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KDE/ Preschool
Created by the
Kentucky Early Childhood Data System,
Human Development Institute,
University of Kentucky
Updated September, 2008
KEDS Online User Guide
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Table of Contents
TABLE OF CONTENTS ............................................................................................................................. 2
OVERVIEW ............................................................................................................................................ 3
COORDINATOR STEPS ............................................................................................................................ 3
USING KEDS ONLINE ...................................................................................................................................... 3 LOGGING IN ................................................................................................................................................... 4 KEDSONLINE WEBSITE .................................................................................................................................... 4
Change Password ............................................................................................................................................... 4 School ................................................................................................................................................................. 4 Links .................................................................................................................................................................... 5 Main ................................................................................................................................................................... 5
Users ...................................................................................................................................................... 5 All Children/ My Children ....................................................................................................................... 5 Assessments ........................................................................................................................................... 5
Missing Student Data ......................................................................................................................................... 5
ENSURING ALL STUDENTS ARE IN STI/INFINITE CAMPUS ........................................................................ 5
ESTABLISHING PRESCHOOL TEACHER ACCOUNTS ................................................................................... 6
LIST OF TEACHER ACCOUNTS ............................................................................................................................. 7 VIEWING TEACHER ACCOUNTS ........................................................................................................................... 7
ASSIGNING STUDENTS TO TEACHER ACCOUNTS ..................................................................................... 8
STUDENT DATA ............................................................................................................................................... 8
ENSURE ALL DATA DEADLINES ARE MET .............................................................................................. 10
FOR PRESCHOOL TEACHERS ............................................................................................................................. 10 DATA TRANSFER TO KEDSONLINE .................................................................................................................... 10
KDE KEDS REPORTING AND DATA TIMELINE ........................................................................................ 11
TROUBLESHOOTING ............................................................................................................................ 12
ASSESSMENT TOOL MODALITIES FOR KY .............................................................................................. 13
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e to teachers
Ensuring all data deadlines are met
sing KEDS Online
ttps://www.kedsonline.org/
Overview The Kentucky Early Childhood Data System (KEDS) is designed to support teachers in the use of high quality assessments to improve instruction while providing data at the district and state level to identify the extent to which children are meeting the Kentucky Early Childhood Standards. KEDS is designed to support all state‐recommended assessment instruments and align with the Kentucky Department of Education Unique Statewide Student Identifier (SSID) System. By now, your district has already chosen an assessment instrument from the list of approved instruments in the Kentucky Early Childhood Continuous Assessment Guide and the data entry version (online, diskette, or paper‐and‐pencil). It is imperative that you refer to the attached table of approved tool modalities, as the publishers of some tools have limited choices (from the options of online, disc, or paper versions). You should have also received training on the appropriate implementation of the chosen instrument. If you are unsure, preschool coordinators should contact the Kentucky Department of Education Preschool Education Branch. Note: Currently, KDE is implementing a new data system. For ease of understanding, this document uses the acronym STI to refer to the Student Data System. Some districts will be using STI while others have converted to the new system, Infinite Campus. STI is used to refer to both data systems.
Coordinator Steps As a ordinator, you have several responsibilities. These are: Co
Setting up Preschool Teacher accounts 1) Ensuring all students are in STI/Infinite Campus
2)3) Assigning students to Teacher accounts 4) Providing an Overview of KEDSOnlin5)
U h or www.kedsonline.org
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any questions about the online certificate, please ontact [email protected]
Note: This website uses a secure certificate to ensure data entered are kept confidential. Upon accessingthe system, you may receive a pop‐up warning about a Certificate Error. Please disregard this messageand choose ‘Continue to Website.’ Should you havec or call 859‐257‐7423.
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Logging In KEDS Online usernames and passwords for Preschool Coordinators have been established by HDI Staff. If you do not have a KEDS Online username, please contact Patti Naber to have an account set up. An introductory email with your username and password will be sent to you. It is the responsibility of Preschool Coordinators to establish KEDS Online usernames and passwords for Teachers. (For more information on establishing Teacher accounts, please see the section on “Establishing Preschool Teacher Accounts”).
KEDSOnline Website Below is an example of the KEDS Online Main page. Important features have been highlighted and a brief explanation has been included.
Change Password You are able to change your password at any time. Click on the Change Password link located in the upper left hand corner of the page.
School Located in the upper‐right hand corner, drop down options allow you to see the schools for which you have access. Use this tab to change schools when you are viewing students or users. Should a school not be included in this drop down, please contact Patti Naber to have the school added.
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Links The yellow bar contains useful links to help navigate KEDS Online. To move from area to area, click on a link. Clicking Main will bring you back to the front page.
Main Reporting deadlines will always appear in red on this screen. This gives you information on how many days you have until the data should be entered. The New and Updates section is updated each time an update is made to the system. In the HELP section, links to KEDS Online Program Staff are provided. Feel free to contact staff at any time with comments, questions or suggestions.
Users Coordinators will set up accounts for each teacher in your district. You need to assign usernames and a password for each; we suggest you assign a password that will be unique to each teacher yet is the same type for all, such as the last four numbers of their phone number OR social security number. Coordinators (and their designees) should have access to all teacher accounts. Teachers have access to their account with the student information provided.
All Children/ My Children View or update child information here. More detail on what and how to update later in this document.
Assessments Instructions on how to transfer assessment data to the KEDSOnline office.
Missing Student Data Allows the coordinator to view all the missing student data for each school.
Ensuring all Students are in STI/Infinite Campus Twice a year, KEDS receives a data download from STI/Infinite Campus. This data includes:
1. Student ID 2. First, Last Name 3. Birthdate 4. Gender 5. Ethnicity
6. IEP Status 7. Enrollment Date 8. Exit Date 9. District 10. School
All students, including those with IEP’s, must be enrolled in a classroom in STI/Infinite Campus. IF a student is not enrolled, student data will not download to KEDSOnline. All students should be enrolled prior to the deadlines detailed in the KDE KEDS Reporting and Data Timeline.
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Establishing Preschool Teacher Accounts The next step is establishing the Preschool Teacher Account(s). To begin, click Users on the yellow links bar. To the right is a screen shot of what the Teacher Account window will look like. The top of the screen contains a list of the accounts already created, and the bottom (main) portion of the screen allows you to create new accounts. To add a new teacher account, you must complete the following information. The items that are asterisked (*) are required fields.
Field Notes
Username* This will be a unique username. It is suggested that you use the following format when creating usernames: firstname.lastname. If you have a common name (ex. Mary Smith), it is suggested that you include a numeral in the username (mary.smith8856) or include middle/ maiden name (maryfrances.smith). KEDS Online will not allow two user accounts to be created with the same username. If an account already exists with that username, you will be prompted to enter another username. This field CANNOT be edited after the account has been created.
First Name*
Last Name*
Password* Previously, we have suggested using the following format when creating passwords. First, select a unique 4‐digit number, then add keds before the number. So the password would look like keds1111. Possibilities for unique numbers are the last 4 of social security number, phone number, etc. It is suggested that you ask the teacher for their unique number. This field IS case sensitive, so be mindful of how you enter the password (uppercase or lowercase). Teachers can change their password later by logging in and clicking on the link in the upper left to “Change Password.”
Password Question*
In case the teacher forgets their password, they can use the Forgot Password link, which will allow them to answer a question (example: What is the last 4 digits of your social security number), in order to retrieve lost/forgotten passwords. This field CANNOT be edited after the account has been created.
Password Answer*
This is the answer to the above question. The question must be answered exactly in order for the password to be retrieved. Do not use answers that have more than one word, answers that use spaces, or use capitol letters. This field CANNOT be edited after the account has been created.
Email Again, this is used when retrieving lost/forgotten passwords. Email must be entered correctly and can be edited at a later time.
Phone Number/ Extension
This information is important should KEDS staff need to contact the teacher. Please include any extension needed to contact the teacher directly
Approved When the teacher is approved, this box allows the user to login using the information specified. This box must be checked for a teacher to be able to login.
School Select the school the teacher needs access to. Should a school not be included in this drop down, please contact our technical staff immediately.
*Those items marked with an asterisk (*) are required fields.
When you are satisfied with the information, click Create New User. The User’s Information will then appear in the List of Teacher Accounts at the top of the screen.
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List of Teacher Accounts This list is based on the user accounts you have created. You are not able to view user accounts that other Preschool Coordinators have created. Each teacher or staff who will be completing data entry should have their own account. Do not share your account information with another teacher. After a teacher has left a school, please disable the user account by checking the “Is Approved” checkbox. Check the “Edit” button beside the user account, then uncheck the “Is Approved” box. A new KEDSOnline account should then be created for the new teacher.
Viewing Teacher Accounts The screen will display the username, First and Last names, Email, whether the account has been Approved, and whether the account is Locked Out. You will approve teacher accounts after you have determined the student data is cleaned and ready for data entry. Accounts will Lock Out after five unsuccessful tries to enter the system. If an account has been locked, you may contact Patti Naber to have the account unlocked. To edit any of this information, you can select Edit to the left of the username. To sort your list of accounts, you can click on any of the column headings. Clicking the column heading once will sort accounts in ascending order, clicking it again will sort in descending order. If you need to temporarily disable teacher access please uncheck the box for “Approved” instead of deleting the account.
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Assigning Students to Teacher Accounts In the student data section, it is important to assign each student to a teacher. When a teacher logs into KEDS, they will see only those students who have been assigned to their account by the Preschool Coordinator.
Student Data KEDS Online receives updates from the STI/Infinite Campus office two times before a reporting cycle. The timeline for when STI/Infinite Campus data is to be available will be published on the Main page. You are able to search, find and edit students from this page. Below is a screenshot of what the All Students or Classroom screen looks like. For security, the student names have been erased for this example. Preschool Coordinators should review pre‐populated STI/Infinite Campus data for all students for their district and correct any errors in the student demographic data. Because this information was reported in STI/Infinite Campus, any errors you may find will need to also be updated in STI/Infinite Campus. Students cannot be added to KEDS Online. Those students who are available were providedby STI/Infinite Campus. STI/Infinite Campus halready provided much of the student’s demographic information.
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Please see Step 1: Ensuring all Students are in STI/Infinite Campus (page 5). This screen allows you to search for student’s names and sort the student records as well. Similarly to viewing the teacher accounts, you are able to click on the column heading to sort the column. Click once to sort in ascending order and click again to sort in descending order. Clicking Select to the left of a student’s name will make the Student Details active in the right column. Here, you are able to view but not edit the student details. Clicking Edit below the Student Details will make the child’s record active to allow you to make any necessary edits. Because this information was reported in STI/Infinite Campus, any errors you may find will also need to be updated in STI/Infinite Campus.
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You are required to enter additional data in the Student Details section. These questions must be completed for each student, and include the following: Field Notes
Teacher* This assigns a student to the teacher account. The list of teachers is generated from the list of teacher accounts that have been established by the coordinator.
Enrollment Status*
Enrolled or Withdrawn
Exit Date If Withdrawn
At Risk** Y or N.
Over Income** Y or N.
ELL** Y or N
IEP** For those children with an IEP, choose Speech Only, Developmental Delay, or Significant Impairment.
Assessment* Choose the tool used with this student
Assessment Method*
Choose the approved method of data collection‐ Online, Diskette, Paper Protocol. Reference the Assessment Tool Modalities at the end of this document for a list of approved assessment tools and collection methods.
*Those items marked with an asterisk (*) are required fields for Coordinators.**Those items marked with a double asterisk (**) are required for Teachers.
By default, only 10 records will show on a page. If multiple pages exist, the number of pages will appear at the bottom of the Student Search box. These numbers appear in white, and the page you are currently on will be the only page not underlined. To scroll through the additional pages of student records, you need only to click on the additional page numbers.
Ensure all Data Deadlines are Met This section contains information pertaining to your assessment choice and how to submit that information to KEDS Online. Below is an example of what the Assessments screen looks like. As KEDS Online evolves, this screen will be updated to include additional assessment information. It is important that you follow these instructions exactly in order to ensure that data to the system are properly reported.
For Preschool Teachers When logging in for the first time, you will be asked a series of questions related to the assessment tool you are using and training you have received. First, you are asked what assessment tool you are using. This tool can vary for your students; please list each one you use from the approved list of tools on the attached table. If the tool you are using is not available on this list, please contact your Preschool Coordinator. The following questions relate to the length of time you have been using this assessment and how training was received. If your district has implemented more than one assessment tool, you’ll need to add the additional assessment information by clicking on the link provided. When you have completed this form, you may click submit to continue. If you need to answer these questions later, you may click on I’ll Answer Later, and you will be prompted to answer these questions the next time you login.
Data Transfer to KEDSOnline By clicking on the Assessment tab in KEDSOnline, you are able to access up‐to‐date information on how to transfer your districts’ assessment data to KEDSOnline. Data transfer steps depends on the method of data collection you have chosen.
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KDE KEDS Reporting and Data Timeline
Semester STI/ Infinite Campus Entry Deadline
KEDS Online Open Assessment Period Data Finalization for Assessment and
KEDS Online
Fall September 25 October 1
August through October 1
November 15
Spring March 25 April 1 March through April 1 May 15
Children entering mid‐year
November 1 for Fall
May 1 for Spring
Begin 4 Weeks from date of entry
Nearest finalization date
https://www.kedsonline.org
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Troubleshooting The bottom of each page in the KEDS Online website has a link to Contact Webmaster. This email goes to the Human Development Institute technology support listserv: ihdi‐[email protected] When emailing, be sure to indicate in the subject line or the email body that you are having problems with the KEDS Online system. Technical Support is also available by contacting Patti Naber at (859) 257‐7423 or [email protected]. Questions for the Kentucky Department of Education should be directed to Annette Bridges, Director, Division of Early Childhood at [email protected].
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Assessment Tool Modalities for Data Collection
Name of Tool Publisher
Approved Modalities for Data Collection
Assessment, Evaluation, and Programming System (AEPS) for Infants and Children, Second Edition (0‐3 and 3‐6 yrs)
Brookes PublishingP.O. Box 10624 Baltimore, MD 21285 www.brookespublishing.com
Online Paper
Brigance Inventory of Early Development‐II (IED‐II, 0 to 7 yr)
Curriculum Associates, Inc.153 Rangeway Rd. North Billerica, MA 01862 www.curriculumassociates.com
Paper Online
Carolina Curriculum for Infants and Toddlers with Special Needs (CCITSN) Third Edition (0‐3 yrs)
Brookes PublishingP.O. Box 10624 Baltimore, MD 21285‐0624 www.brookespublishing.com
Paper
Carolina Curriculum for Preschoolers with Special Needs (CCPSN) Second Edition (2‐5 yrs)
Brookes PublishingP.O. Box 10624 Baltimore, MD 21285‐0624 www.brookespublishing.com
Paper
Creative Curriculum for Infants, Toddlers, and Twos (0‐3)
Teaching Strategies, Inc.5151 Wisconsin Ave, NW, Suite 300 Washington, DC 20016 www.teachingstrategies.com
Online (no disc version available)
Creative Curriculum for Preschool (3‐5 yrs)
Online Disc
High/Scope Child Observation Record for Infants and Toddlers (COR‐IT, 6 wks‐3 yrs)
High/Scope Educational Research Foundation 600 North River Street Ypsilanti, MI 48198‐2898 www.highscope.org
Online Disc
Preschool Child Observation Record (COR) Second Edition (2½‐6 yrs)
High/Scope Educational Research Foundation 600 North River Street Ypsilanti, MI 48198‐2898 www.onlineCOR.net
Online Disc (7.0 or higher)
Early Learning Accomplishment Profile (E‐LAP, 0‐3 yrs)
KAPLAN Early Learning Co.1310 Lewisville‐Clemmons Rd. Lewisville, NC 27023 www.kaplanco.com.
Online Paper
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Hawaii Early Learning Profile (HELP, 0‐3 and 3‐6 yrs)
VORT CorporationP.O. Box 60132 Palo Alto, CA 94306 www.vort.com
Free online from paper protocol Paper
Learning Accomplishment Profile‐Third Edition (LAP‐3, 3‐6 yrs)
KAPLAN Early Learning Co.1310 Lewisville‐Clemmons Rd. Lewisville, NC 27023 www.kaplanco.com
Online Paper
The Ounce Scale (0‐3½ yrs)
Pearson Early Learning1185 Avenue of the Americas, 26th Floor NY, NY 10036 www.pearsonearlylearning.com
Online
Transdisciplinary Play‐Based Assessment (TPBA) Revised Edition (6 mo‐6 yrs)
Brookes PublishingP.O. Box 10624 Baltimore, MD 21285‐0624 www.brookespublishing.com
None at present
Work Sampling System, 4th Edition (3 yrs‐6th grade)
Pearson Early Learning1185 Avenue of the Americas, 26th Floor NY, NY 10036 www.pearsonearlylearning.com
ONLINE only (other modes negotiated with publisher for individual school district)
