NYC Common Online Charter School Application

Transcription

1 NYC Common Online Charter School Application Admin Guide In this guide, you will find information about the following features: How to log in How to view or export basic data 1. Application index How to access summaries and reports 2. Application dashboard 3. a. Duplicates report b. Siblings report c. Custom Report (for full application data) How to change your password or username How to log in Log in with your Admin Username and password, and click Ready, Set, Go! Select Forgot Username? or Forgot Password? if you are unsure of your login credentials.

2 How to view or export basic data 1. Application index After you log in, the system will automatically navigate to the Application Index page. You can also get to this page by clicking on the Application Index tab. The application index includes basic student biographical information including the time an application was submitted. It can be used as a contact list for possible outreach efforts or to maintain count of how many applications are received. For a comprehensive report of application data complete with preferences, use the Custom Report tab described below. New applications are copied from the NYC Common Online Charter School Application to your SchoolMint account on a nightly basis (beginning the week of December 7, 2015) at 1:00 a.m. EST. In order to view all application data, simply click Search.

3 You can filter by borough, school, status, priority, CSD, or grade via the dropdowns. After you have pulled up data by clicking Search, you have the option to export the data. Click Export as CSV/XLS. The export will have parent/guardian and student biographical information. Note that here and elsewhere in the system, the headers (Student name, Grade, School, etc.) can be used to sort the list. Simply click on the header to order the content below.

4 How to access summaries and reports 2. a. Application Dashboard Click on the Application Dashboard tab to view your data another way. You can see overall statistics by school in table, graph, or map views. The Application Dashboard defaults to the graph view : a simple bar graph with the total number of applications and cancellations. Switch to the table view by clicking on the first icon on the upper right corner for a summary of the total number of applications by grade. Navigate to the map view by clicking on the pin icon on the far right. Either a graduation cap icon or a schoolhouse icon represents the location of your school, and the purple highlighted area indicates the boundaries of the CSD in which your school is located.

5 The map view allows you to check the CSDs and the geographic spread of the families applying to your school. When you hover over a green pin, you can see individual applicant information. You can also use the map view to search for families with addresses on the edge of a CSD that might come up inconsistently in the location process. 3. a. Reports Duplicates Report If a family applies for a student more than one time through the same account, only the first application will be copied into your account in submitted status. All other duplicate application submissions will be copied into your account as canceled applications. To view the duplicate applications and Duplicates Report, hover over the Reports tab, and click on Duplicate Applications. Filtering by duplicate type allows you to filter for different types of duplicate applications. Exact Duplicates displays applications for the same school and grade where the first name, last name, and birthdate all match.

6 Possible Match duplicates displays applications for the same school and grade where two of the three criteria match (first name, last name, birthdate). Click Search to see a complete list of duplicate applications. You can also filter by the listed categories (boroughs, schools, grades, all duplicate types, and status). Once you have clicked Search, you also have the option to type in a specific student s name in the query box to find their information. You can export the data by clicking Export as CSV/XLS. You can also take action on an application within this report, choosing to view or cancel the duplicate application.

7 Many school admins will choose to go through the Duplicates Report regularly in order to take action (via the View and Cancel buttons) on students applications. This is a useful way to keep up with and clean your data. b. Siblings Report To navigate to the Siblings Report, click on Siblings Applications under the Reports tab. Click on Search to view data, and click Export as CSV/XLS to export the data. Many school admins will elect to regularly go through the Siblings Report to determine which applicants have siblings. c. Custom Report for Full Application Data To navigate to the Custom Report, click on Custom Reports under the Reports tab. This report is where you can find students application information, including their responses to the questions on the NYC Common Online Charter School Application that match up with your school s preferences, and the preference that the students should receive based on this information. The report will not include application data associated with

8 preferences that your school did not list as part of your School Profile. On the report, there are columns that show whether students answered yes or no to questions that link to your school s preferences and whether they are entitled to sibling or CSD priority. The report shows students responses as true for yes or false for no. This report also includes basic student and guardian information, submission date and time, priority information, sibling information, CSD, etc. On the Application Data bar, click on Generate Report. Then, you will see a pop up message indicating a report is being generated and will be ed to you. Once the report has been generated, you can also access the report from the Download button. If you do not see the Download button, try refreshing/reloading the page.

9 data. When you open the report in Excel, you can look more closely at your data by filtering, sorting, and making pivot tables. Each time you generate this report, it is a complete list of all The report generates application information from the first application to the most recent application that has been transferred over. This way, you have access to the most accurate and up to date list available. The report automatically orders the rows by submission date and time, so this is an easy way to keep track of which applications are new since your last export if you are generating reports regularly. Many school admins opt to copy their data into a Google sheet or some other location where other school staff can work collaboratively. In order to organize and clean your data in a way that is most effective for your school s purposes, you can filter, sort, and hide columns after you download the report. How to change your password or username If you would like to change your password or username, click on your name in the top right corner, and select Account Settings. You can then choose to update your password or username.

10 When you are finished working, remember to logout of the portal to protect the security of your application data. SchoolMint offers other features that allow your school to gather, organize, and analyze enrollment data, run lotteries, manage registrations and communicate with families on web and mobile. If you are interested in learning about these subscription features, please check out schoolmint.com or contact the SchoolMint team at for details and rates.