importing process performs certain consistency checks to ensure the data is complete and correct. Once these checks have passed the data is complete and correct. Once these checks have passed successfully, the system is available to the teachersuccessfully, the system is available to the teacherThe system will automatically email all the teachers with their ‘log in’ The system will automatically email all the teachers with their ‘log in’ name and password (site administrator will provide master copy to name and password (site administrator will provide master copy to site coordinator)site coordinator)Teachers can log on to the system and complete their questionnaires Teachers can log on to the system and complete their questionnaires Once finished they check the questionnaires for completeness and Once finished they check the questionnaires for completeness and the data will be exported for analysis the data will be exported for analysis

Outline of the e-EDI system

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Step 1: e-EDI CommitmentStep 1: e-EDI Commitment

Coordinators must ensure commitment from school Coordinators must ensure commitment from school boards that all teachers in the board/site have the boards that all teachers in the board/site have the interest and technical means to pursue the e-EDIinterest and technical means to pursue the e-EDIAll teachers must have access to a web enabled All teachers must have access to a web enabled computer computer All teachers must have an activated email addressAll teachers must have an activated email addressSchool boards must ensure the School boards must ensure the www.e-edi.cawww.e-edi.ca site can be site can be accessed by all school computers (firewalls) accessed by all school computers (firewalls) Site coordinators must be prepared to act as resource to Site coordinators must be prepared to act as resource to all teachersall teachers

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WHAT HAS BEEN DONE ALREADY?WHAT HAS BEEN DONE ALREADY?

1. School Boards are informed and onside1. School Boards are informed and onside

2. Paper or electronic version chosen2. Paper or electronic version chosen

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PHASE 1: ImmediatelyPHASE 1: Immediately

1. Data Sharing Agreements1. Data Sharing Agreements Signed by School DivisionsSigned by School Divisions Send it back to us, we will sign it, and send you back Send it back to us, we will sign it, and send you back

the originalthe original

2. Parent Information Letters2. Parent Information Letters To be sent home by School Division - The earlier the To be sent home by School Division - The earlier the

better!better! If parent has concerns or wishes to have their child If parent has concerns or wishes to have their child

removed from project keep record and do not have removed from project keep record and do not have teachers complete questionnairesteachers complete questionnaires

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PHASE 1: ImmediatelyPHASE 1: Immediately

3. Complete Database Template3. Complete Database Template

Site Name:Site Coordinator:School Board:

School Name

TeacherName

Child’s FirstName

Child’s LastName

Child’sLocal ID

Classroom Time

Pleasant Mrs. Doubtfire [email protected] Johnny Appleseed 0015823 am

ClassAssignment

Child’sGender

Child’sPostal Code Neighbourhood

Child’s Date of BirthDay Month Year

SK 01 07 02 M L7N 2V6 6

Teacher’s Email column if e-EDI

TeacherEmail

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PHASE 1: ImmediatelyPHASE 1: Immediately

4. Save a copy for yourself with children’s names 4. Save a copy for yourself with children’s names this will be broken down into this will be broken down into Local Class Lists Local Class Lists

for each teacherfor each teacher

5. Save a copy 5. Save a copy without nameswithout names and send it to us and send it to us we will use this to create a unique EDI ID for we will use this to create a unique EDI ID for

each childeach child child’s local ID and EDI ID will available to the child’s local ID and EDI ID will available to the

teachers on the e-EDI systemteachers on the e-EDI system

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CLASSLIST GENERATED LOCALLYCLASSLIST GENERATED LOCALLY

Teacher Name Child’s Last Name Child’s First Name Local ID# DOB Gender Postal CodeTeacher Name Child’s Last Name Child’s First Name Local ID# DOB Gender Postal Code

Mrs. XMrs. X WalshWalsh CindyCindy 75-02 14/09/99 f 75-02 14/09/99 f L7N 2V6 L7N 2V6Mrs. X Mrs. X GaskinGaskin AshleyAshley 123 07/04/99 f L9H 2G1 123 07/04/99 f L9H 2G1Mrs. XMrs. X RaosRaos RobertRobert 75-03 15/02/99 m F8L 2F1 75-03 15/02/99 m F8L 2F1Mrs. XMrs. X JanusJanus Magdalena 75-15 21/06/99 f L9H 3XYMagdalena 75-15 21/06/99 f L9H 3XY

Cross Referencing Class ListsCross Referencing Class Lists

You create local class list with students name and local IDYou create local class list with students name and local ID

Cross-reference the corresponding Cross-reference the corresponding Local ID#Local ID# with the e-EDI with the e-EDI Class List.Class List.

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OCCS receives the database from coordinator with OCCS receives the database from coordinator with critical variables included critical variables included OCCS assigns EDI identification numbers (unique per OCCS assigns EDI identification numbers (unique per child)child)e-EDI Administrator imports the data into the e-EDI e-EDI Administrator imports the data into the e-EDI system via the websystem via the webThe importing process performs certain consistency The importing process performs certain consistency checks to ensure the data is complete and correct. checks to ensure the data is complete and correct. Once these checks have passed successfully, the Once these checks have passed successfully, the system is available to the teachersystem is available to the teacherThe system will automatically email all the teachers The system will automatically email all the teachers with their ‘log in’ name and passwordwith their ‘log in’ name and password

Step 3: Assigning EDI IDs & ImportingStep 3: Assigning EDI IDs & Importing

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PHASE 2: December/JanuaryPHASE 2: December/January

You will receive a coordinators package and You will receive a coordinators package and teachers packages by courier.teachers packages by courier.

Teachers will receive a reminder email with Teachers will receive a reminder email with username and password.username and password.

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EDI Teachers PackagesEDI Teachers Packages

1) e-EDI Explanatory Notes for Teachers1) e-EDI Explanatory Notes for Teachers

2) New EDI Guide2) New EDI Guide

3) e-EDI completion Guide 3) e-EDI completion Guide

EDI package will contain the following items bundled up for each teacher:

(One per teacher)(One per teacher)

(One per teacher)(One per teacher)

(One per teacher)(One per teacher)

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Coordinator PackagesCoordinator Packages

Along with the teacher packages, you will receive:Along with the teacher packages, you will receive:

1.1. Coordinators Training InventoryCoordinators Training Inventory

2. Master list of emails and passwords2. Master list of emails and passwords

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EDI GuideEDI Guide

New expanded EDI GuideNew expanded EDI Guide

Contains information specific to SaskatchewanContains information specific to Saskatchewan

Intended to facilitate completion of the EDI; Intended to facilitate completion of the EDI; based on comments from teachers.based on comments from teachers.

Teachers should read the whole Guide Teachers should read the whole Guide onceonce before starting to complete the questionnaires.before starting to complete the questionnaires.

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PHASE 3: January/FebruaryPHASE 3: January/February

Teacher TrainingTeacher Training

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Teacher Training InitiativeTeacher Training Initiative

Emphasis on Teacher TrainingEmphasis on Teacher TrainingIn our commitment to further examine patterns in the variability of In our commitment to further examine patterns in the variability of the EDI results, as well as improve quality control in teacher training the EDI results, as well as improve quality control in teacher training practices OCCS would like to learn more about the training practices OCCS would like to learn more about the training sessions. sessions. OCCS would like to be better equipped to supply the local EDI OCCS would like to be better equipped to supply the local EDI coordinators with the resources and materials needed to carry out coordinators with the resources and materials needed to carry out the most effective teacher training sessions possible. the most effective teacher training sessions possible. This is This is notnot an evaluation of teacher training procedures. an evaluation of teacher training procedures. We are trying to establish the following; We are trying to establish the following;

1)1) Does teacher training influence results? Does teacher training influence results? 2)2) What type of teacher training is being employed? What type of teacher training is being employed? 3)3) Is the type of training offered consistent from site to site? Is the type of training offered consistent from site to site? 4)4) What resources work best or are needed to provide the most What resources work best or are needed to provide the most

comprehensive teacher training session.comprehensive teacher training session.

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In order to accomplish the previous points, the following are necessary:In order to accomplish the previous points, the following are necessary:

Coordinators Coordinators mustmust provide EDI training to teachers provide EDI training to teachers

Coordinators will receive a Coordinators will receive a Training Inventory FormTraining Inventory Form from the from the OCCS to outline/describe what they have included in their OCCS to outline/describe what they have included in their training sessionstraining sessions

Teachers will complete the Teachers will complete the Teacher Training Feedback Teacher Training Feedback FormForm online on the e-EDI system online on the e-EDI system

Teacher Training InitiativeTeacher Training Initiative

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Phase 3: Teacher Training SessionsPhase 3: Teacher Training Sessions

Interactive session in a computer labInteractive session in a computer labPresentation to group Presentation to group Detailed (with pictures) e-EDI teachers guide available Detailed (with pictures) e-EDI teachers guide available Instructions for teachers to be distributed by Instructions for teachers to be distributed by coordinators coordinators EDI Guide (pdf) is available on-line as a link in the e-EDI Guide (pdf) is available on-line as a link in the e-EDI systemEDI systemIf you let the Offord e-EDI administrator know your If you let the Offord e-EDI administrator know your training dates we will be available by phone as a training dates we will be available by phone as a resource! resource!

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Teacher’s Complete theTeacher’s Complete the

QuestionnairesQuestionnaires

PHASE 4: February/MarchPHASE 4: February/March

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The teacher signs on to the The teacher signs on to the system by typing his/her e-mail as system by typing his/her e-mail as the username and the password the username and the password

The system automatically restricts The system automatically restricts the teacher to his/her classes and the teacher to his/her classes and students datastudents data

The EDI Guide is available for The EDI Guide is available for clarification and it’s suggested clarification and it’s suggested that teachers read through the that teachers read through the guide before completing the EDIsguide before completing the EDIs

Phase 4: Ready to go…Phase 4: Ready to go…

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Username\PasswordUsername\Password - Change the password - Change the passwordTeacher ParticipationTeacher Participation - Enter Teacher’s educational and teaching experience. - Enter Teacher’s educational and teaching experience.Class InfoClass Info - - A list of classes available to this teacher and the list of students in each A list of classes available to this teacher and the list of students in each EDI Data EntryEDI Data Entry - Data entry into various sections of EDI questionnaire - Data entry into various sections of EDI questionnaire

The Reports\Documents section has the following buttons:The Reports\Documents section has the following buttons:Student QuestionnaireStudent Questionnaire - - Summary of data entered in all EDI questionnaires for a studentSummary of data entered in all EDI questionnaires for a studentClass SummaryClass Summary - Summary report indicating which students’ data has been entered - Summary report indicating which students’ data has been enteredReview EDI GuideReview EDI Guide - provides details on EDI project and EDI questionnaires. - provides details on EDI project and EDI questionnaires.

** Teacher Training Feedback form also available on-line**** Teacher Training Feedback form also available on-line**

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This section, which asks about previous experience with the EDI, feedback on the This section, which asks about previous experience with the EDI, feedback on the EDI teacher guide and individual demographics, teaching experience and EDI teacher guide and individual demographics, teaching experience and background information, is completed once by each teacher. This information is background information, is completed once by each teacher. This information is highly confidential is not analyzed in conjunction with student data. highly confidential is not analyzed in conjunction with student data.

TO BE COMPLETED AFTER EDI QUESTIONNAIRES!! TO BE COMPLETED AFTER EDI QUESTIONNAIRES!!

Teacher Participation

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The The Class SummaryClass Summary button on the button on the Teacher’s MenuTeacher’s Menu screen provides a list of classes and the list of screen provides a list of classes and the list of students in each class. students in each class. If the teacher has multiple classes, both classes will be visible on the screen If the teacher has multiple classes, both classes will be visible on the screen Status refers to the data entry status of a student. In the example below, only one student is shown to Status refers to the data entry status of a student. In the example below, only one student is shown to have been completely entered and locked.have been completely entered and locked.Clicking on a student’s Clicking on a student’s EDIEDI button on the right will open up the EDI Questionnaire for that student. button on the right will open up the EDI Questionnaire for that student.

Class Summary

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The teacher may complete The teacher may complete their students’ EDI in stages their students’ EDI in stages by simply saving the by simply saving the completed screens before completed screens before exiting.exiting.

If child is no longer in If child is no longer in class/school (Q14) system will class/school (Q14) system will prompt teacher to simply stop prompt teacher to simply stop completion and submit to completion and submit to McMasterMcMaster

The teacher moves from The teacher moves from section to section simply by section to section simply by clicking on the sections clicking on the sections headings in red.headings in red.

e-EDI Completion

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Clicking on Section A button:Clicking on Section A button:

Clicking on Section B:Clicking on Section B:Sections

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• When the records for a specific When the records for a specific student are completed, the teacher student are completed, the teacher indicates this by clicking on “Check indicates this by clicking on “Check for Completeness”for Completeness”

• If any questions have been If any questions have been missed, a screen will appear missed, a screen will appear summarizing the status of each summarizing the status of each section of that child’s e-EDIsection of that child’s e-EDI

• Once all sections have been Once all sections have been completed, the teacher simply clicks completed, the teacher simply clicks on “Finished/Submit to McMaster”on “Finished/Submit to McMaster”

• When all records have been When all records have been submitted, the EDI statistician can submitted, the EDI statistician can export the data for analysisexport the data for analysis

Submitting

PHASE 5: March – April 15PHASE 5: March – April 15

OnceOnce ALL the EDI forms are completed, and submitted ALL the EDI forms are completed, and submitted to McMasterto McMaster

The data is cleaned, analyzed and reports completedThe data is cleaned, analyzed and reports completed

Data is processed on the first-come, first-served Data is processed on the first-come, first-served basisbasis

The larger the site, the longer it takes to process the The larger the site, the longer it takes to process the datadata

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PHASE 6: May - SeptemberPHASE 6: May - September

After the analysis is complete you will receive a After the analysis is complete you will receive a set of report s about your site’s resultsset of report s about your site’s results

Reports will be written and sent out on a first-Reports will be written and sent out on a first-come first-serve basis come first-serve basis

Example reports areExample reports are

on websiteon website

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The Teacher’s Roles:The Teacher’s Roles:

Enter data for students in his/her class(es).Enter data for students in his/her class(es).Create additional student records However, if Create additional student records However, if the teacher needs to add an entirely new the teacher needs to add an entirely new class he/she must contact the Administrator.class he/she must contact the Administrator.Ensure all questionnaires are complete and Ensure all questionnaires are complete and submitted to McMaster.submitted to McMaster.Submit student records to indicate that no Submit student records to indicate that no more changes will be made and the records more changes will be made and the records are now available for export and analysis.are now available for export and analysis.Update his/her teacher profile.Update his/her teacher profile.

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The Coordinators Roles:The Coordinators Roles:

To ensure that all teachers in the To ensure that all teachers in the board/site/teachers have the interest board/site/teachers have the interest and technical means to pursue the e-and technical means to pursue the e-EDI.EDI.To work with school boards to complete To work with school boards to complete the database with Site, School, Teacher the database with Site, School, Teacher and Students information in an Excel and Students information in an Excel spreadsheet.spreadsheet.To conduct a teacher training session To conduct a teacher training session To act as a resource to teachers To act as a resource to teachers

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Benefits:Benefits:

The e-EDI offers considerable flexibility for data entry and The e-EDI offers considerable flexibility for data entry and management. management. The data entry is very intuitive, requiring very little typing skills or The data entry is very intuitive, requiring very little typing skills or knowledge of computers. knowledge of computers. The e-EDI is accessible from any web-enabled computer, at The e-EDI is accessible from any web-enabled computer, at home or at work and it dramatically reduces the amount of paper home or at work and it dramatically reduces the amount of paper and mailings. and mailings. The e-EDI is beneficial to the User as well as the Administrative The e-EDI is beneficial to the User as well as the Administrative Team in that it saves time and provides a quicker turnaround for Team in that it saves time and provides a quicker turnaround for data analysis. data analysis. The program also facilitates the monitoring of completeness of The program also facilitates the monitoring of completeness of data to EDI staff. data to EDI staff. We have upgraded our system with SSL protocol to ensure a We have upgraded our system with SSL protocol to ensure a secure site. secure site. We have a feature which will notify the teachers if they have We have a feature which will notify the teachers if they have missed any questions in order to prevent invalid or missing data.missed any questions in order to prevent invalid or missing data.

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