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Using Edusoft and Excel to Extract SLO Data
for the BPSD Growth Target Calculator Spreadsheet
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CREATING AND GIVING PRE-TEST:
1.
by Granger Meador
Where to save and retrieve SLOs in Edusoft
Create separate assessment(s) in Edusoft for your
pre-test and post-test and save them using the
Benchmark Exams tab, the Assessments option, and
opening the top-level folder “District Benchmarks”
and then the sub-folder “14-15 District SLOs/SOOs”
and then the appropriate subject-area folder; click
here for instructions for creating tests.
2.
Give the pre-assessment and scan the answer
sheets.
THESE INSTRUCTIONS WERE WRITTEN USING AN EDUSOFT
GROUP ADMINISTRATOR ACCOUNT, BUT AN INDIVIDUAL
TEACHER ACCOUNT WORKS ALMOST IDENTICALLY; THE
ONLY SLIGHT DIFFERENCES ARE SOME OPTIONS IN THE
REPORT BUILDER SCREEN.
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EXTRACTING PRE-TEST RESULTS:
3.
Back in Edusoft, click the “Benchmark Exams” tab at
the top of the window.
4.
Click the “Reports” icon or menu link on the
resulting screen.
5.
Click “Report Builder”.
6.
On the next screen, click the right START > buttton
for “Create New Report:”.
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Importing SLO Data from Edusoft into the BPSD SLO Growth Target Calculator
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7.
Navigate folders to find the SLO of interest.
8.
Click to put a check mark beside the correct
SLO in the right column.
9.
Under “Choose score types:” click to put a
check mark by “Raw Score”.
10.
Also click to remove any check mark(s) by
the remaining options.
11.
Under “Choose which students to include:”
change it to “Include all selected students,
including those that don’t have scores”.
12.
Click the NEXT > button.
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13.
If you are using a Group Administrator
account, use the “Select school to report
on:” pull-down menu to select the site (e.g.
Bartlesville High School); you can select
“Secondary Schools” if a class has a mix of
students from multiple sites (e.g. BHS
students taking a class at the Mid-High or
vice versa).
An individual teacher account often defaults
to that teacher’s site, with no option to
select other sites.
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14.
Change “Report layout” pull-down option to
“Individual Student”.
New options will now appear to the right.
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15.
Turn OFF “Student ID” option that appears to the
right.
16.
If you need to see specific periods of a course, turn
on the “Period” option. (For example, you might
need this information for special education coteachers who only co-teach during certain periods
with the teacher who administered the SLO.)
17.
Turn on the “Ed Programs” option.
18.
That brings up a new set of options;
switch to “Selected values as
columns:”.
19.
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Click on the “Choose…” link.
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20.
Put check marks by the categories
“English Language Learners (ELL)” and
“Section 504 Plan” and “Special
Education (IEP)”. (You can also select
“Economically Disadvantaged” and
“Gifted and Talented”, but the BPSD
SLO Growth Target Calculator does
not currently use those categories.)
21.
Click the CONTINUE > button.
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22.
Back on the Report Builder main
screen, click on the “Select students
based on demographic options” link.
A new set of options will appear below that,
allowing you to specify which course and, if
you are using a Group Administrator account,
which teacher’s data to use.
You could also filter the report to only see
those on specific programs (IEP, ELL, 504,
etc.), but the BPSD SLO Growth Target
Calculator is designed to use the complete
class roster.
23.
Click the Course: link first.
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24.
If you are using a Group Administrator
account, all of the courses for the site
or sites will be listed. Find the course
you need, which might even be on a
subsequent screen for BHS, and put a
check mark beside it.
For individual accounts, you can pick
from the courses you teach
25.
Click the CONTINUE > button.
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For Group Administrator accounts, the
teachers of the course will be listed, with
the number of students with scores
matching the options you have set. Put a
check mark beside the appropriate
teacher’s name.
For individual accounts, this step doesn’t
apply since you will only view your own
data.
27.
Click the CONTINUE > button.
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FOR TYPICAL USE, SKIP TO STEP 31
BELOW. Back on the Report Builder main
page, if you want to only see certain
groups of students in this report, you
would click the “Ed Programs” option.
29.
On the new screen, turn on the
program(s) of interest (or leave them all
blank to stick with all students).
30.
Then click the CONTINUE > button.
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31.
Once you have all of the options set the way you
want them, click the NEXT > button to generate the
report.
NOTE:
If you are using an
Individual Account,
you’ll have to
specify “All”
Periods in the
setting shown at
left, or select
specific periods,
before you can
generate your
report.
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32.
Review the report to check that
it shows the information you
need. In this example, the
students are listed with columns
to the right showing any special
categories they belong to, and
their pre-test scores are in the
column at the far right. The
BPSD SLO Growth Target
Calculator is set up for this
arrangement.
If something isn’t set right, click
on the “Demographic Options”
link, or “School” or other links
to change the settings.
You can also click the “< Back”
link, but that takes you all of the
way back to a blank Report
Builder screen, so only use that
after you have saved your data
in Excel as shown below.
We want to export this data to Excel so
that you can edit in Excel for easy
cutting-and-pasting into the BPSD SLO
Growth Target Calculator spreadsheet:
33.
Click the VIEW/SAVE IN EXCEL
button to the right above the
data.
34.
The data will be downloaded as
an Excel spreadsheet.
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In the Chrome browser, the
download appears in a bar at the
bottom of the screen which you
can click to open.
A similar bar opens up in the
Internet Explorer browser, but
you pick Open or Save to see the spreadsheet.
34 for Chrome browser
34 for Internet Explorer browser
In the Firefox browser, a dialog box will appear prompting you to open or save the
spreadsheet.
34 for Firefox browser
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USING THE EXCEL SPREADSHEET EXPORTED FROM EDUSOFT:
But you definitely want to cut-and-paste the
student roster and pre-test raw scores into
the Calculator spreadsheet.
35.
Open the downloaded spreadsheet;
Excel will often display a PROTECTED
VIEW warning bar at the top of the
screen. You must click the “Enable
Editing” button to do anything useful
with it.
36.
Now click on the first student’s name
in the spreadsheet (in my example it
was cell A13). CLICK AND DRAG the
mouse to the right to highlight the
names, the three categories, and the
raw scores (columns A through E), and
then DRAG the mouse down the
screen slowly to keep selecting more
and more rows. Hold it down near the
bottom of the window and the
spreadsheet will scroll downward,
allowing you to highlight ALL of the
students and their raw scores.
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Once you have highlighted everything
you need, let go of the left mouse
button, hit CTRL-C on the keyboard to
copy the data into the Windows
clipboard.
Alternatively, you can put the cursor
anywhere in the highlighted area, and
RIGHT click to bring up a context
menu dialog box. In that box, select
COPY to paste the highlighted
information into the Windows clipboard memory.
We are now going to open the BPSD SLO Growth Target Calculator spreadsheet and paste that student data into it.
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Open the BPSD SLO Growth Target Calculator spreadsheet.
You can open this with your desktop copy of Excel or you can upload a copy at work into Office 365 and edit it from any
computer using the your Office 365 account.
(Office 365 is a free online version of Microsoft Office available to district employees. To use it, steer your web browser to
https://login.microsoftonline.com/, pick Organizational Account if necessary, and then enter the same username and
password you use to login to your computer at work.)
38.
If the spreadsheet opens in the
DIRECTIONS tab, click on the tab at the
bottom of the spreadsheet window that
is labelled “SLO TARGET CALCULATOR”.
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The Target Calculator window will appear. Click on the cell for the first student’s name. In the example below, it is cell D4.
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40.
To avoid pasting data with locked values and
Edusoft’s formatting, you want to paste only VALUES
or TEXT.
How you do this varies with the version of Excel you
are using:
For Excel 2013, RIGHT-click on cell D4 to open a
context menu dialog box, and either click on the
clipboard icon with “123” on it to paste value.
40 for
Excel
2013
For Excel 2010, RIGHT-click on cell D4 to open a context menu dialog box, and click on the “Paste Special…” option.
In the dialog box that opens, select “Text” and then
click OK.
40 for
Excel
2010
If you are editing the spreadsheet in the online Office 365 version of Excel, click on lower portion of the Paste icon in the
ribbon above the spreadsheet (on the word Paste with a down arrow), then select Paste Values from the drop-down menu.
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40 for
Office
365’s
Excel
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The student roster and raw scores will be pasted into the calculator for your
use and it will automatically adjust the growth targets for ELL, 504, and IEP
students.
41.
Fill in cell A4 with the number of points possible on the pre-test, B4,
with the number of points possible on the post-test (if you know that
yet), and fill in cells B6 through B11 with the appropriate identifying
information.
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Resolving missing scores and inactive students:
A red box for a pre-test score indicates no score was recorded in Edusoft.
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If the student is in your class, give him or her the pre-test, scan it in
Edusoft (you can scan more answer sheets any time) and view the
resulting score in the Edusoft Grader or by logging into Edusoft later.
MANUALLY TYPE THE SCORE INTO COLUMN H of this spreadsheet. IT
DOES NOT IMPORT AUTOMATICALLY FROM EDUSOFT.
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If the student is no longer in your class (you are no longer providing
direct instruction to him or her), then click on
the student’s cell for column K, Manual
Override.
Rather than typing in a value into the box, click
on the down arrow that appears on the right
side of the cell; a drop-down menu will
appear.
This student is not part of your course early in
the term, so select the “Discard This Data”
choice to ignore the pre-test and post-test
scores and not include this student in the
calculations. Enter a brief reason (Moved
Away, Dropped Class, etc.) in column M.
Click in Column K for a
manual override
Another override, which you should use when
inserting post-test scores, is “Absent > 15%”
for a student who was in your class for less
than 85% of the SLO’s instructional term.
Finally, there is “Override Ratio”, which lets
you manually set the “close the gap” ratio
instead of accepting the default ½ the gap for
regular students and ¼ the gap for ELL, 504,
and IEP students. If you select that override,
you must enter a new ratio in column L and
provide a brief reason in column M. Any
changed ratios should already be explained in
the original SLO you and your supervisor
signed off on.
For inactive students,
select “Discard This Data”
from the drop-down menu
You cancel an override by selecting the blank choice at the top of the drop-down menu for column K cells.
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Adding missing students:
If a student enrolls in your class after the Edusoft roster was generated, scroll down to the final entry and on a new row:
 Type the student’s name in column D
 Click the appropriate cells in columns E, F, and G and use their pull-down menus to set “Y” for ELL, 504, or IEP if they apply;
the ratio in column J will adjust automatically
 Give the student the pre-test, scan the answer sheet into Edusoft, and type the pre-test score in column H
You can then use the sort button at the bottom right of cell D3 to re-sort the data alphabetically, or do other sorts as shown below.
Sorting the data:
You can quickly sort the data by name, ELL/504/IEP status, pre-test score, post-test score, or manual overrides by clicking the little
squares in the header row above the data.
Clicking on a square will bring up a pull-down menu so that you can sort the column in either direction. This is useful when you have
to add a student to the roster and then want to re-alphabetize the spreadsheet, want to see the highest or lower scores on the pretest or post-test, etc.
These buttons let you sort
the data by each column as
needed.
When you click a button, a
drop-down menu lets you
pick the sort you want.
Post-test scores and TLE rating calculation:
It is likely possible to do another import from Edusoft after the post-test to draw in all of that data plus the post-test scores; we can
explore that later. But it wouldn’t be that difficult to just type in the post-test scores from an Edusoft printout.
Once the post-test scores are entered, the spreadsheet automatically calculates how each student did on the Growth Target and
computes the overall TLE rating.
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