Many districts must update their student information systems (SIS) with current service (program) enrollments, for instance Title I, LAP, and ELL. Those updates are required by the state and must be reported in conjunction with grant funding.
Often, updating the information is done in combination with several district staff members, including grant coordinators, specialists, and district administration. If those people are not familiar with the district's SIS, getting a current list of student program enrollments and merging it with potential student enrollments can be challenging.
In this demonstration, we use Homeroom to get a list of current Title I students and potential Title I students. When merged, this list can be used to update the SIS. However, this process can be used to identify Special Education, English Language Learners, or any other special program your district must track.
First, log in to Homeroom as either a District Administrator, a Building Administrator, or a Specialist. For this demonstration, we are the District Administrator.
To see the students with the Title I services Currently On, navigate to the Student Groups widget. Select the Filter & Create tab.
Apply two filters from the Add Filter Group drop down, Enrollments and Services. In the Enrollments filter, chose the current school year, and the schools and/or grades you are interested in. In the Services filter, chose the service(s) you are interested in and the option Currently On. (For your purposes you can chose any combination of parameters. However, if you need to look at historical information, the Currently On parameter may not display as expected, since historical programs imply an end date.) Now, give this group a name, like "Primary Title I Currently On" and Save the group. You have created a Smart group which will reflect any updates you make to your SIS system.
For this demonstration, we will create another group of potential Title I students based on the assessment score of all Kindergartners in our district.
Refresh the Student Group widget and create another group based on this school year and grade level Kindergarten. Again, name and Save the group.
To identify those Kindergartners who could be served by Title I, navigate to the Assessments widget. Select the student group you created above, in this case "All Kinder". Then select the applicable assessment. In this case "K Rdg Risk Analysis - Entry".
From the Performance Levels drop down, select those groups who are at risk.
To hide the students who do not need to be served, click on the group's color, in this case, we are hiding green, that is low risk students.
Now, create a Static group based on these at risk students. This is done in two steps, first, select the + or Add button for the some risk student, give the group a name, then select Create. Now select the + or Add button for the high risk students, select Choose a student group, pick the static group you just created, in this case "Kinder Some/High Risk" and select + Add To.
Next, navigate to the Data Extracts Manager widget. Select the Create tab. From the drop down list, chose the extract Students by Student Group.
Select the Smart group you created, in this case "Primary Title I Currently ON". Then click the Downloads icon. Save the comma separated file (.csv) to a location on your computer, like your Desktop. Those are the students who are currently enrolled in the service.
Now do the same procedure for the potential students. Refresh the Data Extract Manager, select Students by Student Group, then the Static group you created, in this case "Kinder Some/High Risk". Again, click the Downloads icon and save the file.
You now have two files which can be merged. You can manipulate that file in whichever manner you wish. In this case, you can use the information to update your SIS system. Twenty-four (24) hours after the SIS system is updated with correct program or service enrollments, the Smart group you created, in this case, "Primary Title I Currently ON" will reflect the current and correct list of students being served by the program.