Spot-Check Data to Ensure Ellevation is Up to Date

🔐 Account type(s) with default permissions to manage this: Administrator

💻 Tier(s) this is available for: Foundation, Essential, Pro

Spot-checking your data at the beginning of each school year, at the start of each new semester, and before any Ellevation trainings helps you confirm that your automations are running correctly and that the information in Ellevation reflects your SIS. This article walks through three key reviews to perform.

💡 Quick Tip

For help resolving data issues you discover during your spot-check, see Troubleshoot Common Data Issues in Ellevation (Administrator Account Type).

This article covers how to:

• Review Demographic Information
• Review Schedule Information
• Review ELP Scores

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Review Demographic Information

If your student demographic information is automated, files are sent from your SIS and uploaded into Ellevation each night. The automation can be affected if your district stops sending files, sends outdated files, or if files contain new or unexpected columns or fields. When this happens, users in your district will see outdated information in Ellevation.

Step 1: Compare Data in Ellevation with Data in Your SIS

Start by reviewing student counts.

1. Navigate to the Student List:
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Compare the number of ELs in Ellevation with the number in your SIS:
   1. Select the EL/ELL/LEP Status filter in the Filters panel on the left.
   2. Click the checkbox to the left of EL/ELL/LEP.
   3. Click Done.
   4. Compare the student count shown at the top left of your Student List with the number of ELs in your SIS.
3. Compare the number of Former ELs in each year of Monitoring in Ellevation with the numbers in your SIS:
   1. Select the Monitoring Status filter in the Filters panel on the left.
   2. Click the checkbox to the left of one Monitoring Status.
   3. Click Done.
   4. Compare the student count shown at the top left of your Student List with the number of students at the selected status in your SIS.
   5. Repeat for all years of monitoring.

⚠️ Warning

If students are missing in Ellevation, first review the Schools page. If a student's school is not listed on the Schools page and mapped appropriately in Ellevation, their data cannot be imported. To learn more, see Configure Schools.

Next, spot-check the Demographics tabs of several Student Profiles.

1. Navigate to the Demographics tab of several students' profiles:
   • Search for a student using the search bar:
     1. Use the search bar at the top right of your screen to search by name or ID number.
     2. Click the student's name to open their profile in the current tab, or click the Open icon to open it in a new tab.
   • Or locate the student in the Student List:
     1. Apply Filters on the left to narrow your list and find the student.
     2. Hover over the student's name.
     3. Click the Student button that appears to open their profile in a new tab.
2. Compare key fields on each student's profile — such as School, Grade Level, and EL/ELL/LEP Status — with the data in your SIS.

⚠️ Warning

If you find that student information in your SIS is incorrect, work with your data team to update it. Once corrected in the SIS, the change will be reflected in Ellevation the following day.

Step 2: Resolve Discrepancies

If you notice discrepancies in student counts or on Student Profiles, use the SIS Data Wizard to determine next steps.

1. Navigate to the SIS Data Wizard:
   1. Go to the Admin menu icon on the navigation bar.
   2. Select Data Management.
   3. Click SIS Data Wizard.
2. Scroll down to the Recent Comparisons and Updates section and review the most recent update record. Check the following:
   • Date/Time: Automation runs each weeknight. If the date of the last update is more than a couple of days ago, contact your SIS manager and ask them to verify the student demographic automation is running. If they confirm it is running on their end, contact the Ellevation Help Desk for support.
   • Records Processed: Each nightly file should include a number of records greater than or equal to the number of active students in Ellevation. If the number is much lower, contact your SIS manager and ask them to verify the automation is running and includes appropriate student data for the current school year (or upcoming year, if it is summer). If they confirm it is running, contact the Ellevation Help Desk for support.
   • Status: Uploads can have a status of Ok, Warn, or Failed:
     • Ok: The automation ran successfully.
     • Warn: The automation ran successfully, but there was an unmapped value or field. Mapped values are still being updated. Contact the Ellevation Help Desk if you would like to map the new value.
     • Failed: The automation did not run successfully. Contact the Ellevation Help Desk for assistance.

Review Schedule Information

If your staff and schedule information is automated, student schedule data is sent from your SIS and uploaded into Ellevation each night. The automation can be affected if your district stops sending files, sends outdated files, or if files contain new or unexpected data values. When this happens, teachers in your district will not have access to the correct students in Ellevation, as student-teacher associations are determined by student schedules.

Step 1: Compare Data in Ellevation with Data in Your SIS

Spot-check the Schedule tabs of several Student Profiles.

1. Navigate to the Schedule tab of several students' profiles:
   • Search for a student using the search bar:
     1. Use the search bar at the top right of your screen to search by name or ID number.
     2. Click the student's name to open their profile in the current tab, or click the Open icon to open it in a new tab.
     3. Click the Schedule tab.
   • Or locate the student in the Student List:
     1. Apply Filters on the left to narrow your list and find the student.
     2. Hover over the student's name.
     3. Click the arrow to the right of the Student button that appears.
     4. Select Schedule to open the student's Schedule tab in a new tab.
2. Compare students' schedule items in Ellevation with the data in your SIS.

Step 2: Resolve Discrepancies

If you notice discrepancies on student profiles, determine who to contact for support.

• If students' assigned course names do not match:
  1. Contact your SIS manager and ask them to verify that the schedule file automation is running and is sending student courses for the current year or semester (or the upcoming school year, if it is summer).
  2. If the SIS manager verifies the automation is running on their end, contact the Ellevation Help Desk for support.
• If any teacher names appear italicized and underlined, this indicates the teacher in the schedule file is not matching a teacher in the staff file:
  1. Contact your SIS manager and ask them to verify that the staff file automation is running.
  2. If the SIS manager verifies the automation is running on their end, contact the Ellevation Help Desk for support.

Review ELP Scores

ELP scores can be automated, uploaded, or added to Ellevation periodically. If scores are not current, users in your district will not see students' most recent scores in Ellevation, which could affect your ability to determine students' readiness to exit the EL program.

• If your ELP scores are automated, a file is sent from your SIS and uploaded into Ellevation each night. The automation can be affected if your district stops sending files, sends outdated files, or if files contain new or unexpected data values.
• If your ELP scores are not automated, scores are only added to Ellevation when your district uploads score files to the SFTP or Box (universal Box link), or when scores are manually added to student profiles. To learn more, see Import Test Result Data into Ellevation.

Step 1: Compare Data in Ellevation with Data in Your SIS

Start by reviewing ELP score data in aggregate.

1. Navigate to the Student List:
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Filter for current ELs:
   1. Find the EL/ELL/LEP Status filter by expanding All filter options and scrolling, or by searching. Click the filter name.
   2. Select EL/ELL/LEP.
   3. Click Done.
3. Filter for recent ELP scores:
   1. Click AND below the Status filter.
   2. Find the Composite Level filter by expanding All filter options and scrolling, or by searching. Click the filter name.
   3. Select has any value from the filter options.
   4. Click Refine by Test Date.
   5. Select is between from the filter options and enter your most recent annual/summative ELP testing window.
   6. Click Refine by Test Type.
   7. Type and select your annual ELP test name.
   8. Click Done.
4. Review the list of students who meet the filter criteria. It should include all current ELs who took your annual/summative ELP test last year.

Next, spot-check the Test Results tabs of several Student Profiles.

1. Navigate to the Test Results tab of several students' profiles:
   • Search for a student using the search bar:
     1. Use the search bar at the top right of your screen to search by name or ID number.
     2. Click the student's name to open their profile in the current tab, or click the Open icon to open it in a new tab.
     3. Click the Test Results tab.
   • Or locate the student in the Student List:
     1. Apply Filters on the left to narrow your list and find the student.
     2. Hover over the student's name.
     3. Click the arrow to the right of the Student button that appears.
     4. Select Test Results to open the student's Test Results tab in a new tab.
2. Compare students' ELP scores on their Test Results tab in Ellevation with the data in your SIS or the official vendor file.

Step 2: Resolve Discrepancies

If you notice discrepancies in the number of students with recent scores or on individual student profiles, determine who to contact for support.

• If your ELP scores are automated:
  1. Contact your SIS manager and ask them to verify that the ELP score file automation is running.
  2. If the SIS manager verifies the automation is running on their end, contact the Ellevation Help Desk for support.
• If your ELP scores are not automated:
  1. Confirm that your most recent ELP scores were sent to Ellevation and that [e-mail] was notified.
  2. If the scores were sent and Ellevation was notified, contact the Ellevation Help Desk for support.