This document discusses the process and timeline for transitioning academic programs and their students to a new data system called Taskstream (TS). It outlines the multi-step process for programs, including information sessions, orientation, activation, faculty and student training. It also describes how student accounts will be set up each semester and the process students will follow to access TS, complete key assessments, and view faculty feedback. Transition timelines vary by program, with some already live in TS and others scheduled through spring 2013.

1. Data System Transition
Flowcharts of Procedures

2. Data System Components/Setup

4. Levels of Accreditation in
University Level Accreditation
School Level Accreditation
Program Level Accreditation
Sec
Ed, ELEM, SSETS, ECSE, S
SETS/EBD, BilSPED, DEL,
CHD, C-EBD

5. Program TS Set Up Process/ Timeline
INFORMATION
Lead faculty attend TS
presentation, receive rubrics for
confirmation, forms, and
checklists for completing the
process
ORIENTATION
Program faculty attend
presentation to learn more about
the systems
tools, functions, capabilities, and
the process of going live at GSEHD
ACTIVATION
Faculty provide requested
information for TS student and
faculty setup, confirm contents of
folios, schedules training, and
make revisions necessary to ‘Go
Live’
FACULTY TRAINING
Faculty receive training and
decide how students will use the
system, develop policies, and set
up visibility for students
STUDENT TRAINING
Programs will be asked to share
student instructional guides with
all faculty teaching courses with
key assessments or e-
portfolios, to be sent to their class
by email or posted on blackboard.
If further training is
necessary, programs, class, or
individuals can request training

6. Program Level Status
ELEM
Went
live Fall
2012
Course
linking is
complete
ECSE
Went
live Fall
2012
Course
linking is
complete
DEL
Went
live Fall
2012
Course
linking
will be
completed
by 2/22
BILSPED
Current
phase:
Activation
Set to go
live in
April of
2013
EBD
Current
phase:
Activation
Set to go
live in
April of
2013
SSETS
Current
phase:
Activation
Set to go
live in
April of
2013
SEC ED
Current
phase:
Activation
by program
Set to go
live in
April of
2013
CHD
The 6
phase
process
has not
begun

7. SE Content area Status
SE
English
Course
linking is
complete
SE
ESL
Course
linking is
complete
SE
FOREIGN
LANG.
Course
linking will
be
completed
by 2/22/13
SE
MATH
Current
phase:
Activation
Set to go
live
SE
SCIENCE
Current
phase:
Activation
Set to go
live
SE
SOCIAL
STUDIES
Current
phase:
Activation
Set to go
live
SEC ED
FOLIO
SPA
organizations

8. CAPF Data Collection Process
Students
download
fillable adobe
CAPF form
from
the Admissions
page of the
GSEHD website
Students use
their official
transcripts to
complete form
and provide
accurate
application
information
Students submit
the form
through
admissions as
they have
traditionally
Admissions
scans the CAPF
form into GW
Docs data
system and
forwards the
electronic draft
to the program
for review
Faculty Review
CAPF’s make
acceptance
decisions and
forwards
information
back to
Admissions to
be entered into
AY and
generate
program plans
(including
deficiencies)
Data from
fillable pdf
forms for
students that
have accepted
the offer and
plan to
enroll, will be
sent to OPPA
and designated
program staff
by Admissions
Program staff
will use the
spreadsheet of
CAPF data sent
by Admissions
to complete the
CAPF
Worksheet in TS
The program or
SS program rep
will be asked to
upload scanned
the final CAPF
forms to TS (as
an attachment
to the CAPF
worksheet … If
possible).
Faculty will
make email
requests for
CAPF reports at
anytime. DDSA
expects at least
a 48 hour turn
around on such
requests.

9. IT PROCEDURES FOR SET UP
(BACK END SETUP)

10. GW & TS DITs Set Up
Process Timeline
INFORMATION
Lead faculty attend TS
presentation, receive rubrics for
confirmation, forms, and
checklistsfor completing the
process
ORIENTATION
Program faculty attend
presentation to learn more about
the systems
tools, functions, capabilities, and
the process of going live at GSEHD
ACTIVATION
Faculty provide requested
information for TS student and
faculty setup, confirm contents of
folios, schedules training, and
make revisions necessary to ‘Go
Live’
FACULTY TRAINING
Faculty receive training and
decide how students will use the
system, develop policies, and set
up visibility for students
STUDENT TRAINING
Programs will be asked to share
student instructional guides with
all faculty teaching courses with
key assessments or e-
portfolios, to be sent to their class
by email or posted on blackboard.
If further training is
necessary, programs, class, or
individuals can request training

11. DDSA Student Enrollment Process
To be conducted each semester
Program Sets a “Go Live”
Date
•Student training is conducted or
schedule
Students on class lists not in
people tables will be
allocated 1 semester
subscriptions and manually
set up
DDSA will share the list with
program lead faculty to get
confirmation
DDSA will manually link
students to courses tied to
key assessments in TS
Class lists are shared with
faculty for confirmation
during the orientation
phase
DDSA runs class lists for all
courses on key assessment
table offered the given
semester
DDSA will match class lists
against people tables
generated by DIT for TS
upload
Final list with subscription
types (based on degree and
affiliation with GSEHD) is
sent to DIT for SSO set up
DDSA, TS, & DIT will meet to
review set up, investigate
errors, and assure all
students have full accounts
Students will receive email
notification that their
subscriptions have been set
up with directions for
accessing the system.

12. FACULTY PROCEDURES
(ACCESSING THE SYSTEM & SCORING ASSESSMENTS)

13. STUDENT PROCEDURES
(ACCESSING THE SYSTEM & UPLOADING ASSESSMENTS)

14. STUDENT KEY ASSESSMENT PROCESS
Students access TS by
signing on through single
sign on (SSO)
Students complete
demographic survey or
program specific forms
Students receive course
syllabus which details what
assignments are key
assessments and must be
accessed through TS
Students receive
instructional slideshow for
using TS and submitting
assignments
Students open program
folio and assessment they
have been instructed to
complete
Students review
assignment
overview, directions, and
rubric (if made visible by
program)
Students complete
assignment, save file on
their computer, then
upload/submit to TS
Students view comments
and rubric score, once
notified by faculty that
grades have been made
available