1. The document provides tips for schools on preparing data before sharing it online. It recommends designating responsibilities, having a plan for projects, understanding existing systems, cleaning data before sharing, testing access for different user types, tracking changes, asking for help from others, and re-testing processes after implementing changes. 2. Key steps include having a plan with priorities and timelines; understanding all databases, websites, and tools used; fixing errors in data; testing access for various user roles; and continually improving processes through re-testing. 3. Resources mentioned for support include user groups, spell checking tools, timeline creators, and online presentations on data policies and best practices. Proper preparation is advised before opening data to

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TIPS YOU SHOULD KNOW AND DO
BEFORE YOU OPEN THE DATA
CURTAINS TO YOUR SCHOOL
Rachel Welsh
Director of Data Operations and Webmaster
The Shipley School
Connect
rwelsh@shipleyschool.org
@rachelawelsh
www.linkedin.com/pub/rachel-welsh/15/256/173/
www.facebook.com/rachel.a.welsh
Copy of slides will be available after presentation

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#10 – DESIGNATE RESPONSIBILITY,
ENCOURAGE ACCOUNTABILITY

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Director of
Data
Operations
Registrar
Admissions
Development
Technology
Communications
Divisions
Data Coordinator
Business Office
@ SHIPLEY

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#9 - HAVE A PLAN

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Determine organization
priorities
• Online profile updates
• Directories
• Online ReEnrollment
Determine Team(s)
• Team members may change for
each project
• Should include decision makers
AND their support staff
Understand Systems
• Learn what is possible and what is
not
• Learn tools you have, exactly what
they, I.E. parents, can and cannot
see and change via online tools
Determine project priorities
• Based on what is possible
• I.E. Have an online parent directory
•Decide “big picture” what is
available online
•Only individual's Information or
also their relationships?
Scrub Database
• If you have bad data, don’t let them
see it!
Internal Testing User Testing
Publication
PLAN – SOMETHING LIKE THIS

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#8 - UNDERSTAND YOUR SYSTEMS

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Shipleyschool.org
NetClassroom
Public
WebPages
Private
WebPages
FA Web
Online
Application
Calendar
Pick-A-
Time
Varsity
Books
Naviance
Online
Tuition
Various
3rd Party
Tools
Schedule
Star
Auction
Pay
Social
Media
• YouTube
• Facebook
• Slideshare
• SmugMug
Division
Head
Blogs
Alumni
App
WHAT MAKES UP THE WEB - 2014
Shipley
Network &
Email
Moodle
Classroom
Blogs

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A SCHOOL’S DATA ASSEMBLY LINE
Admissions
Office
Data
Operations &
Registrar’s
Office
Business
Office
Development
Office
Alumni
Become
Colleagues
Alumni
Become
Parents
Former
Parents
Return as
Current
Parents

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NetClassroom
(apples)
FA Web
NetCommunity
Education Edge
INTEGRATION – WHAT’S YOUR PICTURE Learning
Management
Systems
Collaborative
Environment
Moodle,
(Oranges)
Login
Login
Raiser’s
Edge
CalendarOnline
Application Conference
Scheduling
Connect 5
Assignments Grades Shared Documents Teacher Announcements

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SHARING & SECURITY
• Data Entry
• Relationships - If permissions are database driven decide who can see what
• Mother, Father, Stepmother, Step Father, Guardian, Legal Guardian,
Aunt/Uncle/Grandparent/etc.
• If using multiple systems can each follow a similar process?
• [Paul Bailey] Make sure not to share individual cellular, business, and email
address when sharing addresses with children.
• [Paul Bailey] If syncing with RE make sure tables are the same in both
databases
• Sometimes with syncing with RE and the addresses are shared in both
databases you will see an error in the sync log. No known fix except to
unshared address.
System Settings:
• Tightly Control who can make system security changes
• [Paul Bailey] Of course make sure only the appropriate people have
access to change tables.
• If this does happen use Table Cleanup to change table names

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#7 – DON’T AIR YOUR DIRTY DATA

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• Problems with Data / Data Conflicts
• Title = Mr. and Gender = Female
• Grade Level = 1 and Class of Does Not = 2025 (Etc.)
• Incorrect Relationships - Reciprocal Relationship = Father and Gender =
Female
• Contact type = Email and number does not contain @
• Contact type = Email and number contains ,
• Students with a Business Address
• Former employees who still have school email addresses
• Former students who still have school email addresses
• Former employees with employee status
• Non-students with an all-school alert contact
• Families/Parents who can’t view report cards
QC QUERIES - TO FIND …

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• Missing Data (Is Blank)
• Gender
• Date of Birth
• Title
• Address
• Affiliation
• Marital Status
• School District
• Class of
• Primary Addressee or Salutation
• Students missing status dates
• Faculty missing date hired
• Faculty without a Shipley email address
Any field not marked required in the database that you want to be recorded
QC QUERIES - TO FIND …

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EXCEL

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EXCEL – SIMPLE FORMULAS
=Exact Formula: Compares two text strings and returns TRUE if they are exactly the
same, FALSE otherwise. EXACT is case-sensitive but ignores formatting differences.

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• Global change can be your friend if used correctly
• Think about duplicates
• [Paul Baily]Be sure duplicates are not allowed in database
• We learned the hard way to not allow at all because even though a prompt
comes up stating the record was a duplicate it is created anyways.
• Beware when merging duplicate records. Make sure activity on the
records will not be lost or merged incorrectly.
• We merged what looked like duplicate records but were not. The student
billing history was added to one person and a nightmare to fix.
DATA TIPS FROM PAUL BAILEY

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#6 – TEST, TEST AND RE-TEST

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• If you are targeting content to users be sure you test all scenarios
• Parent of Accept and parent of Deny/Waitlist
• Parent of current student and parent of withdrawn student
• Honorary Alumni Status
• Former Trustee Status
• Parents of recent graduates that are no longer parents
• What additional tools are you using?
Data changes may affect data displays for the users AND possibly their
permissions
• Medical forms
• Online course registration
• Online reenrollment
• Directories
• Online Payments
• Online Donations
SCENARIOS AND TROUBLESHOOTING

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Role Name Tested
Current Parents
Past Parents
Parents of Applicants
Alumni
Colleagues
Colleague Parents
Current Parent and Past Parent
Current Parent and Parent of Applicant
Current Parent, Past Parent and Parent of Applicant
Current Parent and Alumna/us
Current Parent and Colleague
Current Parent, Alumna/us, Colleague and Parent of Applicant
Current Parent, Alumna/us, Colleague, Parent of Applicant, and
Past Parent

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#5 - RUN A WEBSITE SPELLCHECK

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SPELLING MSTAKES

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http://www.inspyder.com/products/InSite/Default.aspx

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# 4- HAVE USERS LOG IN, REVIEW, EDIT
BEFORE PUBLISHING ONLINE DIRECTORIES

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#3 – KEEP CALM AND TRACK IT

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• Automatic - Attribute changed when someone submits medical form
• Query on who didn’t submit it (attribute not changed)
• Automatic - Attribute changed when someone completes online
reenrollment
• Query on who didn’t complete it (attribute not changed)
• Automatic – Event nametag attribute for nametag preferences
• Manual – Attribute changed when someone returns a Confidential
Information Summary
• Automatic – Gift attributes when add comments to an online gift
• Automatic – Class Notes
WHAT HAS OR HASN’T BEEN EDITED/ADDED

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#2 – ASK FOR HELP

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COLLECTIVE EYES AND EARS

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GO TO THE SOURCE

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#1 - DO IT ALL AGAIN

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• Community
• Blackbaud Forums - http://forums.blackbaud.com/
• Blackbaud User Group - https://groups.google.com/d/forum/blackbaudusers
• Technical:
• Office email Merge - http://support.microsoft.com/kb/294694
• Website Spell check: Insite by Inspyder -
http://www.inspyder.com/products/InSite/Default.aspx
• Online Timeline: Preceden – http://www.preceden.com/
• Data Policy & Best Practices Presentation
• http://www.slideshare.net/shipleywebmaster/data-policy-best-practices
RESOURCES