Objective

From the lens of what Jackson-Reed needs from a tech perspective, we have been working with DCPS Central to gain a clearer understanding of how DCPS uses Aspen, Canvas and other technologies to see if there is a better way to integrate and leverage these tools to reduce the load on the schools and provide more accurate data especially with attendance.

Currently, Jackson-Reed uses five main systems - Aspen, Canvas, Blackboard, Elsie and the school website. None of these systems are integrated seamlessly which requires tech hacks and increased personnel time.

Major Topics

Attendance

Each school across DCPS has their own method for attendance data collection, which is then manually entered into Aspen. Attendance is recorded in Aspen and in “shadow systems” (school websites, paper, phone calls). By providing a unified tech solution DCPS

  • will reduce data entry errors,
  • increase staff/teacher time to focus on students, and
  • improve the quality of reporting data

Requested Improvements

  • Aspen Attendance Excuse Form. Forms are submitted directly into Aspen. Counselors provide validation. This will ensure better and more timely data collection.
  • Aspen Field Trip Form. Forms are submitted directly into Aspen and connected to the student attendance record so that students are not categorized as absent.
  • Automating School/Classroom Attendance. Would DCPS consider a tap/swipe/key in solution to the school that connects directly to Aspen and verifies student arrival in the building?

Progress:  None

Course Registration

Students at Jackson-Reed would register by paper with no online catalog or pathways available.

Requested Improvements

Currently there is not even an accurate list of all courses offered (by school) online.  Students, staff and parents would greatly benefit from an automated course registration system that:

  • Displays the current course catalog as well as the projected for next year.
  • Allow for online course submission request with built-in logic based on the student’s graduation requirements and available electives.
  • Combine these requests with teacher data & physical space to provide a report showing which courses can be offered. Ensure required Gen Ed courses & CTE courses are prioritized, then electives.
  • Use that report to determine final course offerings for the next year and display (in Aspen) preliminary schedules that the students can update before the end of the school year.
  • Ensure teachers know what classes/sections they will be teaching before summer break.
  • Send out updates prior to the beginning of school and again, allow online adjustments by students.

Progress:  Course registration will be fully online this year, however Jackson-Reed still has to update and maintain their own course catalog.  Aspen is not being fully utilized for master schedule planning either.

Canvas-Aspen Integration

Requested Improvements

  • The ability for grades entered into Canvas to be entered automatically in Aspen.
  • More time efficient for teachers.
  • Allows parents to see actual work as opposed to uncertain.

Progress:  None.

  • A link was activated at beginning of the 23-24 SY that pushed zeros to Aspen.
  • API Passback needs to be tested.  Set up a testing environment.
  • A Build Schedule has been requested - OTL has timeline - Karen’s team  - PO
  • Told would be priority for the 24-25 SY.  Then told could not be tested until Fall 2025 and no possiblity of full rollout until January.

Timeline

  • Prior Years

    Digital Equity

    For years, DIgital Equuity has been working on these iseus.

  • Jan 13, 2024

    Initial Meeting

    Began conversation about what technology could help schools operate more efficiently and to see if Aspen could meet those needs. Covered the topics of Attendance & Course Scheduling.

  • Mar 13, 2024

    Continuation of Second Meeting

    Continued discussing Course Scheduling - agreed to try doing course requests via Aspen this school year.  Discussed schedule for testing & reactivating grade passback from Canvas to Aspen.

  • Feb 27, 2024

    Follow Up With Cyrus Vance

    Both Canvas-Aspen integration and Excuse forms via Aspen were a priority for next school year. Meeting planned for later in Spring to look at the steps needed for this

  • Feb 27, 2024

    Course Registration via Aspen at JR

    • Jackson-Reed attempted to do online course registration this spring.  This was partially successful but issues arose from class options not being correct initially in Aspen and the lack of compliance by JR counselors in using.  DCPS worked with us to test and roll this out.
    • In addition, JR made the course catalog available online including providing pathways for each department and academy on the school website.  This was made possible by the Website Club working with teachers, staff and DCPS for the correct information.
  • Jun 25, 2024

    Followup to Dicuss Canvas-Aspen Integration and Excuse forms via Aspen

    • Canvas-Aspen integration was ready to be tested but could not be fully tested until Fall.  No possibility of full roll out until January 2025. Brought up possibility of testing during summer school but that is not heavy enough load which seems inconsistent as first test should be with a lighter load then more extensive testing.
    • Excuse Forms in Aspen - in previous meetings it was communicated that the primary issue was the lack of a mobile client that supported uploaded excuse notes, we were now told that it simply was not possible to have Excuse forms that directly updated the Aspen data
  • Jun 25, 2024

    Meeting to Dicuss Attendance Excuse Forms

    • It was communicated that fixing online enrollment was a priority for 25-26SY.
    • We presented data showing that excuse notes were only submitted less than 3% of the time at JR.
    • Ms. Ruiz agreed that if there were special circumstances that required notes - these would be handled directly with the attendance counselors. She agreed that this would be an acceptable solution and she had not issues with solving the problem this way as long as Aspen could be implemented this way.

  • February 2025

    25-26 SY Course Registration

    The team at Jackson-Reed is attempting to fully implement online course registration this year.  The website club has updated the course catalog, department & academy landing pages and conducted testing of the Aspen Course Registration form.

Funding Summary

Requested Improvements

  • The ability for grades entered into Canvas to be entered automatically in Aspen.
  • More time efficient for teachers.
  • Allows parents to see actual work as opposed to uncertain.

Progress:  None.

  • A link was activated at beginning of the 23-24 SY that pushed zeros to Aspen.
  • API Passback needs to be tested.  Set up a testing environment.
  • A Build Schedule has been requested - OTL has timeline - Karen’s team  - PO
  • Told would be priority for the 24-25 SY.  Then told could not be tested until Fall 2025 and no possiblity of full rollout until January.

Topic Summaries

Meeting Summaries

Background Information