Tracking Dual Enrollment

Note: each school has different data available, and variance in how these features are deployed is to be expected. This guide suggests one scenario that should accommodate a number of use cases. If you encounter difficulty at any stage of the setup, please reach out to helpdesk@intelliboard.net for personalized assistance.

This guide provides an outline for setting up Dual Enrollment tracking in accordance with Leon’s Law and other initiatives that aim to keep family members of students informed of progress in dual-enrollment, early college, or other head start scenarios.

In order to match student enrollment status data with their grade and activity data, you will need access to the Student Information System with the ability to export certain fields. This SIS data will need to be imported to IntelliBoard and matched with a Student Identifier (typically the SIS ID).

Next, you will need to create or modify a report to include this enrollment data alongside course performance data.

The final step is an optional setup for notifications that can be sent to parents or guardians. These notifications can be sent manually or automated to transmit on a regular basis.

Step 1: Data Imports

1. The first step is to configure data imports from the SIS. We’ve prepared a template to help extract the necessary data, which you can download from here:
   
   

   1. You may also set this up using SFTP/automatic import. For further instructions on importing via SFTP, see out knowledge base articles here.

   2. You may not need to use all the fields in the template. The required fields are:

      1. Parent Email

      2. Birthdate

      3. Dual Enrollment, Crossroads, CCP, K14, etc. status

      4. Student Name

      5. Student Email

   3. Student SIS ID field is not required, but highly recommended
      
      

2. Once your template is populated, upload the file to IntelliBoard using InForm.

3. Create a relationship between the imported data and the LMS data.

For instructions on using InForm - including uploads and creating table relationships - visit our knowledge base guide to InForm.

Step 2: Datasets

Now that your SIS data is in IntelliBoard, and associated to an LMS data field, you’ll need to create or modify a dataset to match this to student course data. This guide suggests the shorter route of modifying an existing dataset that already contains most of the information you need.

Note: the data fields to be included in your modified report will change based on what you are using from the SIS. Also consider if you will use this report for instructor, student, or parent/guardian notifications, as a column with the recipient’s contact info will need to be included.

1. Start with an IntelliBoard default dataset, such as Course Progress Monitoring. We recommend this dataset as it already contains the student’s current grade, last submission, last course view, total time spent in the course, and a measure of the student’s grade against the course average.

2. Create a clone of the dataset. This will allow you to make changes and publish the report to the necessary org roles. For more on cloning datasets, check out our KB article, or this video.

   1. Give the dataset a new name during the clone process to make finding it easier.

3. Once the report is cloned, open it for editing. On the right side of your window, a list of all the report columns should appear. At the bottom of this list will be Add Column. Click this to view all available datapoints.

4. To find your imported data more easily, use the search function or filters. For example, uncheck “Unified Tables” and check “InForm” as shown in the screenshot below. Remember to click OK when you’re done.
   
   

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   Screenshot of the report editing menu showing “InForm” selected

    

5. Your newly imported columns should appear here. Choose those relevant to your needs, such as the program enrollment status, program start date, student birth date, and parent/guardian email.

   1. Note: toggle on “Bulk Mode”” to add several columns at once without refreshing the preview between selections!

6. Once you’ve added the necessary columns, click Save.
   
   

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   Screenshot of the report editing menu with the Save button circled in red.

    

7. Your new dataset should be good to go!
   
   

Step 3: Notifications (Optional)

Once the dataset is complete, you can create notifications that will keep students, instructors, and parents/guardians apprised of student progress. These notifications can be sent manually or scheduled to go out at set times.

Note: at this time, you will need to set up separate notifications for each user group you would like to keep informed.

1. To access the notification creator, click Apps in the top menu of IntelliBoard, then click Notifications.
   
   

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   Screenshot of IntelliBoard showing the Notification Creator link under Apps

2. Click Create Notification

3. Sending Method

   1. Choose “Use Emails From a Dataset”

   2. Under Dataset List, find the report you modified to include Dual Enrollment columns.

   3. Under Delivery Column, choose the email address column you wish to use, such as “Parent Email.”

   4. Delivery Method cannot be modified.

4. Filters

   1. Use filters to narrow down the recipients of the notifications. In this menu, you can use filters for the Course, Learner Name, Terms, and Course End Date.

   2. Leave the filters box unchecked if you do not wish to use filters at this step.

5. Preview and Continue

   1. Use the Dataset List preview to confirm the recipients look correct.

   2. Click Next when complete.
      
      

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6. Name and Description

   1. No fancy instructions here, simply title the notification and give it a description!
      
      

7. Message

   1. Enter the email subject on the Notification Subject Line. Use Placeholders if you wish to include information such as the student or course name.

   2. Enter a message in the Notification Message box. This is the text recipients will see in the body of the email. Once again, use placeholders for things like student names, grades, or other activity data.

8. Attachment

   1. If you wish to include a report in the notification, here you can choose which report to send as an email attachment.

   2. Choose the dataset or dashboard from the Attachment dropdown menu.

   3. Select the file type: XLS, CSV, or PDF

   4. Choose to filter the attachment by LMS role, or leave it unrestricted.

      1. Depending on your org role configurations, this may remove certain columns from the report.

   5. Click the Filters checkbox if you wish to further refine the results in the attached report.

      1. These filters only work on the attachment and not the notification itself.

   6. Control Filters can be used to automatically filter attached report data to the intended users. For example, if you want to only display data for a learner recipient, choose Learners in the Attachment Filters dropdown and User ID in the Dataset List Column dropdown.
      
      

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      Screenshot of IntelliBoard’s notification creator showing attachment filter options.

       

9. Sending, Scheduling, and InContact

   1. To save the Notification template and manually send emails at a later date, do not check the InContact or Automate boxes, skip these steps and click Save Changes.

   2. To save the Notification template and immediately send emails, click the dropdown arrow on the Save button and choose Save Changes & Send.

   3. If you wish to log these notifications each time they are sent, click the InContact checkbox. Choose a Communication Type (email), and a Communication Status.

      1. Behavior Type is optional.

   4. To Schedule recurring notifications, check the Automate with a Schedule box, and choose a Start Date, End Date, Notification Schedule, Time, and Days of the Week.

      1. This will not send a notification out immediately unless you click Save Changes & Send.