Many Language Census (LC) coordinators have asked if it is possible to use the LCDEA software at individual school sites where no shared network is available. Although the LCDEA software is designed for use at the district level, it is possible to use the software at individual schools. To do this, the software is installed locally at each school.
Generally, an installation of the LCDEA software is performed at each school site. In order to ensure that only data for that school is available at the site, the software is used to export data for the single school and then the exported data is imported back into the software - overwriting the other schools. Then the school site inputs its information, resolves all errors, reviews all warnings, prepares a data file for its school, and submits its data to the district LC coordinator.
The LC coordinator then uses the "central" installation of the software to prepare a comprehensive version of the data that includes data for all schools in the district. The LC coordinator imports the "first school's" data and overwrites the database. Subsequent school's data are imported and appended to the existing data into a comprehensive version of the district's data (which will contain data for all schools). The specific steps necessary to use the LC software at a school site are listed below.
School Site Steps
1. LC coordinator installs software
at the school site or assists site staff.
2. Run software and select
district to initialize database.
3. Set up software so that
it has data for only one school.
3.1 Export data for one school:
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Go to "File," select the "Export data" option.
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Click on the "Selected schools" option (do not change other options).
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Click on the "Export" button.
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Make up a name for the data file and enter it at the "Export" prompt.
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Click on the "Save" button.
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Click on the "OK" button.
3.2. Import single school data from
the file that was just created.
3.2.1 Go to "File," select the "Import data" option.
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Leave options as they are.
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Click on "Import."
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Press the "Yes" button at the "Warning" dialogue.
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Select the name of the file you created in step 3.1 (or type the file name in).
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Press the "Import" button.
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Press the "Load data" button.
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Click on the "OK" button at the "Success" dialogue.
4. Update all data for the school at
the school site.
5. Run "Error
report" and resolve all "errors" and verify all "warnings."
6. Export updated data for school (DO NOT SUBMIT DATA VIA INTERNET)
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Go to "File," select the "Export data" option.
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Click on "Selected schools" option (leave other options).
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Click on the "Export" button.
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Make up a meaningful name for the data file and enter it at the "Export" prompt.
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Click on the "Save" button.
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Click on the "OK" button.
7. Send the data file for the school you created in step 6 to your LC coordinator.
7.1 E-mail the file to
your LC coordinator, or
7.1 Save it to a "networked" drive that your LC coordinator can
access, or
7.1 Save it to a "floppy" diskette and send it to your LC coordinator.
LC Coordinator Steps
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Assist school sites in site-level installation by using the above steps. Make sure that school site staff understand that they DO NOT submit school-level data directly to the California Department of Education (CDE).
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Install software at district site.
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Run software and select district.
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Import first School's data.
4.1 Go to "File," select the "Import data" option.
4.2 Leave options as they are.
4.3 Click on "Import."
4.4 Press the 'Yes" button at the "Warning" dialogue.
4.5 Select the name of the file from the "first school" (or type the file name in).
4.6 Press the "Import" button.
4.7 Press the "Load Data" button.
4.8 Click on the "OK" button at the "Success" dialogue.
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Import remaining school's data (Follow the steps below for each remaining school's data files).
5.1 Go to "File," select the "Import data" option.
5.2 Change the "Replace/Merge" option to "Merge with existing data."
5.3 Click on "Import."
5.4 Press the 'Yes" button at the "Warning" dialogue.
5.5 Select the name of the file from the "first school" (or type the file name in).
5.6 Press the "Import" button.
5.7 Press the "Load Data" button.
5.8 Click on the "OK" button at the "Success" dialogue.
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Verify that all "errors" and "warnings" have been resolved by running the "Error report."
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Verify that all data from each school have been retrieved by running one or more of the available reports.
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Submit data to the CDE by using the "File," "Submit data via Internet" option. This will contain data for ALL SCHOOLS in the district. Please make sure that individual school sites do not submit their data to the CDE individually.
