Use "Training School" to Present and Practice Using Fake Student Data

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

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

You can make representative fake "Training School" student records available to users in Ellevation for internal presentations, training, and practice sessions. These records contain representative demographic and ELP information but are not real students, so your team can practice using Ellevation's tools without compromising real student data.

Training School students all have the last name Training and the school assignment of Training School. All training students also have a Test ID and Student ID that begins with _99999.

▶️ Watch this short video

Share this video: https://ellevationeducation.wistia.com/medias/aewy924bwr

💡 Quick Tip

Planning to use Training School students in a live session? The Lead Ellevation Training in Your District toolkit has ready-to-use slide decks, user guides, checklists, and email templates to help you plan and deliver the training itself.

Learn how to:

• Make Training School Student Records Available
• Hide Training School Student Records
• Use Training School Students for Training and Practice
• Use Training School Students to Demonstrate Monitoring Forms
• Use Training School Students to Demonstrate Meeting/LPAC Forms

Make Training School Student Records Available

Training School students are designed to support internal presentations, demonstrations, and practice sessions in your school district.

ℹ️ Note

Training School students cannot be made available to users with a Master Account Type of Teacher. Teachers only have access to the students whose schedules they appear on in Ellevation.

We recommend that you leave Training School students inactive in your Ellevation database most of the time so they do not interfere with your Ellevation workflows or cause confusion. If student Active status is automated from your Student Information System (SIS), Active Training School students are automatically deactivated each night in Ellevation. You must complete these steps the day of any internal training.

⚠️ Warning

Only users with a Master Account Type of Administrator can activate Training School students in bulk.

To activate Training School students:

1. Navigate to the Student List.
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Filter for Training School students.
   1. Scroll or search to locate the School Filter in the Filters at left.
   2. Click School.
   3. Select Training School.
   4. Click Done.
3. Filter for inactive students.
   1. Click Filters at the top of the Student List.
   2. Click the Lock icon to the right of the Active is equal to Yes Filter record.
   3. Select No.
4. Select all Training School students.
   1. Click the checkbox at the top left of the Student List, to the left of the Student field header.
   2. If your list of students continues onto multiple pages, click Select all students that meet this search across pages.
5. Batch Edit Active status.
   1. Click Edit at the top of the Student List.
   2. Select Edit Student Data.
   3. Click the dropdown.
   4. Select Active.
   5. Select Yes.
   6. Click Apply Changes.

Users with a Master Account Type of Administrator have access to all active students in Ellevation, including Training School students, by default. To make Training School students available to users with a Master Account Type of Specialist, Principal, or View Only, you must change their School assignment to include Training School.

To update users' School Assignments to include Training School:

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.
2. Locate the people you would like to give access to Training School.
   • Use search or the Filters at left to locate people.
3. Select the people you would like to make Training School available to.
   • To select a subset of the people who meet your Filter criteria, click the checkbox(es) next to their name(s).
   • To select all people who meet your Filter criteria, click the checkbox at the top of the list of people. If your list extends beyond one page, click Select all people that meet this criteria across pages.
4. Update users' School Assignments.
   1. Click Edit at the top of the user list.
   2. Select Edit School Assignments.
   3. Select Add New School Assignment(s).
   4. Input and select Training School.
   5. Click Save.

You can also update an individual user's School Assignments by clicking the Arrow icon to the right of the Profile button that appears when you hover over their name on the User Management page, or by visiting their Profile.

Hide Training School Student Records

If student Active status is automated from your Student Information System (SIS), Active Training School students are automatically deactivated each night in Ellevation. You will still see Training School as an option within your School Filter, but no Training School students will appear when you select that Filter option.

If your school district does not automate Active status, or if you'd like to proactively hide Training School students, you can deactivate them.

To deactivate Training School students:

1. Navigate to the Student List.
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Filter for Training School students.
   1. Scroll or search to locate the School Filter in the Filters at left.
   2. Click School.
   3. Select Training School.
   4. Click Done.
3. Select all Training School students.
   1. Click the checkbox at the top left of the Student List, to the left of the Student field header.
   2. If your list of students continues onto multiple pages, click Select all students that meet this search across pages.
4. Batch Edit Active status.
   1. Click Edit at the top of the Student List.
   2. Select Edit Student Data.
   3. Click the dropdown.
   4. Select Active.
   5. Select No.
   6. Click Apply Changes.

Use Training School Students for Training and Practice

To locate Training School students:

1. Navigate to the Student List.
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Filter for Training School students.
   1. Scroll or search to locate the School Filter in the Filters at left.
   2. Click School.
   3. Select Training School.
   4. Click Done.

If no students appear, you may need to reactivate Training School. To make Training School student records available, continue from step 3 above.

Once you have located Training School students, you can practice or demonstrate:

• Taking batch actions in the Student List, like assigning instructional supports and generating reports
• Assigning or editing student information from the Student Profile
• Managing the Monitoring process and completing Monitoring Forms (see instructions below)
• Managing the Meeting/LPAC process and completing Meeting/LPAC Forms (see instructions below)

Use Training School Students to Demonstrate Monitoring Forms

Monitoring assignments are created based on a combination of student and teacher assignment criteria. To demonstrate a Monitoring Form using Training School students, you must assign a teacher to your Training School students and update your Monitoring student and teacher criteria to include Training School students.

⚠️ Warning

Only users with a Master Account Type of Administrator can assign teachers in bulk and update Monitoring configurations.

Activate the Training School Teacher

To activate the Training School teacher:

1. Navigate to the User Management page.
   1. Go to the Admin menu icon on the navigation bar.
   2. Click User Management.
   3. Select Users.
2. Search for Training in the search bar at the top right of your list of users to locate the user named Training School Teacher.
   • If the Training School Teacher does not exist in your database, reach out to the Help Desk for assistance.
3. Hover over the Training School Teacher's name and click the Arrow icon to the right of the Profile button.
4. Select Activate Account.
5. Input and confirm a password.
6. Click Activate User.

Assign the Training School Teacher to Training School Students

To assign the Training School teacher to Training School students:

1. Navigate to the Student List.
   1. Click Students on the navigation bar.
   2. Select Student List.
2. Filter for Training School students.
   1. Scroll or search to locate the School Filter in the Filters at left.
   2. Click School.
   3. Select Training School.
   4. Click Done.
3. Select all Training School students.
   1. Click the checkbox at the top left of the Student List, to the left of the Student field header.
   2. If your list of students continues onto multiple pages, click Select all students that meet this search across pages.
4. Batch Edit the Homeroom Teacher.
   1. Click Edit at the top of the Student List.
   2. Select Edit Student Data.
   3. Click the dropdown.
   4. Search for and select Homeroom Teacher.
   5. Click the dropdown.
   6. Type and select Training School Teacher.
   7. Click Apply Changes.

Add Training School Students to Your Monitoring Criteria

To add Training School students to the student and teacher assignment criteria for your Monitoring Form:

1. Navigate to the Monitoring Settings page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Monitoring.
2. Click the name of the Monitoring Form you would like to demonstrate.
3. Add Active Training students to the Student Assignment Criteria.
   1. Click the Student Assignment Criteria tab.
   2. Click New (OR) filter set to create a new Filter set.
   3. Add a Filter for Active students.
      1. Click Add Filter.
      2. Select Active from the Filter dropdown.
      3. Select Yes from the Value dropdown.
   4. Add a Filter for Training School students.
      1. Click Add Filter.
      2. Select School from the Filter dropdown.
      3. Select Training School from the Value dropdown.
   5. Click Save.
4. Add the Training teacher to the Teacher Assignment Criteria.
   1. Click the Teacher Assignment Criteria tab.
   2. Click the OR button at the bottom of your list of Filters at left to create a new Filter set.
   3. Add a Filter for the Training School Teacher.
      1. Select the Homeroom Teacher Filter.
      2. Type and select the name Training School Teacher (the fake teacher you assigned as Homeroom Teacher for your Training School students).
      3. Click Done.
   4. Click Save at the bottom left of the page.
5. You may need to repeat this process for multiple Forms if you'd like to demonstrate different Form types.

Now, Active Training School students will populate in the Needs Monitoring bucket with Forms that can be assigned to their Training School teacher for this Monitoring Type. Users who have access to Training School can then practice and demonstrate the Monitoring process using Training School students. To learn how to update users' School Assignments to include Training School, see the instructions above.

Practice or Demonstrate the Monitoring Process

Users with appropriate Permissions can practice or demonstrate assigning, sending reminders, and reviewing Monitoring Forms using Training School students from the Monitoring Birdseye. To do so:

1. Navigate to the Monitoring Birdseye.
   1. Click Students on the navigation bar.
   2. Select Monitoring.
   3. Select the Monitoring Type for which you added Training students to the student and teacher assignment criteria.
2. Access Needs Monitoring records for Training School students.
   1. Select the Monitoring Form name for which you added Training students to the student and teacher assignment criteria, in the tabs at the top of the page.
   2. Using the School Filter at left, filter for Training School.
3. Go through the steps in the Monitoring process for one or more Training School students as normal. To learn more, see Learn about Student Monitoring in Ellevation.

Users with a Master Account Type of Administrator, Specialist, or Principal can View as Training School Teacher to practice or demonstrate filling out Monitoring Forms as a teacher. To learn how, see View Ellevation as Another Account Type or User and Complete Monitoring Forms.

ℹ️ Note

If you submit completed Monitoring Forms, they will appear on Monitoring Listings. You may want to only view, not submit, Monitoring Forms for Training School students.

After you have finished demonstrating Monitoring for Training School students, you should delete any Assigned or Submitted Monitoring Forms for them.

To delete Assigned or Submitted Monitoring Forms:

1. Navigate to the appropriate Form and section of the Monitoring Birdseye.
2. Click the checkboxes to the left of the records you would like to delete.
3. Click Perform Action at the top right of the list of Monitoring Form records.
4. Select Delete Assignment(s) or Delete Form(s).
5. Click Delete in the confirmation popup.

All Training School students are removed from the Needs Monitoring bucket automatically once they are deactivated.

Use Training School Students to Demonstrate Meeting/LPAC Forms

To demonstrate a Meeting/LPAC Form using Training School students, you must update your Meeting criteria to include Training School students.

⚠️ Warning

Only users with a Master Account Type of Administrator can update Meeting/LPAC configurations.

To add Training School students to the Filter criteria for your Meeting/LPAC:

1. Navigate to the Meeting/LPAC Settings page.
   1. Go to the Admin menu icon at the top right of your screen.
   2. Click Ellevation Settings.
   3. Select Meetings/LPACs.
2. Click Edit next to the Meeting you would like to demonstrate.
3. Add Active Training students to the Filter Criteria.
   1. Scroll down to the Filter Criteria section at the bottom of the page.
   2. Click Add an alternative set of requirements (OR) to create a new Filter set.
   3. Add a Filter for Active students.
      1. Click Add Filter.
      2. Select Active from the Filter dropdown.
      3. Select Yes from the Value dropdown.
   4. Add a Filter for Training School students.
      1. Click Add Filter.
      2. Select School from the Filter dropdown.
      3. Select Training School from the Value dropdown.
   5. Click Save.
4. You may need to repeat this process for multiple Forms if you'd like to demonstrate different Form types.

Now, Active Training School students will be eligible for this Meeting/LPAC Type.

Once Training School students are eligible for a Meeting/LPAC Type, any user who has access to Training School and an Account Type with Permission to conduct Meetings/LPACs can practice or demonstrate that Meeting/LPAC using Training School students. To learn how to update users' School Assignments to include Training School, see the instructions above.

To practice or demonstrate a Meeting/LPAC using Training School students:

1. Navigate to the Meeting/LPAC Center.
   1. Click Students on the navigation bar.
   2. Select Meeting/LPAC Center.
2. Access unscheduled Meetings/LPACs for Training School students.
   1. Click the name of the Meeting/LPAC type for which you added Training School students to the criteria, in the tabs at the top of the page.
   2. Using the School Filter at left, filter for Training School.
3. Go through the process of conducting the Meeting/LPAC for one or more Training School students as normal. To learn more, see Conduct Meetings/LPACs from the Meeting/LPAC Center.
4. After you have finished demonstrating Meetings/LPACs for Training School students, you should delete any Scheduled, Open, or Finalized Meetings/LPACs for them.

To delete Scheduled, Open, or Finalized Meetings/LPACs:

1. Navigate to the appropriate section in the Meeting/LPAC Center.
2. Click the checkboxes to the left of the records you would like to delete.
3. Click Perform Action at the top right of the list of Meeting/LPAC records.
4. Select Delete Meeting(s).
5. Click Delete in the confirmation popup.

All Training School students are removed from the Unscheduled bucket automatically once they are deactivated.