End-of-year data management

Use this page to clean up end-of-semester or end-of-year data and review best practices for maintaining accurate data for reporting purposes. Administrators and teachers who are acting within their district guidelines in an administrative role should follow these recommendations at each semester change with Imagine Edgenuity so educators always have access to the most accurate data.

Cleaning up end-of-year data

The following links provide both instructional videos and step-by-step guides to help manage the Imagine Edgenuity Courseware data throughout the school year. If you have questions, contact your Customer Success Manager (CSM).

Whether looking to clean up data at the end of the semester or wanting to know that the data is always current, follow these steps in the order listed below to ensure the data is up-to-date.

Click to view our End of Year training video for Courseware and MyPath.

Click here for a printable checklist.

To view a locked link, navigate to the Help Center and log in. Then access the link again.

 

Course management

Action to Take Benefit to You Additional Support Resources
Complete enrollments that earned credit, and disable enrollments that are unfinished or assigned in error. The correct course status (complete or disabled) assures accurate data and reporting to evaluate the prior year’s implementation. This is particularly important when evaluating the efficacy of your program.

Disable (Remove) Multiple Enrollments
Complete Multiple Enrollments

Adjust target dates for active enrollments. The target date affects the accuracy of student progress and assignment calendars to help them stay on pace.

Set Start Date for Multiple Enrollments
Set Target Dates for Multiple Enrollments

Update courses with new versions available, and remove customized courses that are no longer needed. It's essential to keep the course list clean so your teachers are assigning the correct courses. Imagine Edgenuity releases updates throughout the year, so ensure your versions are current at back to school. If you customize courses for the new year, be sure to remove the old versions.

Check for Unsupported Courses

 

Student accounts

Action to Take Benefit to You Additional Support Resources
Archive seniors and then complete the grade level promotions. Keeping the grade levels accurate in the Imagine Edgenuity LMS helps with cleaner data to ensure accurate course completion and active student/course numbers. Archiving graduating seniors cleans the active student roster and eliminates the security possibility of someone using an old student's account.

Promote Students to Next Grade
Archive Multiple Student Accounts

Archive student accounts that are no longer active. As a security precaution, it is always in the best interest of the district/school to disable any student accounts that will not be taking Edgenuity courses the coming school year/semester.

Archive Multiple Student Accounts
*Filter by last login date to find students who aren't actively working in their coursework.

Create student accounts for new or transferred students. All students using Imagine Edgenuity must be entered into the LMS (Learning Management System). You can enter students individually, or if you have a large file of students to import, you can work with your CSM to do a bulk import. (Make sure grade levels have been elevated first.)

Create a New Student Account
New Student/Teacher Upload Information
Student and Teacher Import Templates

Ensure students are associated with the correct school(s) within your district. If students are changing schools (ex: 8th graders moving to high school) make updates on the Student Account page. This will ensure that the teachers can see and assign courses to all the appropriate students. Change a Student's Home School

 Integrations only best practice

Turn Off Imports During Winter / Summer Breaks We highly recommend that districts stop imports from running between semesters and years. This allows the district to finish all their rollovers and scheduling before sending new rosters. It reduces the amount of potential errors and mistakes. Many districts also do this if they use Imagine Edgenuity for summer school and wish to manually manage the relatively small amount of users moving about the system. Request your IT department to stop sending the file or send Support a request for Imagine Edgenuity to stop grabbing it. If you use an API like Clever or OneRoster, Imagine Edgenuity would have to turn it off for you. Once the rollovers/scheduling is completed on your end, you can request Imagine Edgenuity to turn it back on.

 

Educator accounts

Action to Take Benefit to You Additional Support Resources
Deactivate educator accounts that are not used or valid. As a security precaution, it is always in the best interest of the district/school to disable any teacher/admin accounts that will not be using Imagine Edgenuity the coming school year. Archive Educators
Review permissions for teachers and administrators. It is a best practice to have default permissions set for your teachers, school admins, and district admins. Before returning to school, reevaluate the current permissions and determine if anything needs to be updated for the new school year.

Educator Roles and Default Permissions
Update Permissions for Multiple Educators

Maintain district calendar to ensure holidays, in-service days, or any additional days students are not expected to work are addressed. The district calendar within Imagine Edgenuity allows you to set school days and non-school days. This calendar is used when determining the target progress for where a student should be in their class, as well as the assignment calendar to make sure the workload of the course is evenly spread-out throughout the time of the course (i.e. start date and target date). By default, the calendar assumes a 7-day work week and does not include any holiday or breaks. It is important to set this up before your students begin working so they have an accurate guide to follow to stay on track for completion.

District Calendar

 

Training and coaching

Reserve and finalize training dates for the school year.
Training is essential for a new and existing implementation using Imagine Edgenuity. Make sure to start looking at your district/school calendar early and schedule the training as far in advance as possible to ensure you get the requested date. You can email your CSM and/or Professional Development Specialists to schedule these dates.