The Annual Information Cycle

HOW TO keep student and school information up to date... The following cycle demonstrates a possible system for managing student data, project 1 (2 for countries on the US schedule) and updating digital photos.

1. Promote children to next grade at end of school year.

2. Graduate all children known to be graduating.

3. Gather student information

   • Option 1: Print report Student Lists, Projects, Labels, Print Active Children By Grade. Send reports to schools one month after classes begin. Ask director to put the names of the teachers in that grade and their class/section/classroom designation (i.e. “A” or “III”) at the top of the report. Ask teachers to review the grade lists to indicate class assignments (which class, section or classroom), withdrawals (with reason for leaving school), new students and grade changes (i.e. which students weren’t promoted). The director and administrative staff should also review the lists.

   • Option 2: Request complete class lists from each school and class 30 days after the beginning of the school year. Identify children who withdrew, new children and children who didn’t pass their grade. Confirm information with the school.

4. Enter/ Update teacher and class information for each school.

5. Assign children to their appropriate class.

6. Print report Student Lists, Projects, Labels, Print Class Member Lists.

7. Send reports to schools 60 days after the beginning of the school year asking teachers and directors to verify the accuracy of the lists.

8. Make corrections

9. Print two copies of the report Print Class Member Lists

10. Prepare Project 1 (2 for countries on the US schedule) with labels. Group by school and class, putting one copy of the Print Class Member List with each class’ stack of project sheets.

11. Visit each school with Project 1 (or 2) team and Photographer 90 days after the beginning of the school year. After children have completed Project 1 (or 2), ask teachers to bring their classes, one at a time, with project sheets in hand, to the photography area. The photographer’s assistant has the second set of class lists. The photographer takes a photo of each child. The photographer’s assistant records the camera number next to the student ID on the class list and collects the project sheets. Photos of new children can be taken at the same time.

12. Corrections to student information are made in the country office and are sent to the SCO as part of the MDB Process of Uploading Student Data File.

13. Project 1 (or 2) is sent to the SCO.

14. Photos are copied on to a CD or DVD and sent to the SCO.

Glossary
Annual Information Cycle
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