release notes: colorado icap editing and reporting - … · 2012-09-24 · colorado icap editing...

Release Notes: Colorado ICAP Editing and Reporting

September 2012

XAP Corporation

100 Corporate Point Suite 100

Culver City, CA 90230

Release Notes – Colorado ICAP Editing and Reporting – September 2012

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Contents

1 New Flexibility for ICAP Setup ..................................................................................................... 4

1.1 Menu of Your ICAP Pages ........................................................................................................ 5

1.2 View System‐Defined ICAP Pages ............................................................................................ 6

1.3 Edit an Existing ICAP Page ........................................................................................................ 8 1.3.1 Download Individual Career and Academic Plan (ICAP) Definitions Document ....................................... 10 1.3.2 Page Title .................................................................................................................................................. 10 1.3.3 Prompt Text .............................................................................................................................................. 10 1.3.4 Instructions and Guidance Text ................................................................................................................ 10 1.3.5 Instructional Documents .......................................................................................................................... 10 1.3.6 Add/Edit/Remove a New Section ............................................................................................................. 10 1.3.7 Edit Tracked Outcomes for Portfolio Activities ......................................................................................... 14 1.3.8 Sort Portfolio Activities in a Section ......................................................................................................... 16

1.4 Duplicate an Existing ICAP Page ............................................................................................. 17

1.5 Delete an Existing ICAP Page ................................................................................................. 18

1.6 Add a New ICAP Page ............................................................................................................. 19

1.7 Assign an ICAP Page to Grades or Roles ................................................................................ 20

1.8 Suggested ICAP Implementation ........................................................................................... 23

2 Track Student Progress on Assigned ICAP Activities .................................................................. 25

2.1 ICAP Tracking ......................................................................................................................... 25

2.2 ICAP Section Tracking............................................................................................................. 28

2.3 ICAP Portfolio Activity Tracking ............................................................................................. 30


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Release Notes Summary New Flexibility for ICAP Setup – Define and assign different ICAPs to each grade and define the tracking outcomes for individual activities. Track Student Progress on Assigned ICAP Pages – New ICAP Tracking Reports in the Professional Center provide information on student progress and achievements at multiple levels.


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1 New Flexibility for ICAP Setup

Define and assign different ICAPs to each grade and define the tracking outcomes for individual activities.

New capabilities, features, and a new interface have been added to the Professional Center tools for editing Individual Career and Academic Plans (ICAPs). Professional users with administrative rights are now able to:

Create more than one ICAP page for a school/site and assign each ICAP page to separate grades or roles. This supports the implementation of grade‐based ICAP pages.

Choose the tracked outcomes for ICAP portfolio activities to match local ICAP and program goals.

Edit an ICAP page using an interface that displays all the related components on one page to provide an up‐to‐date preview of the ICAP page to be assigned to students.

The sections below walk through the new ICAP editing workflow and highlight the new features. To edit an ICAP in the CollegeInColorado.org Professional Center, follow the same path as in the past: Click the Administration tab and click “Create and edit Individual Career and Academic Plan (ICAP) pages”. Only professional users with administrative rights have access to the tools on the Administration tab.


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Figure 1: CollegeInColorado.org Professional Center Administration section menu

1.1 Menu of Your ICAP Pages

The first page of the new ICAP editing tool displays the list of ICAP pages defined for your school or site as well as any system‐defined default ICAP pages. From this page each of your ICAP pages can be edited, duplicated, deleted, or assigned to students. You can also start a new page from scratch.


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Figure 2: Your ICAP Pages menu

System‐defined ICAP pages are available in CollegeInColorado.org for all schools/sites to use. This allows you to implement an ICAP without having to create your own ICAP page from scratch. System‐defined ICAP pages cannot be edited, but they can be duplicated allowing you to edit the duplicate copy to reflect the needs of your school. You may want to review the structure and portfolio activities included in the system‐defined ICAP to ensure that it meets your needs. If a system‐defined ICAP page appears to meet your needs, then duplicate it, edit it to give it a useful title, then assign it to the appropriate grades. This is the simplest way to implement an ICAP page. If your school/site had previously edited your ICAP page in CollegeInColorado.org, it will be shown as a second ICAP page below the system‐defined Sample Individual Career and Academic Plan on the list of ICAP pages.

1.2 View System‐Defined ICAP Pages

To review the activities and structure of a system‐defined ICAP page, click the name of the system‐defined ICAP page in the list of ICAP pages on the Your Individual Career and Academic Plan (ICAP) Pages page. The system‐defined page will be displayed as shown below.


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Figure 3: View system‐defined ICAP page

The view of the system‐defined page shows the page title, the prompt text, instructions and guidance text, instructional documents, the sections, the portfolio activities in each section, and the tracked outcomes for each portfolio activity. You cannot make changes to this page.


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Once you have reviewed the page you can return to the menu of your ICAP pages by clicking the link “Return to Your Individual Career and Academic Plan (ICAP) Pages” at the top or bottom of the page.

1.3 Edit an Existing ICAP Page

To edit an existing ICAP page, click the name of the ICAP page in the list of ICAP pages on the Your Individual Career and Academic Plan (ICAP) Pages page. The Edit Individual Career and Academic Plan (ICAP) Page page will be displayed.


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Figure 4: Edit Individual Career and Academic Plan (ICAP) Page


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From top to bottom, the following options are available on the Edit Individual Career and Academic Plan (ICAP) Page page.

1.3.1 Download Individual Career and Academic Plan (ICAP) Definitions Document

At the top of the page is an option to download a PDF index document detailing the portfolio activities available in CollegeInColorado.org for including on an ICAP page. For each portfolio activity, the index includes the name, location, description, Professional Center report, activity outcome description, and the Colorado ICAP domain in which the portfolio activity aligns.

1.3.2 Page Title

The next option defines the title of the ICAP page. Click Rename to enter a new name for the page or edit the name that is currently displayed.

1.3.3 Prompt Text

With this option you can enter text to be displayed at the top of the ICAP page to provide general ICAP instructions to students. Click Edit to modify the text.

1.3.4 Instructions and Guidance Text

Here you can enter text that will be displayed to students on the ICAP page directly above uploaded instructional documents. If there is more than one detailed instructional document, this text can be used to help guide students to the appropriate document if the document titles do not clearly define the purpose of the documents.

1.3.5 Instructional Documents

In this section you can upload detailed instructional documents that will be available at the top of the ICAP page. These documents can provide guidance to students on how to complete the ICAP. You can upload Word documents (.doc; .docx), PDF files (.pdf), Excel files (.xls; .xlsx), text files (.txt; .rtf), and PowerPoint files (.ppt; .pptx). The uploaded documents must be no larger than 4 MB.

1.3.6 Add/Edit/Remove a New Section

The bulk of the Edit ICAP Page page is used for editing the sections of the ICAP and the portfolio activities included in each section. Click Edit Section to modify the set of portfolio activities that will be displayed in a section.


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Figure 5: Edit an ICAP page section

The ICAP page in CollegeInColorado.org is a subset of the portfolio activities included in Your Portfolio in CollegeInColorado.org. On the Edit a Section page all CollegeInColorado.org portfolio activities are displayed. Choose the portfolio activities that you want to include in this section of the ICAP.


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Figure 6: Edit a Section page

As there is a long list of portfolio activities available they have been organized by portfolio section (Career Planning, High School Planning, College Planning, Financial Aid Planning) and


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by portfolio page within each section (e.g., Career Plans page in the Career Planning section). Use the View Activities and Hide Activities controls on the Edit a Section page to display and hide the choice of portfolio activities in sections of the CollegeInColorado.org portfolio. A maximum of 18 portfolio activities can be selected for an ICAP page section. That is the maximum number of activities that can currently be accommodated on the ICAP Tracking Report at the section level. If you are editing an existing ICAP page section check the checkboxes for the portfolio activities you want included on the ICAP page in the current section and uncheck the checkboxes for the portfolio activities you do not want included. If you are creating a new section for an ICAP page, then just check the checkboxes for the portfolio activities you want to add. You will also need to enter a name for the section. The section name should be unique and should reflect the collection of portfolio activities that are included in the section. ICAP domains such as Career, Academic, and Postsecondary Planning are good examples. The section names are used as bookmarks on the ICAP page when it is displayed to students. They are displayed at the top of the ICAP page and can be clicked to jump directly to the section rather than scrolling. Once you have checked and unchecked all the appropriate portfolio activities on the Edit a Section page, click Save to save your editing. Clicking Cancel will throw away your edits and return you to the Edit Individual Career and Academic Plan (ICAP) Page page. To remove a previously defined section from the ICAP page, click the Delete control beside an ICAP section name. There is a confirmation question you must answer before the section is deleted.


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Figure 7: Delete a section of an ICAP page

1.3.7 Edit Tracked Outcomes for Portfolio Activities

An optional step in defining an ICAP page is choosing specific tracked outcomes for the portfolio activities in the ICAP. Most portfolio activities have measurable outcomes associated with the activity that are used to indicate on ICAP tracking reports when an activity has been completed. Some portfolio activities have more than one defined measurable outcome so this feature allows you to choose the outcome that you would like to use to indicate that an activity has been completed.


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Figure 8: Edit tracked outcomes for portfolio activities

For example, the College Applications and Recruiting portfolio activity has three related tracked outcomes: Apply to College (at least one online application submitted or self‐reported application recorded), College Recruiter (at least one college added to the Recruiter list), and Practice Application (the practice college application was submitted). Depending on the goals of your college prep and application program you can choose the tracked outcomes that would best reflect the completion of this activity at your school. You can keep the default setting for all of your selected portfolio activities or you can change the tracked outcomes for portfolio activities on the Edit Individual Career and Academic Plan (ICAP) Page page as shown above. If you select a portfolio activity to be included in more than one section on your ICAP, it must use the same outcomes for tracking everywhere it is used. The Individual Career and Academic Plan (ICAP) Definitions Document available at the top right corner of the Edit Individual Career and Academic Plan (ICAP) Page page includes descriptions of all the available tracked outcomes.


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1.3.8 Sort Portfolio Activities in a Section

The portfolio activities defined for a section of an ICAP page can be sorted so they are presented to the student in a defined and appropriate order. This can be useful if there are implied prerequisites for portfolio activities (e.g., taking the Career Clusters Survey before saving a Focus Career Cluster.) To sort the portfolio activities for an ICAP page section, click the Sort Activities control beside the section name.

Figure 8: Sort portfolio activities in a section

A sorting window will be displayed where you can create the desired sort order.


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Figure 9: Sorting portfolio activities in a section

The portfolio activities that you selected for the section are displayed in a list. To change the order of the activities in the list, select the name of one activity and click the Move Up and Move Down buttons to move the activity to the desired location. Move portfolio activities one at a time until you have the desired order then click Save.

1.4 Duplicate an Existing ICAP Page

The Duplicate controls on the Your Individual Career and Academic Plan (ICAP) Pages page is a handy way to avoid duplication of effort in editing ICAP pages. Use the Duplicate control if you already have an ICAP page defined that is similar to a new one you want to create. You can duplicate the existing one then just make the few required changes in the copy of the page rather than having to start from scratch and build the entire page. The feature is particularly handy when used with the system‐defined ICAP pages. They cannot be edited but they can be duplicated and the copies can be edited. For example, if you wanted to add one extra portfolio activity to the system‐defined default page and assign it to your 9th grade class, you can duplicate the system‐defined ICAP page to create a new one, rename the new one, add the extra portfolio activity, then assign it to your 9th grade class. The Duplicate control is displayed beside each of the ICAP pages in your list of Individual Career and Academic Plan (ICAP) Pages.


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Figure 10: Duplicate an existing ICAP page

When you click Duplicate, a new ICAP page is added to your list that is identical to the one duplicated except for the name. A temporary name of “Copy of <original ICAP page name>” is assigned. This can be changed when you click the name of the new ICAP page to edit the page. This feature is particularly handy if you want to assign slightly different ICAP pages to each grade in your school. You can create an ICAP page for one grade, assign it to the grade, then duplicate it, edit the duplicate for the next grade, and assign the new copy to the next grade. Repeat this process for each of the remaining grades. For example, if the system‐defined ICAP covers all high school grades and you want to assign an individual ICAP page to each grade, duplicate the system‐defined page once for each grade, edit each of the copies to remove the portfolio activities that don’t apply to a specific grade and assign the new ICAP page to the grade.

1.5 Delete an Existing ICAP Page

If you have an ICAP page defined for your school that is no longer needed, you can delete it from your list of ICAP pages. On the Your Individual Career and Academic Plan (ICAP) Pages page there is a Delete control beside each of the defined ICAP pages except for the system‐defined ICAP pages.


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Figure 11: Delete an existing ICAP page

To delete an ICAP page, click Delete to the right of the page to be deleted. You must respond to a confirmation question before the ICAP page is deleted. Grades or roles to which the deleted page had been assigned will no longer have an assigned ICAP page.

1.6 Add a New ICAP Page

If you need to start from scratch and create a new ICAP page because the existing system‐defined pages or school‐defined ICAP pages are not close to what you need in terms of assigned portfolio activities or organization, then you can add a new ICAP page to the system. To create a new blank ICAP page click “Add a new Individual Career and Academic Plan (ICAP) page” at the bottom of the Your Individual Career and Academic Plan (ICAP) Pages page.


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Figure 12: Add a new ICAP page

When you click the Add control, the Edit Individual Career and Academic Plan (ICAP) Page page is displayed. As explained above, on this page you can give your new ICAP page a title, upload instructional documents, define sections, select portfolio activities for the sections, sort the portfolio activities in the sections, and enter on‐screen instructions for students. When you are finished your editing click Save to add the new ICAP page to the list of ICAP pages for your school. You can then assign the new page to the appropriate grades or roles.

1.7 Assign an ICAP Page to Grades or Roles

The ICAP pages available to your school can be individually assigned to grades and/or roles. This includes ICAP pages created and edited at your school and system‐defined ICAP pages. Typically the system‐defined pages are provided as a sample for guiding your own work BUT can be assigned if necessary. To make grade or role assignments click Edit beside the “Assigned To:” column heading.


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Figure 13: Edit grade and role ICAP assignments

When you click Edit, the Edit Assignments page is displayed.


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Figure 14: Edit Assignments page

This page displays a matrix with a row for each ICAP page defined for your school and columns for each of the grades and roles to which an ICAP page can be assigned. In the column for each grade or role is a list of radio buttons; one for each ICAP page. The radio buttons will ensure that only one ICAP Page is assigned to each grade or role. For each ICAP page, click the radio button for the appropriate grade(s) and role(s) to which the ICAP page should be assigned. If an ICAP page is a work‐in‐progress or an old one that you want to keep around for reference then you likely do not want to assign it to a grade or role. There is no need for an ICAP to be assigned if it is not currently needed. There is also no need for an ICAP page to be assigned to all grades and roles at your school. The radio button in the “None assigned” row at the bottom of the table should be clicked for a grade or role if no ICAP page should be assigned to the grade or role. Click Save when all proper assignments have been set.


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1.8 Suggested ICAP Implementation

The system‐defined sample ICAP page that is available for your use can be a great short‐cut for implementing an effective ICAP at your school. With just a few steps you can tailor the sample ICAP and define grade‐based ICAP pages for your school. Follow the suggested steps below to complete your ICAP setup using the sample ICAP provided.

1. The system‐defined ICAP titled “2012‐2013 Sample ICAP” represents the Colorado Department of Education recommended ICAP activities per grade. It uses a separate section for each grade to put all the grade‐based activities into one ICAP page.

2. Duplicate the system‐defined 2012‐2013 Sample ICAP four times – once for each high school grade.

3. Once at a time, edit each of the duplicated ICAP pages to: a. Rename the page to reflect the intended grade; b. Remove the sections for all but the intended grade. Keep the “Update Each

Year” sections. c. Adjust the remaining portfolio activities as desired. d. Assign the grade‐based ICAP page to the targeted grade.

TRAINING TIPS

Before editing ICAP pages you may want to do some advance offline planning with the Individual Career and Academic Plan (ICAP) Definitions Document (available for download on the Edit Individual Career and Academic Plan (ICAP) Page page) to consider the portfolio activities that should be assigned to each grade. It is not essential to complete all your desired editing of an ICAP page at one setting. Just ensure that until your editing is completed the ICAP page is not be assigned to a grade or role. Review the system‐defined ICAP page to see if it is close to what you require. If it is, then you can duplicate it and edit the copy rather than starting from scratch to define a new ICAP page. While there are lots of useful and helpful portfolio activities in Your Portfolio, be reasonable in what you assign as activities to each grade. Too many activities could be a burden and a challenge to ICAP completion. All students have access to the entire portfolio. The ICAP page is just a focusing activity but does not limit student activities using the rest of the portfolio and the rest of the system. If you change the assigned portfolio activities for a grade student work is not lost. A student’s portfolio work is always retained in their portfolio. An ICAP page is simply a view into a subset of the entire portfolio. Changing an ICAP is just changing the view. It does not remove any student work from a portfolio.


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Similarly if an ICAP page is assigned to a student who has already completed some portfolio activities in CollegeInColorado.org, the completed work will be displayed on the ICAP page as soon as the student or professional view the student’s ICAP page. The student does not have to redo work for assigned ICAP portfolio activities if the portfolio activity has already been completed.


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2 Track Student Progress on Assigned ICAP Activities

A new ICAP Tracking Report in the Professional Center provides summary and detailed information on student progress and achievements at multiple levels.

To track student progress on assigned Individual Career and Academic Plans, a new Individual Career and Academic Plans (ICAP) Tracking Report has been added to the Reports section in the CollegeInColorado.org Professional Center. With the new report professional users will be able to:

See summary and detailed information on student progress toward completing assigned ICAPs for each ICAP page defined at the school/site.

See summary and detailed information on student progress toward completing the sections of assigned ICAPs.

See summary and detailed information on student progress toward completing portfolio activities by section for assigned ICAPs.

Using this report and its optional “drill‐down” views, professional users have a new way of tracking student progress on assigned ICAPs. At any time during the school year you can obtain a snapshot of student progress and review student details to see who is progressing through assigned ICAP work and who may need additional assistance or coaching. This report provides a direct view into student ICAP achievements that was not previously available. This report follows the familiar Professional Center reports interface. You can choose criteria for filtering the student population to be used in creating the report. You can also choose the data set to be used and optionally display graphs. The ICAP Tracking report includes the standard report output controls for printing the report, saving the report selections for running the report again in the future, and exporting the report to a file. These output controls work the same as on other Professional Center reports.

2.1 ICAP Tracking

To run the Individual Career and Academic Plan (ICAP) Tracking Report, click the Reports tab in the CollegeInColorado.org Professional Center then click Create a New Report. The list of available reports will be displayed.


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Figure 15: Report is available in the CollegeInColorado.org Professional Center Reports section

Click Individual Career and Academic Plan (ICAP) Tracking Report. The standard Choose Criteria page is displayed. On this page you can choose criteria for filtering the student population to be tracked on your report. The standard options are available for filtering by graduation year, by group, by gender, by race/ethnicity, and by role. Choose the desired filter criteria then click Continue. You can also just click Continue to report on all students at your school. The Finalize Report page will be displayed where you can optionally decide to display graphs on your report. The Reporting Data option is also displayed on this page. As with most Professional Center reports you can choose to use data current to the previous night to process the report quicker or you can choose to use up‐to‐the‐minute data which takes longer to process and build the report. There is a NOTE displayed on the page that reminds you to use the “all data” option if you used the ICAP editing feature in the Professional Center Administration section today to edit ICAPs in use at your school. If you have changed the structure or activities on an ICAP today, then the data processed last night for reporting will not be accurate so the “Use all data, including today” option should be selected. Once you have selected options for graphs and reporting data click Create Report. The ICAP Tracking report is displayed.


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Figure 16: Sample ICAP Tracking Report

The top of the report includes the standard header information that displays your selections and the data used and includes the standard output functions (Print, Save, and Export). The first table shows the completion statistics for each of the ICAP pages assigned to grades or roles at your school. If a single ICAP page is assigned to multiple grades, each grade’s statistics will be displayed on a separate row in the table with the ICAP page name repeated and the grade appended to it. If students connected to your site and are not assigned an ICAP, then the bottom row in the table labeled “Unassigned” will show the number of students who have not been assigned an ICAP. If all students should have an ICAP assignment based on their grade, then you may want to check the year of graduation or role for these unassigned student accounts to see if they are not properly included in a grade. The “Unassigned” students are shown in the student‐level detail table on the report. Below the ICAP page completion statistics is the student‐level detail showing the ICAP page assigned to each student and the student’s completion percentage. Clicking a student’s name will display the student’s ICAP page.


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You can drill down to track the completion of the individual sections of an ICAP by clicking the name of the ICAP in the top table in the report. The ICAP Section Tracking version of the report will be displayed.

2.2 ICAP Section Tracking

This level of the ICAP Tracking Report is not currently available.

If you click the name of an ICAP page on the ICAP Tracking Report the section‐level tracking report will be displayed. The top table in this report shows the names of the sections in the selected ICAP page and displays the completion statistics for each section for the student population selected for the ICAP Tracking Report. In the second table the student‐level detail is displayed. Beside each student name is a column for the sections in the ICAP. For each section a student may have a checkmark if all the portfolio activities in the section have been completed or a dash if portfolio activities in the section have been started but not completed. You can click either the checkmarks or the dashes beside each student name to view that section of the student’s ICAP. If you click the student’s name, the student’s ICAP page will be displayed. This drill‐down capability allows you to track student progress on a particular ICAP section and review individual student ICAP work right from the report.


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Figure 17: Section‐level ICAP Tracking Report


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You can drill down to track the completion of the individual portfolio activities in a section of the ICAP by clicking the name of a section in the top table in the report. The ICAP Portfolio Activity Tracking version of the report will be displayed.

2.3 ICAP Portfolio Activity Tracking

This level of the ICAP Tracking Report is not currently available.

If you click the name of a section in the section‐level ICAP tracking report the portfolio‐activity‐level tracking report will be displayed. The top table in this report shows the names of the portfolio activities in the selected ICAP section and displays the completion statistics for each portfolio activity for the student population selected for the ICAP Tracking Report. In the second table the student‐level detail is displayed. Beside each student name is a column for the portfolio activities in the selected section in the ICAP. Checkmarks are displayed for portfolio activities that have been completed. You can click a checkmark beside a student name to view that portfolio activity in the student’s ICAP. If you click the student’s name, the student’s ICAP page will be displayed. This drill‐down capability allows you to track student progress on a particular portfolio activity and review individual student work right from the report.


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Figure 18: Portfolio‐Activity‐level ICAP Tracking Report


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TRAINING TIPS

Use the filters available on the Choose Criteria page when building your report to select a specific grade or group for ICAP tracking. The student‐level details allow you to isolate struggling students and view their ICAP page directly to review their efforts.


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