Post Migration Checklist

Transcription

1 Post Migration Checklist Congratulations on your migration to the new ODYSSEYWARE 2.0 platform. As you begin to work on your new URL, please note the following items: ACTION ITEM: When you have completed this checklist and verified that your new ODYSSEYWARE 2.0 URL is acceptable, please with your results and any questions you may have. Let us know when you plan to begin by providing an estimated start date for using your new site. Post-Migration Support: 1. If you have any questions or concerns about the new ODYSSEYWARE 2.0 platform, please contact the Migration Helpline at Option #5 or by at migrationcoordinator@glynlyon.com 2. Weekly Migration Q & A sessions will be available at 12 p.m. (CT) each Thursday. If you have questions or need some direction following migration, this will be a great opportunity to ask questions and collaborate with others. 3. If you encounter technical issues or wish to speak with Tech Support, please call your NEW Tech Support number, If you have a technical issue related to migration, you may also TechSupportMigration@glynlyon.com for assistance. 4. Need some refresher training on 2.0 or have teachers who could not attend the migration training prior to migration? Join one of our free Basic Teacher webinars for ODYSSEYWARE 2.0 which is hosted at 10 a.m. (CT) each Tuesday. 5. Our dedicated team including migration coordinators, customer experience managers, and professional development and training team members will follow up with you over the next 30 days to ensure you have the support you need to be successful. Your new URL for ODYSSEYWARE 2.0 was provided to you last week via . If you are unable to locate this URL, please call the Migration Helpline at and select Option #5. Before giving access to teachers and students, please follow the checklist on the following pages: Checklist Glynlyon, Inc. 1

2 Log in as the admin (as above) and accept the User License Agreement (ULA). Change your admin password by clicking the Teacher/Admin tab, selecting Edit Admin/Teacher by the Admin account, and then clicking the [Change] link by the Password option. Be sure to click Save at the bottom of this edit box to save your changes. You may change the password to anything six characters or longer. The password may be alphanumeric and include symbols. NOTE: Please write down your password and store it in a safe location with this document. ODYSSEYWARE 2.0 does not allow you to retrieve your password without calling and asking for Contract Administration. You must then fax an authorization on school letterhead acknowledging you are a named representative who may have the administrative password for the ODYSSEWARE URL for your school. Enter your new password here: Verify your school name in the upper right hand corner of screen under the My Preferences and Logout links. If it is incorrect or not as you would like, you may change it in the School Settings tab. Home Tab Verify: Number of licenses is correct Welcome message appears Calendar includes the correct No School days o Holidays, and other No School days did not migrate and will need to be reentered. Glynlyon, Inc. 2

3 Assignment Alerts Tab There should be no activities in this tab until after students have begun to work in the new URL School Settings Tab Click on the Schools Settings tab: Check the following items and make any adjustments as necessary: Messages and Display Sub-tab Name of school is correct Welcome message input Message of the day input If you make changes, make sure to click the Save button on this tab. Thresholds and Weighting Sub-tab Thresholds CRx pass threshold is correct Pass threshold is correct Set Max Lesson Attempts Select Block Lesson Progress if desired Set Quiz Pass Threshold Set Max Quiz Attempts Select Block Quiz Progress if desired Set Test Pass Threshold Set Max Test Attempts Select Block Test Progress if desired Glynlyon, Inc. 3

4 Weighting Lesson weight is correct. Project weight is correct. Quiz weight is correct. Test weight is correct. Make sure that all four numbers equal 100. Remember that there should be a weighting for each category. In ODYSSEYWARE 2.0, if a category has no assignments in a unit, the grade will calculate without using this category. Additionally, if custom assignments are created for custom courses and project weight is not assigned at the School Settings level, no grade weight will be provided for these added assignments. If you make changes, make sure to click the Save button on this tab. Permissions Sub-tab Global Permissions NOTE: Theme Selection, Allow Background and Allow Messaging options were all turned ON during the migration process. You may change these settings at this time. Theme Selection is set as desired. Change Default Theme if desired. Allow Background is set as desired. Change Default Background if desired. Allow Messaging is set as desired. Grading Permissions Blank Essay Notification is set as desired. NOTE: This is a global only setting that when turned on provides all teachers notification via the Actions on the Homepage and Actions Required sub-tab in the Gradebook to look at the assignment for manual grading. Otherwise, the student will receive a 0 score on this question, and the assignment will be subject to the thresholds set for this course or student. Teacher Permissions Change Password is set as desired Change Thresholds and Weights and set as desired. This is a new option and was migrated as off. To give this option to the Admin or any teacher, it must be turned on. Glynlyon, Inc. 4

5 Archive- Sub-tab Student Permissions Student Review Test Quiz is set as desired. Student Answer Key is set as desired. Enable Grading View is set as desired. Randomize Questions is set as desired. Change Passwords is set as desired. If you make changes, make sure to click the Save button on this tab. User Grace Period is set as desired. Enrollment Grace Period is set as desired. NOTE: The User and Enrollment Grace Period are defaulted to 28 days. You may set this number anywhere from one to 100 days. When user profiles or enrollments are set to the status of Archived, these items may be set back to On Hold or Active so long as the grace period has not expired. Once the grace period expires, user profiles cannot be reactivated and enrollments become transcript only for record purposes. Term Sub-tab The calendar start and end dates from your old URL were migrated as your default term for all students and enrollments. If you did not have a valid term, one was created for you. Add additional terms as desired. Make the terms you want to use now enrollable. Select a default term for all new enrollments. Calendar Sub-tab Update Calendar Sub-tab for No School days. Remember this event calendar is used for all terms. For the student planner to reflect the correct lesson plan, No School days must be set on this calendar Glynlyon, Inc. 5

6 Teacher/Admin Tab Click on the Teacher/Admin Tab: NOTE: The Create/Edit Courses and Change Thresholds and Weights options are new in ODYSSEYWARE 2.0 and were all migrated as OFF. Edit the profile of admins and teachers who you wish to have any of these options. View Active Teacher accounts All Active teachers appear on the list. Edit any teacher account you wish to change. View On-Hold Teacher accounts previously Inactive: in OW 1.0 All On-Hold teachers appear on the list Activate any teachers you need to be active Edit any teacher account you wish to change Add any new teacher accounts You may now Archive any teacher accounts that you are certain you will no longer need in your database Students Tab Click on the Students Tab: NOTE: The life cycle of student profiles has now changed to Active, On-Hold or Archived. All Inactive students will now be found via the status of On-Hold. Additionally, their enrollments have also been set to a status of On-Hold. As the admin, you may or may not have students listed under the My Students option. The only students who should appear on this list are students who were assigned to an On-Hold teacher at migration. These have been assigned to you as the admin to be re-assigned to other teachers. ODYSSEYWARE 2.0 does not permit students to be assigned to On-Hold teachers, even if the student profile is On-Hold itself. If any students appear on the My Students list, reassign them to the appropriate teachers if desired. Glynlyon, Inc. 6

7 Change the drop-down menu to All Students and verify that the correct number of students appear on this list Note: Since Campus ID and Student ID are new fields, these items will have no data. You may want to add data to these fields in the near future. Edit any student profiles you believe have the incorrect options assigned to them by clicking the Edit Student link by the appropriate student profile. NOTE: Remember that a new option in ODYSSEYWARE 2.0 is now to set thresholds for lessons, quizzes and tests. In addition, you can set a limit on the number of attempts a student may have for each of these assignment types. The global setting applies to all students unless a change is made at the student profile level. Add any new student profiles by using the Create Student or Import Student options. PLEASE BE AWARE: If you have leading zeros in Campus IDs or Student IDs, please let us know so we can assist you in assuring the template holds these leading zeros for you. This is especially important if you are using the number for the usernames. Once usernames are added, they cannot be deleted or modified. Parents Tab Note: This is a new feature that was released on 9/17/11. Please check release notes per the marketing department for more information. Before you issue parent/guardian accounts, please ensure that appropriate policies and procedures are in place at your school to administer this portion of the program. Course Enrollment Tab If a student in any way has touched a course within 12 months, the course appears in the course enrollments tab, whether Active or On-Hold. Verify all students appear on your Course Enrollments tab. Add new enrollments as needed. Reschedule enrollments to new terms if desired. Warning: Do not use the Unenroll option. This deletes the record. Glynlyon, Inc. 7

8 Gradebook Tab If a student has in any way touched an enrollment within 12 months, the course does appear in the Gradebook tab whether Active or On-Hold. The default view is to view only the Active enrollments. You may view On-Hold enrollments by changing the search criteria in the Gradebook filter. Verify that all students appear on your Gradebook tab. View any detail of courses in Gradebook as desired. NOTE: While all courses have a start and end date correlating to the new default term, if you navigate inside the course you see the actual dates when assignments were completed. NOTE: All assignments were migrated showing only one attempt. This is due to limitations of the migration process and new limits now set in the 2.0 platform on assignments. Glynlyon, Inc. 8

9 Reports Tab You should have received training regarding new reports during your migration training. Migration NOTE: For migrated schools a portion of your records have been migrated as Archived. These archived reports are for courses not touched by a student for 12 months or more. These courses do not appear in your Course Enrollments tab or your Gradebook tab for online viewing but only via the reporting option. 1. To pull an archived student report you begin by clicking the reports tab. The two reports available for these migrated students are Detailed Student Grading and Student Unit Grades. Select one of these two reports Glynlyon, Inc. 9

10 2. Select Time-frame default term as all migrated courses are initially associated with this term. 3. Next select a student, multiple student, or all students. Glynlyon, Inc. 10

11 4. In the Select Enrollments section, select the Status Archived and the Reason, Migrated. Then click the Show/Refresh button to display all the courses that are archived with this reason code. You can then expand a particular course to see which students were enrolled in each course. 5. Finally, click the preferred output format and the report will be generated for you. Web is an HTML format, CSV is an Excel export format, and the PDF will produce a formatted printable report. _ Glynlyon, Inc. 11

12 Messages Tab The messages tab should be a blank slate. No messages were migrated from your previous website. Congratulations! You are now ready to send out the new ODYSSEYWARE 2.0 URL information to your teachers and students. NOTE: All users have the same usernames and passwords as in the previous version of ODYSSEYWARE even if there are fewer than six characters in the password. All new profiles will require a six-digit passcode be entered. At a time in the future, existing profiles with shorter than six digit passcodes may be prompted to enter a new passcode. When/If this occurs you will be given advance notice. REMEMBER: Please migrationcoordinator@glynlyon.com per the request at the top of page 1 of this document with results and your start date. Glynlyon, Inc. 12