Introduction
This is the sixth year AVID Center is conducting the Senior Data Collection programwide. We are excited about the quality of the information we are going to get from seniors and need your assistance to facilitate this process at your school.
2010-2011 Senior Data Collection Timeline
If school is out before June 25, be sure your seniors have their data in and it has been approved before the last day of school.
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August 01..................................
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Senior Data collection forms available online.
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October 11 - June 17..................
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Senior Data collection forms are distributed to seniors. Seniors complete data collection forms on line and submit to their elective teacher. NOTE: Senior Data collection forms may not be submitted to the AVID Center prior to January 30.
June 17 is the deadline date for seniors to submit online forms to the Elective Teachers/Site Coordinators, for review.
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June 17 - June 24.......................
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Elective Teachers/Site Coordinators review and submit Senior Data collection forms online to the AVID Center for approval, no later than Midnight, Pacific Time on June 24.
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June.........................................
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AVID Center approves Senior Data collection forms.
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What Site Coordinators/Teachers will need to participate in this process
Download 2010-2011 Senior Data Collection Instructions specific to your role or location:
 2010-2011 Senior Data Collection Instructions for Coordinators/Teachers
2010-2011 Senior Data Collection Instructions for Regional/District Directors
2010-2011 Senior Data Collection Instructions for DoDEA
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Seniors
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This collection is designed to collect data on AVID Seniors only. If your AVID program does not have seniors this year, you are off the hook!
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Data Collection Forms
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Seniors will fill out these paper forms before inputting their data online.
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Email Addresses
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Ideally each senior will have an email address. (Most kids do these days.) However, if a senior does not have an email address, he or she will still be able to participate.
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Transcripts
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You will want to have a recent copy of each senior's transcript available. Experienced AVID Coordinators have found these to be a big help.
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Computers with Internet Access
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High speed access is best, but dial-up access will do if that is what you have. If there is no access at school, then students can login and enter information from home or a public library.
Note: Student information is entered through a secure connection with the same level of encryption as online banking sites. We do not share/sell individual student contact information.
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Instructions
The following instructions will guide you in downloading and distributing the paper forms to your seniors, creating MyAVID accounts for your seniors, helping them enter their data online, and approving their data once it has been entered online.
 Download and Distribute Paper Forms to Your Seniors
Before your seniors can enter their data online, they need to fill out the paper data form.
Note: There is a "Supplemental Instruction Sheet" section at the end of the form to assist you and your seniors.
Click to download the 2010-2011 Senior Data Collection forms below:
If you are in CA, TX, NV, or DoDEA be sure to download the form specific to your location. All others should use the General Senior Data Collection Form.
2010-2011 General-Senior Data Collection Form
2010-2011 California Senior Data Collection Form
2010-2011 Nevada Senior Data Collection Form
2010-2011 Texas Senior Data Collection Form
2010-2011 DoDEA Senior Data Collection Form
Take time to review and become familiar with the form:
We ask that each AVID senior complete the data form and enter their information online at www.avidonline.org/login. Keep in mind that there is an "Instructions and Strategies" section at the end of the form to assist you and your seniors.
Print out the form, duplicate, and distribute to each senior:
Again, seniors need to fill out the paper forms before entering the data online. Please provide class time for your seniors to do this. Having each senior's transcript available will also be a big help. Encourage your seniors to enter their data accurately and to the best of their knowledge. This data will be used to demonstrate the effectiveness of your AVID program and inform program improvement efforts. Participating in this data collection is one way your AVID seniors can give back to your AVID program.
 Create MyAVID Accounts for Your AVID Seniors
While seniors are filling out their paper forms, you can create accounts for them so they will be able to enter their data online. For each student you will need four pieces of information:
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first name
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last name
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login ID (usually email but can be first initial and last name)
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password (can be anything, but student school ID# is recommended)
To set up MyAVID accounts for your seniors:
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1.
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Once logged into MyAVID, click on AVID Data Entry System under MyAVID Tools.
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2.
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Once on the Data Entry System page, click on Add a New Student under Senior Data Collection in the left margin.
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3.
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If you are the Site Coordinator for multiple schools, you will be asked to select the senior's school from a pull-down list. If not, you will be asked for the first and last name of your first student.
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4.
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Type in the first and last name of your first student and click Continue.
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5.
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Type in the student's email address and a password.
Login note: If the student does not have an email address or you do not know it, then type in something they can use as a login name in the email address field. We suggest using first initial and last name. For example, Jesus Ortega would be jortega. If a login is taken, you might want to try jortega2.
Password note: You might want to use the student's school ID number for a password. This way you will be able to let all your seniors know that they can login using first initial and last name and their student ID. Once logged in, they can update their email address and password by clicking on Edit your profile.
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6.
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Select 2010-2011 from a popup menu and click OK.
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7.
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Verify the student's information. If correct, click Yes. If incorrect, click No to edit.
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8.
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Now click on Add another student to this same school and repeat steps 6 though 9 for each AVID senior.
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9.
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When finished adding your last senior, click on Student List.
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10.
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Select 2010-2011 from the popup menu and click OK. This will generate a list of all your students' emails (login names) and passwords. Clicking a student's name in the Student List will display that student's contact page where information can be updated.
Important: Double-check your list to be sure that there are no typos, as typos could prevent your seniors from being able to login.
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11.
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Click on Printable List and print by clicking on Send to Printer and then Print.
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12.
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Distribute individual login names and passwords to students so they can enter their data online.
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 Have Your Seniors Enter Data Online
There are many ways you can assist your students in entering the data from their paper forms online. If you have a computer with internet access in your classroom you might want to allow students to individually enter their data there. Another option would be to schedule time in your school's computer lab if you have one available that has internet access.
We ask that you do provide class time for your seniors to get their data entered online and hold them accountable for entering their data on time. Last year some teachers made the completion of the paper form and the online entry of the data two separate assignments worth points towards each senior's final grade in AVID. This worked well to motivate the students to get the data in.
Note: If your students don't have all the information for the form yet, you can still have them get started in the data entry online. Once they have entered the data they have, they can select Save for Later on the last page of the form and come back later to finish it. (They might need to put in placeholder data to get through some of the pages of the online form).
If you are having trouble finding computers on campus that your seniors can use to enter their data online, please contact Brian Kick at bkick@avidcenter.org or (858) 380-4774.
 Review and Approve Senior Data
Once your seniors enter their data online and submit it to you (the teacher), we ask that you login to your MyAVID account and check the data for accuracy.
To monitor your seniors' progress, click on Senior Data Status List on the Data Entry System Page. This will show you a list of your seniors alphabetically by last name, their form's status and the last time it was updated.
To review and approve your AVID senior's data:
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Once logged into MyAVID, click on Data Entry System under MyAVID Tools.
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Once on the Data Entry System page, click on Senior Data Form Approval under Senior Data Collection in the left margin.
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Click on the name of the senior whose form you would like to review.
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4.
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Review the senior's form for accuracy. If necessary, you can edit each section by clicking on the Edit button at the bottom right of each section. If you would like the senior to edit the information, then select Return to Student at the bottom of the page.
Note: If you choose to send it back to the student, be sure to notify the student you have sent it back for editing. Also, once the student resubmits the form you will be required to review it again.
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5.
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Once the information is correct, scroll to the bottom of the page and click on Submit to AVID. Once we receive the data we'll look at it and run it through some statistical analysis. If we find any errors or possible mistakes, we will send it back to you to review and correct, and then you can resubmit it back to us.
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Please send your questions or comments to aviddata@avidcenter.org or call us at (858) 380-4800. We're here to help.
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