Texas Skyward User Group Conference
Demographics / Utilities – Data Cleanup
Pat Larson
Fort Bend ISD
Demographics / Utilities - Data Cleanup
While some information converts cleanly, other kinds of information require
cleanup. For example, family information may require cleanup with ties
between family members and their addresses. This session will provide an
overview of ways to clean up your converted data.
Demographics / Utilities - Data Cleanup
Student Counts
Check to make sure Entity Counts matches the Enrollment
Report totals.
• Entity Counts – WS / AF / EC / EC
NOTE: If Current Count, Unduplicated Count, and Available do not match, run a
utility to recount – WS / AF / EC / PS / UT / RS
Demographics / Utilities - Data Cleanup
• Enrollment Report – WS / OF / AT / RE / AR / ER
If Entity Counts and Enrollment Report do not match, try running
data mining reports looking for the following…
Data Mining Reports - WS / ST / DM
• Active Student but Default Entity = No
• Active Student but not Enrolled
• Enrolled Student but not Active
Demographics / Utilities - Data Cleanup
Student Profile - General Tab
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Do “Grad Yr” and “NY Grad Year” match?
Prior to HS, does “Grad Req Base Yr” also match “Grad Yr”?
If in HS, is there a date for “Entered 9th Grade”?
Is student marked “Advance”?
Is student marked “Retain”?
Is student marked “Graduated”?
Is there a “Graduation Date”?
Demographics / Utilities - Data Cleanup
Create a Data Mining Report listing all the fields
that you are checking on the General Tab.
Run the report to Excel and use filters to look for
information on each student.
Demographics / Utilities - Data Cleanup
Student Profile – Entity lnfo Tab
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Default Entity
Status
Next Year Status
Full/Part Time
Current Year Member
Include in Honor Roll
Include in Rank
Multi-Rank
Print Report Card
Promotion Status
Demographics / Utilities - Data Cleanup
Create a Data Mining Report listing all the fields
that you are checking on the Entity Info Tab.
Run the report to Excel and use filters to look for
information on each student.
Demographics / Utilities - Data Cleanup
Student Profile – Entity Info Tab
• Are you using the “Advisor” field?
• Is “Discipline Officer” populated?
Demographics / Utilities - Data Cleanup
Create a Data Mining Report listing Advisor and
Discipline Officer.
Run the report to Excel and use filters to look for
information on each student.
Demographics / Utilities - Data Cleanup
Student Profile – Entry/With Tab
• Entry Code
• % Enrolled
• Student Type
Demographics / Utilities - Data Cleanup
Create a Data Mining Report listing the Entry
Code, Percent Enrolled, and Student Type.
Run the report to Excel and use filters to look for
information on each student.
Demographics / Utilities - Data Cleanup
Student Profile – Family Tab
Below are areas to verify on Families…
• Guardians
• Addresses
• Phone Numbers
• Siblings
Note: It is very important to have your family
information as clean as possible prior to granting
Family Access.
Demographics / Utilities - Data Cleanup
Reports to help verify family information…
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Enrollment / Registration Form – WS / CR / RE
Family Directory – WS / CR / RE
Family Name Different than Student Name – WS / CR / RE
Student Address Phone List – WS / CR / RE
Student Family Directory – WS / CR / RE
Family Student Directory – WS / FA / RE / FD
Demographics / Utilities - Data Cleanup
Student Profile – Grades Tab
To verify information on student grades, run the Grade History
Report.
WS / OF / GR / RE / GH
You can also run the Transcripts Report.
WS / OF / GR / TR / RE / TR
Note: Both of these reports can also be run from
Student Profile as a Quick Print on individual
students.
Demographics / Utilities - Data Cleanup
Student Profile – Special Programs
Reports to help verify Special Program information…
• Roster of Special Programs – WS / SR / TX / RE / RS
• Special Programs Enrollment Count by Federal
Race/Ethnicity – WS / SR / TX / RE / SE
• Data Mining Reports – WS / ST / DM
• Daily Register – WS / SR / TX / RE / DR
Demographics / Utilities - Data Cleanup
Barbara Benzaia
Data Quality Specialist
Fort Bend ISD
[email protected]
Pat Larson
Manager, Training and Student Information Support
Fort Bend ISD
[email protected]
Texas Skyward User Group Conference
THANK YOU FOR ATTENDING!