Back to School Reset Prep Guide

Table of Contents

Step 1: End of the Year Data Back Ups

Step 2: View and Save End of Year Reports

Step 3: Manage Accounts for Program Admins and Site Leaders

Step 4: Refresh Student and Teacher Rosters for New School Year

Overview

Welcome back! This easy-to-follow guide is designed for Program Administrators to refresh rosters and prepare their programs to use the DESSA System Educator Portal for the upcoming School Year.

Every year on August 1st the School Term within the Educator Portal switches to the upcoming school year which will run from August 1-July 31. This means that July 31 is the last day of the school year in the Educator Portal, so it is important to complete steps 1 and 2 before the end of the day on July 31.

After the school year switches over, the previous data is not lost, but it will only be visible in the reports in the DESSA System for students who are still actively rostered. All of the data for all students will remain available through a rating export. 

Step 1: End of the Year Data Back Ups

How to pull the Rating Export from the Educator Portal

To pull the Rating Export Report from the Educator Portal, follow these steps:

1. Log into the Educator Portal as a Site Leader or Program Admin. Raters will not be able to pull this report from their account.
2. Click "Data and Insights" In the top left navigation menu.
3. Select "Rating Export" from the report navigation menu on the left side of the screen.
4. Select the Rating Form you would like to pull and export using the drop-down menu.
5. Select the date range you would like the report to cover using the "Start Date" and "End Date" fields.
6. Make sure each site you would like included in the rating export is selected using the checklist of site names.
7. Once you have set your parameters, click "Export" in the lower right corner. This will download an Excel spreadsheet with any data meeting your parameters.
8. Repeat steps 4-7 for each rating form, time period, or set of schools you would like to pull data for.

Note: To view the complete article with additional helpful details, please click here:
Rating Exports

Step 2: View and Save End of Year Reports

How to Access Key Reports in the Educator Portal

The following 3 DESSA reports collect and present vital data garnered from this year's ratings.

To access the Impact Report

Start by selecting two Ratings Windows to compare at the top of the report and click Apply. 
The Change in Students' Overall Social and Emotional Competence (See Image 1) at the top shows the distribution of students across the three descriptive ranges for each of the rating windows:

Image 1

The Student Movement charts (See Image 2) display how students who started in a particular descriptive range, such as Need for Instruction, moved to another descriptive range category in the second rating window:

Image 2

The Student Grade Level chart (See Image 3) displays the changes in descriptive range, grouped by grade. As a note, the grade is representative of the student's current grade as of the date of the report. Each grade band is therefore comparing the same group of students.
The Competencies Chart(s) (See Image 3) at the bottom shows the changes in the descriptive range, grouped by competency. As a note, only students with competency level scores in both rating windows will be displayed in this chart.

Image 3

To access the Competencies report

1. From the Dashboard, select the Data and Insights tab at the top of the screen.
2. Select Competencies (See Image 4) from the left-side menu.
3. Locate the bar chart graphs
4. Hover over a section to drill down into (notice the mouse pointer changes) and click on the desired section
5. A filter will be added so that only students who were in the section selected will be displayed
6. To clear the filter, click on the X next to the filter

Image 4

To access the Rating Window Summary report

1. From the Dashboard, select the Data and Insights tab at the top of the screen.

2. Select Rating Window Summary (See Image 5) from the left-side menu.

3. Now select the Site(s) you wish to include in the report data

4. Choose your Rater Type 

5. Select Run Report

6. Scroll to the desired Breakout from the available categories for comparison

• Grade Level Breakout
• Race/Ethnicity Breakout
• Student Subgroup Breakout
• Site Breakout

Image 5

How to Print/Save Key Reports in the Educator Portal

Your end of the year reports can be printed or saved as PDFs via the sub-menu in the upper right of each report screen covered. This sub-menu is represented by the 3 dots. (See Image 6)

1. Select the sub-menu (3 dots)
2. Click Print
3. You will be presented with options to print directly to a printer or Save PDF

Image 6

Note: To view the complete individual articles with additional helpful details for each of these reports, please click the link below:
Impact Report
Filter Down/Drill Into Bar Chart Data - My Students and Competencies Reports
Rating Window Summary Report

Step 3: Manage Accounts for Program Admins and Site Leaders

Adding New or Requesting Changes to Current Program Admins

A Program Administrator has access to manage all sites, staff, and students in the program's DESSA System Educator Portal. Program Administrator accounts are created by the DESSA Support Team.

To change or add Programs Administrators, a current Program administrator or an executive/administrator within your organization will need to submit a request to our Support Team. Select Submit a Request in the top-right corner. In the request, please include the full name and email address of the Program Administrator you wish to add or update.

Our team will then update the account and provide the new Program Administrators with an invitation to create their account for the Educator Portal.

NOTE: A list of current Program Administrators can be requested from the DESSA Support Department.

Adding New or Updating Current Site Leaders

Site Leaders can be managed manually or in bulk via a CSV file upload.

To add Site Leaders manually:

1. Select the gear icon in the top right corner. 
2. Select Admin from the drop-down menu. 
3. Select the Staff option on the left-side menu. 
4. Select the Add Staff
5. Enter the details for the staff member. 
6. Select Save. 
7. If you are ready to invite the staff member, select the Invite button from the Staff list. 

To add Site Leaders in bulk via CSV file (self-managed and SIS-managed programs):

1. Select the gear icon in the top right corner. Admin from the drop-down menu.
2. In the left sidebar menu select Imports.  
3. Select the radio button for Site Leaders; click Continue
4. Select and open the Site Lead Import Template (bottom of this article). 
5. Download and open the import template. 
6. Populate your file according to the column headers on Row 1. DO NOT EDIT ROW 1 

NOTE: Site names included on the CSV file must match site names that exist in the Educator Portal, otherwise those staff members will not be added during the CSV upload process

7. Save the file as a CSV on your computer. 
8. After clicking Continue from the previous screen in the Educator Portal, click Browse and search for your saved CSV file. 
9. Select the Upload CSV button on the right side. 
10. If you are ready to invite staff members, select the Invite button from the Staff list on the left-side menu. 
11. Verify that these site leaders are now uploaded to the Educator Portal from the Staff list on the left-side menu.

Step 4: Refresh Student and Teacher Rosters for New School Year

As you prepare for the upcoming school year the rosters of both students and teachers will have changed. To reflect updated rosters, you will need to remove students who have graduated or moved and teachers who have left the district.

Self-Managed Rostering

Using an updated template file containing returning student and teacher info for this upcoming school year enables you to refresh the rosters through our Imports menu.

1. Navigate to the gear icon in the top right corner and select Admin from the drop-down menu. 
2. In the left sidebar menu select Imports.  
3. Select the radio button for Sites, Educators, Students; click Continue
4. On the Imports page, select Add/update records in file and remove existing records not included in file
   1. This option will remove any existing student/educator records not included in the file currently being uploaded.  Useful when needing to free up available licenses for incoming students by removing students no longer in your organization.  All historical data will still be available via a Ratings Export. 
5. After clicking Continue from the previous screen, click Browse and search for your saved CSV template. 
6. Select the Upload CSV button on the right side. 
7. If you are ready to invite staff members, select the Invite button from the Staff list on the left-side menu.

Note: For instructions on refreshing rosters and updating staff accounts, please reference these articles: Article 1: Adding Site Leaders, Unrostered Educators, Training Only Users and Updating PAs and Article 2: Adding Sites, Raters, and Students.

SIS-Managed Rostering

Your rosters will automatically be updated via your scheduled SIS Integration. Please work with your internal SIS contact to ensure the correct sites, staff, and students are added to your SIS imports. Additionally, any adjustments to active Assignment Rules should be made now so that all Rater Lists are accurate to begin the School Year. Your Site Leaders can be added manually in the Staff section or via a CSV file for bulk upload.