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Digital Student Records

For the fall of 2020 Alberta Education has noted that all required student documentation that should be in PASI Student Documents is now a requirement for all students entering the system.

Now all district are currently working to identify the work flow to deal with documents from the past (student cumulative record) and the work flow moving forward. For physical documents (scanned documents for example) this could include a document management system or manual processes such as directly using PASIPrep to upload these documents.

Dossier - Digital Student Records

One area which Intellimedia identified as needing additional support is student information that exists as data rather than actual digital documents:

  • IPPs
  • Student Benchmarking Results
  • Progress Reports/Report Cards
  • etc.

It is this set of information that we identified as something that Dossier was in a unique position to assist with. The document types described above have certain features in common:

  • Content exists as data records until a document is generated on demand
  • Typically exist for a large sub-set of students (IPP, Benchmarks) or all students (Progress Reports/Report Cards)

Features

As Dossier maintains a direct integration with PowerSchool the Digital Student Record (DSR) module has been created to minimize effort required for the following actions:

All workflows:

  • Default PASI document metadata so that typically it only needs to be reviewed rather than set
  • Preview of document to allow spot checking
  • Documents generated on demand and represent the data that exists when the document is generated (up-to-date)

Individual Student files:

Dossier - Digital Student Records
  • Can be pushed to PASI at any time (student leaving the school for example) generated from the data that exists at that point in time
  • Can also display and push any Dossier uploaded files (of pdf type) from the Inclusive Education module (if this section is used)

Mass Push:

Dossier - Digital Student Records
  • Document types identified as typically existing for a large proportion of the student population can be pushed as a group and the system will

Access to PASI documents already in PASI for the student:

Dossier - Digital Student Records
  • As the integration with PASI is bi-directional we are also able to display all files currently in PASI for the student and allow for:
    • Downloading of available documents
    • Updating meta-data of existing documents
    • Setting documents to be deleted
    • Upload of any ad-hoc document (similar to PASIPrep)

CLASI

We are aware that some school districts will (or plan to) use CLASI as their main document management tool. CLASI itself integrates with PASI and in this case all above features will be available with the exception of listing of PASI documents/ad-hoc upload as in this case we will not require direct PASI security certificates and all PASI integration will occur through CLASI.

Dossier - Digital Student Records

Implementation

For districts to utilize the Dossier DSR module the following set of information will need to be collected:

  • PASI or CLASI
  • For each document type that the district want to route through Dossier:
    • Fill in the document definition template for each (see Appendix A)
    • Fill in the document definition template for each (see Appendix A):
      • PowerSchool Progress Report/Report Cards
      • Dossier IPP/ISP
      • Benchmarking (the Student Learner Profile records for the student)
      • Dossier Documents (files uploaded to Inclusive Ed)
      • Other data → document requirements from the District
  • Review the Inclusive Education set up to determine if additional customization is required:
    • For example, some districts have multiple Inclusive Ed documents that are chosen to be generated for individual students. In this case we will need to customize to add in a new data field to determine for each student what needs to be generated:
      • IPP and IELP – for DSR to generate the correct document the system needs to know for a given student do we generate the IPP or the IELP. This customization is typically in the Educational Information section labelled as “Student Requires” and works in combination with IPP/ISP Creation Date to identify IF the student has data and if so which document to generate
  • Plan for Report Cards – different districts have different Report Card solutions:
    • Object Reports or other third party Report Card solutions:
      • Strongly suggest (based on scope/cost of implementation) designing a district decided summary report to be pushed to Pasi
        • Single report that will generate a pdf based on:
          • Student demographics to be defined by the district
          • Any attendance Summary information
          • All stored grades for the student (section, course, teacher, store code, mark/grade, comment
          • All standards for the student (standard, score, storecode, comment
      • Strongly suggest (based on scope/cost of implementation) designing a district decided summary report to be pushed to Pasi
        • API call(s) to gather the required information for the report card
        • Define a report template that can be generated for any student
  • This process will consist of information provided, questions and decision on best implementation of a specific dataset

Document Definitions

For each document type the following table will need to be filled in. Below is an empty template and examples for IPP and Report Cards (Intellimedia built with Archive functionality)

EMPTY

DEFAULT VALUE NOTES
Document Description
Title (metadata)
File Name (metadata)
Document Date (metadata) Date document generated
Document Language (metadata) EN
Document Type (metadata)
Is Digitized (metadata) False (data is transformed to pdf directly, not scanned)
Is Relevant (metadata)
Is Only Relevant (metadata)
Linked To Organization (metadata) Student current school unless not currently connected then organization
Linked To School Year (meta data) School year of the document record if applicable

IPP Example

Document Description Student IPP Report Students with a Creation Date AND Document Required selected
Title [IPP, AAP, IELP]_[firstName] [lastName]_20XX-20YY Example: "IPP_John Smith_2019-2020"
File Name [ASN]_[generatedDate]_[IPP, AAP, IELP]_20XX-20YY.pdf Example: "123456789_20191210_IPP_2019-2020.pdf"
Document Date Current Date Document Data is retrieved from the database and converted to pdf on demand so the document date is when it is generated
Document Language EN Default to EN - English
Document Type IPP Pasi Description of Document Type: The current plan and any amendments, generated after every review period
Is Digitized FALSE Document is generated directly as pdf and not scanned
Is Relevent If the report card is for the current year then true else false
Is Only Relevant FALSE this can be changed in the interface if it is to be the only relevant document. If true this will set all other active relevant documents of the same type as irrelevant
Linked To Organization S.[SchoolCode] if found else A.[AuthorityCode] most likely will always be school code, authority is just fall back
Linked To School Year School Year of the Document based on School Year of the data requested

Report Card Example

Default Notes
Document Description Report Cards From PowerSchool Report Card customization by Intellimedia - Archive records for student
Title Report Card [firstName] [lastName] 20XX-20YY [SchAbbr] [template] [term] Example: "Report Card John Smith 2019-2020 SCH ELE T1"
File Name [firstName]_[lastName]_ 20XX-20YY_[SchAbbr]_ [template]_[term].pdf Example: "John_Smith_2019-2020_SCH_ELE_T1.pdf"
Document Date Current Date Document Data is retrieved from the database and converted to pdf on demand so the document date is when it is generated
Document Language EN Default to EN - English
Document Type ProgRpt Pasi Description of Document Type: Annual Summary (or at the end of each semester) of the student's progress in each course or program in which the student is enrolled.
Is Digitized FALSE Document is generated directly as pdf and not scanned
Is Relevent If the report card is for the current year then true else false
Is Only Relevant FALSE this can be changed in the interface if it is to be the only relevant document. If true this will set all other active relevant documents of the same type as irrelevant
Linked To Organization S.[SchoolCode] if found else A.[AuthorityCode] most likely will always be school code, authority is just fall back
Linked To School Year School Year of the Document based on School Year of the report card from the template record
 

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