001Welcome to this JMC webinar Minnesota MCCCC Edi work session. My name is Jake Banscoy uh head of training here at JMC. Uh happy to be joined by uh Rachel Cox and Greg Gilman. Rachel, do you want to say hi to everybody? Hello everyone. I'm Rachel Cox. I am located in West Central Minnesota. Um I'm happy to be joining today. I am the team lead for resources. So, I help write and publish a lot of those uh helpful articles that walk you through this MCCC process. Wonderful. Thank you very much. And Greg, uh Greg Gilman, based out of Lake City, Minnesota. Been with JMC for 25 years and specializing in state reporting. I'm a development lead. Awesome. And as I mentioned, I'm Jake and I'm an Eastern Iowa guy, which is exactly what you all want
002is an Eastern Iowa guy talking about Minnesota State Reporting. But I feel like I've hung out enough with uh with Greg Gilman to to know a little bit about what I'm talking about here today. So um uh today uh the floor is yours to help streamline your school's transition to MCCC via EDFI reporting. We want to provide you with an opportunity to ask questions and receive assistance at any stage of the process. In this session, we will discuss common questions, provide answers, and help you prepare your school's data for MCCC reporting via EDFI. Let's take time to reflect on your data setup and submission process. Please feel free to ask any questions at any time. Rachel will be keeping an eye on our uh question and answer feature. Um we we've got some things that
003we're prepared to do knowing that maybe some of your questions are building specific. um you know, if we need to allow you to screen share, we could probably do that. Um the thing is we don't want to show any sensitive data, any student sensitive data or anything like that. So, um we might be able to help you out on back channels as well. Um otherwise, kind of the way that this session works if you've been a part of it in the past is we give you the high level of um the data setup and submission. we kind of run through things um one at a time, field any questions as we go and um you know hopefully provide you with some insight as to why you're doing the things that you're doing and giving you
004the opportunity to ask questions of our experts. It's kind of the strength of these sessions. So with that before we get going I do want to point out if many of you probably have already viewed this but if you have not um this is the place to start is uh our YouTube video on 2425 Minnesota MCCCC edfi reporting. So this video is the whole enchilada if you will. And um if you expand the um the description in YouTube, uh we have timestamped all of the specific things that you would do to not only prepare your course data, but then submit your course data and uh work through any data quality errors um that you have. Uh you can click to any one of these points. So, if you have a question about like, oh, I
005don't know, adding MCCC course data, you can click that uh link. It's going to take you right to that spot in the video. Uh, and you can follow along that way. Uh, another very handy thing that folks do um is they actually download the PDF uh of the presentation. Uh, it's available clickable link. Uh, you click this um it's going to tell you the file is too big to preview. uh you can just download it and have that up and next to you as you go through um your submission. So, uh the third and final plug that I will give is for Rachel and I'll let Rachel probably speak to this better than than I will even is our help center which is located um in your widget. You can click this help center link
006and it's going to take you to our external help center site. So, you can actually pick this up and view it. So, um Rachel is uh as she mentioned the resources lead. Uh she has spent a lot of time updating our resources, working with our full team to update our articles. So, we can see individual articles here. So, is there anything that you want to point out individually on this page? Um just the the searchability. So, if there's something specific that you're looking for, you can use that search bar at the top. And especially if you do this in tandem with the presentation um or the video that Jake was talking about in YouTube, the presentation's really built off those articles. So if you just want to see those how-to steps um yep, you can
007you can type in some of those key phrases and find an article that matches that. And one more thing that I will note is I did put a link to that YouTube training in the Q&A. So if anyone wants to go in there, they can grab that link. Awesome. Thank you very much. And uh soon uh coming up soon, if you've kept an eye out on our upcoming webinars, we're going to have a webinar that gives a high level of state reporting. Um in in tandem, hopefully shortly, we have a a reorganization of our help center um that helps kind of direct folks through uh the the process of submitting uh MCC course data along with um regular MARS data as well. So, uh, those Minnesota articles that you're probably looking for right there at
008your fingertips. And with that, let's get into preparing MC course data. First off, has your school imported course data or do you have any questions about this part of the process? So, the import course data process, as we have import course data from a prior year, this article pulled up. Um, one of the most helpful features of these articles I feel is the pathway to get to the spot where you do the thing. Doing the thing is in general pretty easy with this. But, um, I'm going to go to schedules, course, import course data. Hide that bad boy right there. The other thing that I'd like to point out with this is we can search for help and say import course data. I can find my article and then I can say, oh, import course
009data. I go to schedules course import. All right, schedules course import course data and the article is actually going to follow me from one page to the next. So then, you know, if I need that stepby-step tutorial, I've got it there. You know, I can always minimize and maximize as well. So I can see my screen and I can open it right back up and go to um where I'm working from. So, nice little ancillary helpful tip there for you. But, um, you know, the I I think my helpful tip for this page would be, um, to read the text that's on here. This is going to tell you exactly what this process does and what you can expect out of it. And, um, as you see up here in my red at the top
010of the screen, the import course data from a prior year has already been run. it was actually run on 372025. So if I see something like that, I know that I don't need to import course data. It's already been done. Um if I'm not seeing that alert up there, um I know that I have to run this process in order to do uh to move forward with any submissions. So um Greg, Rachel, anything to add about this course data import? Well, not really. Yeah, I think you've covered it well. Feel like it's a basic process. If you're worried or if you're wondering about what it is going to import or what it's not going to import, as I mentioned, read the uh the the on screen there. Um it it's going to it's going to
011tell you this option will only import a value from the prior year if the value in the current year has not been set there. Therefore, it should be safe to run more than once per year if desired. So, if you get to this point in the year, um you know, if you have not imported course data and you made a bunch of changes, let's say you did a bunch of scheduling, you added a bunch of courses, um it it's not going to overwrite anything that you've done this year with what you've done from last year. But what it will do is pull in some of those state specific fields from last year to help you get started um with that uh the the state specific data entry so you don't have to spend a whole
012bunch of time re-entering stuff that you entered in the prior year. Um I I do like this preview import feature because it tells you uh exactly what courses will uh import data and which courses will not. So, in this case, it's saying, "Hey, we have courses with no matching names or numbers from the prior year, meaning we're not going to overwrite any data because that course might not be the same as what it was last year. We have course number four, and that apparently was not third grade ELA last year." Um, so we're not going to pull any data in from that. Um, so yeah, uh, if Rachel, if there are any questions, I' feel those about the import. Um, feel those right now. Otherwise, we can move on to the next important part of
013this process. Yep. It looks like we can move on. No import questions. Great. Question number two. Do you have any questions or need assistance regarding teacher room number or course grade setup? So, teacher room number or course grade setup. If you're following at home on the the regular video, the full video, uh, editing teacher details, editing room details, and associating MDE recognized grade values are the three sections that we're kind of talking about right now. Most of this is done on underneath attendance, staff, um, we've got rooms and teachers. I'm going to go to rooms first because it's at the top of the list. And um probably the the most important thing of note here is that your site number for the room matches up with uh the room description here. And you know this
014room description is used for um scheduling primarily for scheduling. Um the site number is your building number. Um I'm going to show you where you can find your building number so you can see if it matches up. You can see kind of all mine are in the same building. I have one building, so it's they should all match up. But if I go to Minnesota Mars edit school data, I can see the school number, which is is what's going to correlate with uh that field there on the um attendant staff rooms page. So, if I know my, for example, my seventh graders are in a different school uh or have a different school number. If I'm under attendance staff rooms, and I know my seventh graders spend all of their time in room 11718 according
015to the schedule, I can come in here and I can change that that um site number uh to match what it should be. Um, probably the only time you would do that is if you receive uh notifications or an error message um after submitting some data that uh you have a a school number that doesn't match. So, anything to add or any questions about that? Um, I don't know if this is applicable, Jake, but I know I was helping a school with an NMCC error a couple weeks ago and they were just missing a room for a course. I don't know if it's beneficial to show um like the Oh, why can I not think of the under schedules course? Yes, the course data um the course data list. Oh, okay. Yeah, I kind I
016use that to just kind of do a really quick look like, hey, do all of your courses have rooms assigned? And then I was able to to see everything kind of at a glance. Yeah, that's a great troubleshoot. The first problem you probably had was, oh, which course doesn't have the course number, right? Yeah. Um, yeah. Uh, I would use the course schedule info and, you know, only include the student or courses with students enrolled and then I can take a look down this list and oh, it looks like course 400 doesn't have a room attached to it. So, um, that's step one, identifying where the problem is. Step two would be fixing the problem, right? So, we're going to go to the edit course data page to fix that. I'm going to go to
017400 there. Find psychology. And oh, lo and behold, there isn't a room assigned to it. So, I can just click edit and assign a room. All right. So with that, next piece is um taking a look at your staff um your your teacher entry. Um the big thing here from a state uh reporting perspective would be that the the file number uh is listed for your teachers. Um you know, if you have teachers that are holding credentials, they should have the same file folder number uh that that matches their name. Um, and you know, that's that's going to allow them to teach certain courses um in your school. So, you have authorized teachers that are uh authorized to teach certain um subject areas. Uh when those teachers are associated with a course, much like we
018did on the um rooms, you know, we're going to associate a teacher as well. So, it looks to see if we have a the proper file folder number for those. So questions about that, comments about that, kind of some basic setup that you probably already have done, probably nothing that needs your attention until you know you get an error notification that says, "Hey, you have to set this." So um third thing, the state reportable course grades. This is done under grading utilities, edit grade values. And over here on the far right side, you can see we have a state reporting grade. And um uh one of you two are Greg, are you prepared to talk a little bit about this state reporting grade and and kind of how it would be used um in conjunction
019or or why it's it's present here? Well, uh, historically in JMC, you can define whatever grades you want to use as long as you assigned a grade point value to it and it all makes sense to you locally in your school board. But with regard to the state, they gave us a very specific list of grades that you have to map your local grades to something that makes sense sense to the state. um early on they just left it wide open to see what they could get and they got all sorts of stuff and and it was just a little too wild west. So they came up with this list of grades that you okay this these make sense to them. So you just need to map your grades to something in this list. Um
020otherwise the state won't recognize uh the grades that you want to submit. Yeah, very very well put there, Greg. Um, I think the thing that I would reiterate from what you said, your school can use whatever local codes that that you feel are necessary to um to to communicate student learning. So, some elementary schools might use N's and U's for unsuccessful or, you know, needs improvement or, you know, unsatisfactory. Um, but you notice like, oh no, the state doesn't recognize an N or a U. Well, what does a U really mean? Um, if a U is, you know, minimally acceptable, uh, you could map that U to this one value. Um, obviously, we've got failing grades and passing grades. So, if it comes right down to it, you're in elementary school and you're you maybe
021use numbers or a combination of symbols that aren't present, you know, what it really boils down to is did they pass the course or did they fail the course? and you'd have a uh if you have specific questions about that, I would reach out to Karen Mlette with the uh Minnesota Department of Ed. Um you know, just to to see how they would prefer you map, but you know, pretty much most circumstances, I think, are are met with that list there. So, you give the state reporting grade, you click update, and uh that's that's all there is to associating a state reportable grade. Ra, anything to add or any questions? No, nothing to add and we don't have any questions right now. Great. All right. Um, now we're moving on to setting up course data.
022Um, another important part of the MCC process. Um, any questions on adding details on the state specific section, state specific course or MCC tabs. So we are on you're following along here we're on schedules course edit course data and the three tabs that we're talking about here are state specific section state specific course and MCCCC tabs um we have a great article about associating uh course data state reporting in Minnesota. This walks you through each of those. Um, and it does a pretty good job of explaining what each of the Iowa version there, Jake. Oh, I clicked on the wrong one. My bad. It popped up. Minnesota. There it is. There we go. Yeah. Different states have different fields that they want you to fill out. So, if you are, you know, if you have
023any questions about what data is supposed to go into what field, um, again, we're not going to tell you, you know, what to populate in there, but, uh, this gives you an explanation of what these things mean. So, if you you see that instructional minutes and you're wondering, oh, what do what do instructional minutes mean? It's the total number of instructional minutes for the term uh, listed there. So, um, to go back to the spot in JMC where you'd find this information, I'm going to start with the state specific section tab. Um, each of those sections is going to have the data that's listed here along the top. You got the term, the period, the section. U, but then you've got the instructional method, which is what the state wants to know. um the instructional
024delivery mode and uh mark indicator and some various things that are explained in detail on this um this article right here and it never fails. I'm in the middle of a webinar and I have a dog that just wants to play with a squeaky toy here. So, give me one second. Let me get rid of dog. Got one for sale. All right. Can't guarantee that puts an end to it, but it might be a momentary solve. Sorry. Um, one of the things that I'd mention about this um is the mass assign course section data. Um, this is probably, not probably, this is the quickest and easiest way to get data assigned to your courses. So, if you're missing say a mark indicator, probably not all that common, but going to go to my state specific
025section here and first off, mark indicator. What is a mark indicator? Let's go to my All right. A mark indicator defines the course section as reporting a course grade to the state. So, does that core section report a course grade to the state? If true, if yes, I want to put a check mark in that checkbox. Well, pretty much all of my courses do report to the state. So, we can mass assign that data element. Mark indicator. Oh, there we go. Marking indicator. I want it to be true. So, I'm going to put a one and I want it to be true for all courses. I assign that value. It's going to populate that true to all of my course sections. That's great. That's exactly what I want. But let's say I have a study
026hall or something like that that does not report a grade. I can go back to that that one course or that one study hall, find it here on my list, and then say uh maybe you don't. Oops, sorry. Chose a wrong wrong button edit course data. Let's grab course here. I can go to my state specific section. Then I can go to that one course and and mark that not true. So, just a a helpful tip on using that mass assigned course section data. Um, again, pretty much everything that you would see on there. Um, we're going to talk about bell schedules here in a moment, but could maybe go through the rest of those elements that edit course data page. Go to the state specific course tab. This is where your state course code
027is. Um, star assignment code. Oh, let's see here. That star assignment code, that one always gets me because um you don't necessarily have to use JMC to report your star assignments. Um Greg, can you speak at all to the the star assignment? Yeah, let's go back to your JMC. It's for the most part it's contained in the Minnesota module in a separate subm module. So, if you would go in your site map in the Minnesota module in the star subm module and there's information in there. Um, if you go to assignment codes, I think it is um there's where your assignment codes are. And most people who do the work would put them in on this page. We just thought it might be handy to also display them on the edit course data page as
028well, just for reference. Gotcha. Um, that's the main reason it's there. Um, if you don't do star reporting in JMC, you can just ignore that field in general. It's probably going to be blank in your JMC. Very helpful. Thanks, Greg. Um the last tab there, the MCCC tab. Um this tab, this the the data elements on this tab are um they're dynamic. So depending on uh the purpose for the course, the fields that you see on this page might change. Um particularly when you get to um early education reporting or um college course reporting, uh some of these fields change. um a general what what would you say and I know this is putting you on the spot Greg so I apologize maybe Rachel you can chime in on this too what do you what
029what is the most common just regular course record type course level or does that even really matter if it's just a regular ed English one for all freshman course most in particular for a high school most are going to be scheduled so record type one They're just regular scheduled courses. Gotcha. So there you see the the uh an example of how that that page would change. You know, I chose one and now it gives me the remainder of my my options. So and most are not going to be dual or concurrent. So if you change that course level, most of them are going to be uh basic, remedial, general, enriched, something like that. And so once you set the first two, then you're going to get the set of data elements you need for that
030type of course. This standard addressed is um that's a a popular, you know, popular field um popular question that we get. We can't again we can't tell you what to put there. It's kind of uh dependent to your school as to what standards you're addressing with these courses. But, you know, I think state's probably a safe bet for a general course naturally. Or any any questions coming out about uh any of these tabs? MCCC tab, the state specific course tab, state specific section tab. Nope, I'm not seeing any questions, but maybe you and Greg want to walk through what kind of like a typical dual enrollment course looks like. I know we get a lot of questions about reporting those college courses. Well, Jeepers creepers here. Here we go, Rachel. Um, actually, I skipped ahead.
031Working with college courses. We'll come back to do instructional minutes, but I can't I can't not pounce on a segue. All right. So, here here we're talking college courses. All right. So, how can we assist you with the process for creating college courses or assigning college course grades? It's a excellent question. Glad you asked, Rachel. Remind me to go back in the presentation. Now, the first thing that I would definitely have you do is refer to our YouTube video because this has those specific um you know, the the courses that you're talking about or the the values that you're talking about. What do we put in there for um a dual dual enrollment course, for example? Um so, I'm going to find the section that talks about working with college courses. Going to skip directly
032to it. And you know, this is probably easiest to do in the PDF, which is why we would probably encourage you to um to use the PDF version of this. I actually have to download it. So, it might take a minute to download because it's a huge file and it's probably the 15th time I have it downloaded to my computer, maybe more. Yeah. You hate to have run out of copies. Absolutely. Yeah. So, we're going to kind of scroll through this thing until we can get all the way to working with college courses. There we go. Slide nine. So, the the handiest I think the the handiest um slide on this is actually um oh, what is this? Slide 101. Yeah, this will explain. All right. How do Well, first off, how do I set
033it up? Okay. Well, if you find your course that is a college course, um we're going to go ahead and h let's just make this English one course a college course. Um you have to set your alternative course name. That's going to be the name that uh the college uh or reporting institution provides. So you might call it English one or you might call it college English. They might call it English 101. Go ahead and enter that that name in the alternative course name field. Um, and then it's a matter of setting it up with the the MCC tab. And if we are dealing with um a course that is part of let's see here let's go PSO or part of an articulated agreement. Uh we're going to select articulation agreement. A uh dual concurrent
034enrollment, D or not applicable X from that course level drop-own list. And then um it actually kind of defines in the nitty-gritty slides what goes with what. So in an articulation agreement, you'd select one from that record type drop-down list and you'd select A from the course level drop-own list. So if this is an articulation agreement, that's how you'd set it up. If this is a dual or concurrent enrollment, we would select one from that record type and D from the course level. So, I think that answers your question there. How do you set up a course that's a dual or concurrent enrollment course? First, you would enter the course name in that alternative course name field. You would select one for the record type and you'd select D for dual concurrent enrollment. And then,
035as mentioned before, there are a couple other fields that will pop up. you've got the post-secary institution that is providing the instruction along with the college course code there um that you can enter on that page as well. So, does that answer your question, Rachel? That was it. Thank you. All right. Wonderful. Wonderful. Any question? Any other questions about setting up college course codes or college courses or dual and concurrent? There's nothing in the Q&A. It's moral of the story. Check. Um, check out this this section here, slide 94 and slide 101 gets you to the nitty-gritty. Uh, like 102 gets you to the nitty-gritty for how to how to code those. Um, the other piece associating course grades, uh, college course grades. This is actually done on, uh, the schedules student edit schedules page.
036and we're going to use reveal it over here the student section details and overrides. So, uh we've got a student that's taking college math and I need to to provide a college grade. So, this is the JMC grade that they received for taking college math. If I click the student section details and overrides quick link here, I can see all right, here's my college math course. I click the edit link and now I can enter the college grade that was earned right here and the college credit that's earned in those two fields. So, um the student section details and overrides quicklink um just in general it's kind of a nice tool for either students that maybe finished part of a course and earned credit for part of a course but didn't earn credit for the
037the full thing. So, if you have to override the the credits earned, so for example, this math course is worth one credit. If this student actually only earned a half credit for this, I can go in and enter my half credit in here. Um, that's a JMC credit or, you know, a high school credit. And the same thing with the uh credits attempted over, right? they only earned 0.5 and only attempted 0.5, that's going to impact their GPA versus a student that only earned a half a credit but attempted a full credit. Um, so the the college earned uh college grade earned, the college credit earned. Um, if if there is no override for the the start date and the end date, you can leave those fields blank and you should be just fine. Yeah,
038go ahead, Greg. Just you can think of this page as just a little pallet of extra things that occasionally pop up for some kids. We didn't want to clutter up the main uh edit schedules page or edit grades page because it's already pretty busy as you can see with the term grades, exam grades, and comments and and the schedule itself. So, we put all of those e little extra goodies onto that edit uh student section details and overrides page. Agreed. Yeah, that's that's perfect. All right. Any other questions there? Nope, we don't have any questions. All right. Quiet group today. Quiet group. Bunch of lurkers, as they say. So, I'm going to back up actually and talk a little bit about um reporting instructional minutes with JMC. Um the first question prompt that we have
039is your school calculating instructional minutes using a bell schedule or are you manually entering instructional minutes for your courses? Um, I think what I would say about this, um, in general, if your school uses a rigid bell schedule, um, which is typical in a middle school, high school situation where you have first hour, second hour, third hour, fourth hour, up to 8th hour. And most every day they meet from the same times. First hour is 8:05 to uh 8:55 and so on, you know, with your passing periods in there. um you know, it's more typical in a middle school or high school setting. Um that's when you're going to want to use JMC to calculate instructional minutes. Elementary situations are a little bit different. Schedules go sideways. You know, you've got you maybe Monday and
040Tuesday is reading block in the morning and then Wednesday and Thursday because of your specials, you have to move reading block to the afternoon. and Wednesday and Thursday it's maybe an hour long and Monday and Tuesday it's 45 minutes long. Um you know it's it's pretty hard to calculate a variable schedule like that. So in that case I would lean toward um entering minutes manually. And you might think but Jake entering manually oh my gosh what it's not it's not that difficult honestly. Um it just requires a little hand calculation. Um, so I'm going to start with the manual entry and then I'm going to show you the calculated. So the manual entry again we're on that um schedules course edit course data page the manual entry you can see on the the state specific
041section you can see the instructional minutes over here on the right. So I can go in click edit and I can enter those instructional minutes. But what is equally more even way more efficient would be to use that mass assigned course section data. So I can come into course assign or mass assigned course section data. I can choose um instructional minutes per term non-calculated and I can just enter the value. So I have to think about all right how what in a typical semester how long will this course meet? So, I have to figure out uh instructional minutes for that. And it's we realize like you have early outs, you might have uh no school on um snow days or you know something like that. It doesn't have to be like down to the minute
042calculated. This is your best guess. It is antic what you anticipate your um your your students uh sitting in the class for. You know, like if we started the year and ended the year here um what would it be? Uh so you can figure that up whatever that number is going to be in minutes 3500 for example. Uh let's say all of my third grade classes are going to meet for 3500 minutes uh for a semester. I enter that value and it's for my third grade. So I'm going to choose third grade. So all my third grade values 3500. Assign that value and it's going to let me know here are all my third grade courses. We've updated instructional term minutes to 3500. So that's all that um manual entry really involves. If you have
043to go back again and like change a couple courses, you can do that. You can just go back to the edit course data page and enter those courses individually. But um makes sense. Any questions? Rage Greg, anything to add to that? There's no additional questions coming in and I don't think I have anything to add. It's pretty it's pretty slick step to be able to do that uh in mass. Very cool. The other thing I would maybe add is just a reminder that these are uh instructional minutes planned. You don't need to worry about uh little quirks in the schedule like snow days and so forth. It's uh you don't need to go through and tweak it based on oh gee we had five cancellations. I guess I have to remove x number of minutes
044from this because of that. Doesn't it doesn't need to get down to that. But they do expect a pretty darn close number based on the instructional minutes planned. So you can't just throw something out there that's 10% close. It probably should be about 1% close. Appreciate that, Greg. So, the now moving on to the calculated version. Um, you need a little bit more uh data setup um to to get the calculated version in there. But this is really handy for high schools that work off of a nine period day or an eight period day. And um you don't know when English 2 is going to be taught. Maybe it's going to be taught second hour, maybe it's going to be taught fourth hour, but you know how long and fourth hour are. So, what you
045can do, and I'll I'll show you the setup first. Um, this is under um attendance, bell schedule, and class periods. Um, we'll start with editing bell schedules, but really all this is is naming a bell schedule. So, I've got my high school schedule already named. You know, it's pretty simple. add schedule, name it, update. So, I've already done that with my high school schedule. Editing the class periods. Um, you can see I've got my high school schedule here. I've got my seven period day. And each of my periods in that day have a start time and an end time assigned to them. And this is going to um help out with that calculation. So, where where does the math come from? This is where the math comes from. Um there is an additional option here
046for a course that happens um not just during school but maybe during school lunch. So if your fifth hour is actually an hour and 15 minutes long but 20 minutes of that hour 15 minutes uh students spend in lunch. You can say fifth period is during school lunch and then um give the start time and end time and that lunch time will be factored into the calculation. So um you know you define your class periods and then when you assign a bell schedule and class periods on the edit course data page on that sections tab. So we've got the bell schedule over here and we got the class period over here. when you go to calculate um it's going to use a few of those things. It's going to use the calendar. It's going to
047use the period. It's going to use the bell schedule to um to apply the instructional minutes or the anticipated instructional minutes for the course. So, um again, I would go to my mass assigned course section data. Um, I would choose. So here, like for example, I can choose like I need to assign a bell schedule. I can choose u my high school bell schedule to go to all of my ninth grade. Maybe assign it there. And then I can do the same thing for my 10th grade. Assign it there. Assign it to my 11th grade courses. And then my 12th grade courses. I just don't happen to have any of them set up. But here we go. There's some 12th grade courses. So that assigned the Bella schedule to it. And now I can calculate
048by going to um instructional minutes per term calculated. And then I can choose let's go courses uh sections in 12th grade. If the section already has manually entered data in the field, I can choose to either not change it or overwrite that data. And then in bold right here, it tells you the calculation and how that it's uh how the computer's arriving to um that instructional minutes number. So uh it says calculate this value for all course sections based on bell schedule class period start and end times the calendar the term start and end dates and the course section. So that's the days met in the term and the course. So it's the block length. So there's actually a lot of data that's going into this calculation. Um, and once you once you assign that
049value, it's letting me know that, hey, we have a couple courses here that have seniors and we have applied our math to change the instructional minutes to this value right here. So, um, again, I can go back to my edit course data page, and I can check out course 400, which is my psychology course, and I can go to my state specific section tab, and I can see my instructional minutes as they were applied. So, you're like, well, wait, those are a little bit different. You know, SEM one and SEM two are a little bit different. My guess would be there are fewer days in SEM one than there are SEM 2, which is why the instructional minutes are less. So, How'd I do? That makes sense. Made sense to me. I would hope so.
050Time or two. And Greg, you developed it. So, as long as I got it right by Greg, I I I think I'm good. You're doing fine, Jake. Appreciate that. All right. Um, so we went through bell schedules using the mass assign feature. We talked about working with college courses. Now it's on to the submitting um at FI data. So all of those things that we just talked about there um they're going to go they're they're going to work in tandem with um the submission and um the data quality uh review process. So you get to the point of submitting your data and it's all about submitting data, receiving that air sheet, and then going back and fixing those errors. So everything that we showed you with the setup, um if it isn't set up properly,
051you're going to trigger an error when um you try to submit your data. And if you receive that error, you would go back to any one of those pages that we just touched on and ch and make your updates and then resubmit data. Um, so first off, has your school enabled MCCC Edfi data collections? And were you able to work through the items on the tables tab of the Minnesota EDFI start year page? So, where is this you might ask? We are under file online settings. Take that back. File administrator options. File administrator options. We're going to go to Edfi settings. And if you're like, I don't know where Edfi settings are. I could always search here, Edfi settings. And let's see, probably a E advice settings explanation here someplace. So what that is, what
052is all involved in my EDFI settings. Um, so again, use that help center to your advantage. The big thing here is that you have MCCC data edfi or edfi data collection enabled and that would be a check mark right there in that check box. So if that's not checked, you would need to get that checked and click save. Your key indicator of whether or not that's turned on. I'll show it the way that it should be first and then I'll disable it to show you what you're not seeing. So, I'm going to go to U Minnesota Edfi start year. And on this prep tab, you see all of these items, these checked items. And if you're just submitting Mars data via EDFI, you've never submitted MCC data via EDFI, um, if you don't have that
053enabled, you're just going to see those four check marks. Um, but now that that checkbox is checked, I have all of these other checkboxes. um enabled. So again, a common thing that we see, keep going to the wrong page. That's unchecked. Save. This is what you're going to look at. So I do get this question quite often like, "Hey, I'm at the start year page. I'm on the prep tab and I'm missing a bunch of stuff. According to the video, I should have all of these checkboxes, but they're not there." Ah, yes. Go to file admin options and file settings and turn on CCC. Now all of those will be displayed and um what what edfi is or what this is is just enabling a data exchange between the state and you and your system.
054So, uh, the prep tab are a checklist of items of things that you need to take care of. Um, you have to enter in new students. You know, you probably throughout the course of the year, you're going through most of these things. Um, anyway, you know, you have to set a calendar. If you haven't set your calendar yet, you know, your your teachers aren't going to be able to access grade books or anything like that. So, set up your calendar days. Um, set up your bell schedules, everything that we kind of just talked about, all that course data. Import your course data. Go through these one by one and then move left to right on the tabs top to bottom here. Update. You click a button and this is going to pull information from the
055state to your system. That's on the tables tab. So, it's updating all school tables. It's getting that most recent information from the state to your site. So, uh course numbers or course course codes, not course numbers, sorry. Um anything that that your uh site might need uh to u to connect to the state gets updated from this this tables tab. And it might take a little bit. It's pulling down data, but let it spin, let it work, let it do its magic, and you'll you'll get uh a summary of what was updated. Um, you can see right up here if I if I have any errors um during any of these submissions, they'll be displayed right here. Um, I've already updated all of my my tables recently. So, I know there's nothing more to update.
056I would normally go top to bottom through each of these buttons and then I would move left to right to the general tab and update each of these one at a time. You can see, oh, here's my first one that's not done. I need to do that here. The rest of these are timestamped so I can see when they were last submitted. So, I'm going to go to the first enabled button that's not done. Going to click. And now it's showing me, hey, you have eight errors. Okay. What do I need to do to fix those errors? I I know that at first this looks overwhelming and you might be like, oh, I don't even know where to begin with this. Um, you can take a look and it's going to give you the course
057number 300. The state code or the state course code is zero, which right off the bat I'm like, "Oh, that's that's probably not right. We probably need a a valid course code in there for for course 300." So, I can print this summary, which is really handy, so I don't have to bounce back and forth between the page. pull up my summary, maybe print it out, have it sitting next to me, um, and then go back into my site and make any changes. So, I know that for course codes, I would go back to edit course data page. I'd find my course number that was course 300 and it was a course code issue. So, state specific course and right here, oh, there's no course code. So, math probably needs a course code. I can
058search it. Uh, college math prep. That sounds about right. Save my changes. And now typically what I would do, I can always uh rerun that and and send that button or uh push that button again and resend all of my course data or I can go to um Minnesota edfi update course and then I can just update that one course. Do it one at a time here. Make sure that everything is fixed and it works. Oh, there's still an error. probably see what that error is. Invalid course level specified. So course level that's on schedules course. Edit course data 300. It's probably on my MCC tab. Yeah. course level right there, not specified. That's a problem. Basic or remedial. Save. Okay, now I fixed that error. Probably would have been more helpful if I would
059have read all of the errors that deal with course 300 so I could have fixed them all in one shot rather than resubmit and, you know, get the error. But I'm I'm a hard learner sometimes. So, um, that's the gist of it. That's the gist of state reporting is submit. The the the system will tell you if there are any errors, use the PDFs to diagnose the errors. If you ever have an error that you're like, I'm not really sure um how to fix that or I don't even know what this is saying, reach out to us. You might have to set up a time to meet with a trainer so we can explain to you what you're looking at. We might be able to answer that question quickly through the chat or through a
060phone call. So comments, questions, still no questions, but I'll just reiterate, you know, if you if you need the help, if you are struggling with the errors, just send that PDF in. It's a a great call. If you reach out to trainingjmcinc.com or you reach out to supportjmcinc.com, please include the PDF of any errors that you're receiving. So download that PDF file. Um, that works better than screenshots. That works better than, "Hey, I have an error. Help me." Like, if you send us this, then we're we're going to be able to probably go in and diagnose the error and and respond to you u quickly with whatever your fix would be. Um, as mentioned, if you need any assistance resolving unexplained errors, shoot them our way. There aren't any questions before I get into JMC
061News and upcoming events. Greg or Rachel, do you have anything that you would like to add about MCCC reporting? Oh, I'm just marveling at how a guy from East Iowa can talk about Minnesota coursework so eloquently. A Craig, I I'm blushing over here. You can't see it, but thank you. I appreciate that. I've had a great mentor, you know. So, there you go. With that, I there's no better way to end end this webinar than with JMC news and upcoming events. If you check out our upcoming webinar schedule, April and May are filled with um we've got all-in state reporting support uh coming up next week. As mentioned before, if you want a highlevel view of what state reporting actually is, what it does, and how JMC benefits you uh in your quest to submit
062your your state reportable data, uh check us out there. Um, you'll also be hearing from Greg there, too. Um, keeping up with student transcripts coming up that last week of April. Uh, May starts out for our Wisconsin folks. Some end of year state reporting in the second week of May. Back to school registration. Sorry, we're already thinking about next year, right? Back to school registration, office setup, and data collection. Never too early to think summer before we start thinking next school year, though. So JMC's summer conference is coming in hot with fun games, prizes, good food, and can't miss training sessions in Minnesota. We're going to be uh at the the Plymouth Community Center in Plymouth, Minnesota on the 18th of June and in Iowa the 20th of June. The best part, if your school
063has the most attendees, you'll win a pizza party for your building. So grab your tickets today. Link is available here. I think if you search uh summer conference, it might be available shortly in our um help center, you'll have plenty of opportunities. I'm sure you'll be seeing your inbox blowing up with u all kinds of advertisements for the summer conference. Should be a great time. Uh Terara Sosby is our keynote which um if you are interested in hearing the the till 360 message from uh the perspective of Terara Sosby uh u middle school teacher, former middle school teacher, um she's got a great message uh about leadership. It should be awesome. Um our CSS team will be dropping by districts this month to ensure you have all that's needed uh for successful state reporting included.
064U they'll also treat you to the taste of this year's summer conference fund. So, keep an eye out for um the CSS in your neighborhood to be stopping by with some goodies and uh an invitation to our summer conference. So, um grab up all of your your questions, have them all organized and ready to go and nail them when they come in the door. Um from one-on-one virtual work sessions with a JMC data expert to 100 plus how-to articles on state reporting, we're here to ensure that your data submissions go smoothly. learn all the ways that JMC can support your state reporting over on this blog. Um, it's almost time to turn uh JMC's online registration. If you're wondering how that works, tune in for our May 14th uh webinar, our step-by-step setup uh from
065enabling district and building level settings to creating crystal clear health questions. Then join us for our May 21st work session where trainers will answer any of your questions. For Rachel Cox, Greg Gilman, I'm Jake Vanscoy. Thank you for joining us for this weekly webinar and we will catch you on the flip side.