Program Admin Instruction Manual 7 27 2011 - e-deca2.org

1 E-DECA Assessment & Planning System Instruction Manual July 2014. 1. Devereux Center for Resilient Children | 444 Devereux Dr. Villanova, PA 19085 | (866) 872-4687 | Table of Contents Heading/Task Description Page Welcome and Introduction Welcome to the e-DECA 4. Understanding the e-DECA Explains the components of the e-DECA 4. Hierarchy system Defining Your e-DECA Hierarchy Short definitions of the components of the & Establishing Staff Roles and hierarchy, users vs. raters, user roles, and 5-8. Responsibilities user/rater scenarios Defines and explains the different reports Report Types and Descriptions 9-11.

2 Available for assessing individuals and groups STOP: Take Time to Review Tips to make navigations and usage of the 11-17. Helpful Hints system easier Program Administrator **Can only be created/changed by the System Administrator logging In to e-DECA Version Explains logging into the system the first time 18. Creating Sites Create the different sites in your Program 18. Inactivating Sites Site is no longer being used in the Program 18-19. Create people who will not be completing Creating Users 21-22. ratings but who need online access Viewing User Names and View User Names and Passwords for Users and 23-24.

3 Passwords Teacher Raters Child is no longer active in the Program or Inactivating Child Contacts 35. contact is no longer able to complete ratings Activation Activate objects that has been Inactivated 36. Downloads Download child ratings by Program or by Site 37-38. Creating or Updating the Rating Create or update the time frame in which you 58. Year will allow individuals to perform ratings Program Information Quick view of Program 's rating status 60-62. Purchase Confirmation Email Notification 63. Program Message Send a message to online users in the Program 63-64. View Reports Viewing Strategy Reports View printable strategies that accompany a particular child's ratings 39-42.

4 View Reports by Child View Single, Pre-Post Comparison, and Rater comparison Reports, as well as the Parent Letter 44. for a certain child to check their progress View Ratings/Reports by Group View Pre, Mid, Post or all reports on a certain group to track the group's progress 45-46. A compilation of rating performed on children View Batch Report in a group to ensure that all ratings are done by 49. the deadline View Site and Program Reports View Pre, Mid, or Post results for children in a particular site or across an entire Program 49-51. 2. Table of Contents (cont ). Site Administrator Creating Groups (formerly Create the different groups that will be at that 19.)

5 Classrooms) site Inactivating Groups Group is no longer being used in the Program 20. Create people who will not be completing Create Users ratings but who need online access to the 21-22. database Creating Teacher Raters ( Create individuals that will be completing Raters for whom teacher norms 22-23. ratings on children will be used). Unassigning Users and Teacher User or rater has switched sites and/or groups 24-26. Raters Inactivating Users and Teacher User or rater is no longer active in the Program 26-27. Raters Inactivating Children (via Manage Child is no longer active in the Program 31-33.

6 Inactivation and Manage Children). Inactivate a rating so that it does not appear on Inactivating a Rating 43. reports Group Administrator Creating Children Create the children in that group 27-28. Unassigning Children Child has switched sites and/or groups 29-31. Create the relatives or guardians of a child who Creating Child Contacts 34. will appear as raters for that child Other Tools Input Ratings Enter ratings into the database for a child 52-53. Print paper versions of assessment forms for DECA Ratings on Paper child contacts and other raters with no online 54. access View Ratings by Child View previous ratings on a child 55-56.

7 An overview of the ratings completed for a View Group Ratings List certain group to ensure that all ratings are done 47-48. by the deadline Manage My Account Update your User Name, Password, or E-mail 57. Helpful Documents Links to view and print available documents 59. View demonstrations that will aid you and your View Video Demos 60. staff in setting up your Program 3. e-DECA Version ( ). Welcome and Introduction Kaplan Early Learning Company and the Devereux Early Childhood Initiative are delighted to announce the release of the e-DECA , the new web-based version of the Devereux Early Childhood Assessment.

8 The e-DECA application provides programs with the ability to administer, score, save and report on the infant, toddler and preschool DECA assessments on one database platform. This document is designed for e-DECA Program Administrators, those individuals responsible for setting up and maintaining their assessment data, and is designed to provide the information needed to set-up and maintain a Program on e-DECA Understanding the e-DECA Hierarchy As shown below, e-DECA is set up in four levels, with Program as the highest level, then site(s), group(s) and children. It is critical to understand that however large or small a Program may be, this hierarchy must be maintained.

9 Therefore, a very large Program may have multiple sites and multiple groups within each site, whereas a very small Program may have one site with one only one group in the entire Program . Again, no matter the size of the Program , children must be entered into the system and assigned to a group(s) and site(s) as appropriate. Program , Site, Group and Child are the set labels to define the four levels in the e-DECA and were selected to appeal to a broad and diverse audience across disciplinary fields. Individuals in the education field may refer to groups as classrooms or children as students. These labels, however, must remain fixed and cannot be edited.

10 In addition, at this time additional levels cannot be inserted into the Program or levels removed. If your Program does not easily fit into this four level hierarchy, please email to discuss before setting up your Program . Program . SITE SITE SITE. GROUP GROUP GROUP GROUP GROUP GROUP. CHILD CHILD CHILD CHILD CHILD CHILD CHILD CHILD CHILD CHILD CHILD CHILD. CHILD CHILD CHILD CHILD CHILD CHILD. 4. Defining Your e-DECA Hierarchy & Establishing Staff Roles & Responsibilities As the Program Administrator, you are responsible for determining how your Program will be created with respect to the four level hierarchy described above.