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Illinois School District Modernizes Data Management with Student Provisioning Services after going 1:1

An SPS Case Study

 

mahomet

District Profile

Mahomet-Seymour Community Unit School District No. 3 is a highly rated, public school district located in Mahomet, IL. It has 3,053 students in grades PK, K-12 across 5 campuses.

Problem

Artboard 2Prior to implementing Student Provisioning Services (SPS) Mahomet-Seymour Community School District was managing student account creation, deletion, grade level promotion, and suspension manually. Accounts were not being created with a standard format which caused many problems. They often forgot to deactivate student accounts upon graduation or other exit events. Staff didnot know who to reach out to for account creation because several people “took care” of it. Staff and students were very frustrated with the time it took to get changes through the system, impacting learning time in and out of the classroom, wasting precious time and man hours that should have been focused elsewhere.

According to Jared Lynn, Mahomet-Seymour Community Schools Director of Technology, Mahomet-Seymour’s IT Department tried to come up with their own solution over several years, but never really made any progress. “We decided to look into automation after implementing 1:1 in grades 6-12 for over 2000 students and none of the student accounts had a standard format for their account.”

Solution

“We chose SPS for the price and the fact that they provided the entire solution without having to piece it together by ourselves,” said Lynn. “They made it extremely easy to get it implemented and all accounts are just done for us, completely eliminating waiting for the human element and the margin for error. Now, the student account automatically moves between grade levels.  All of this was being done manually by me or my staff. Now, we do not have to even think about it,” according to Lynn.

Impact

Students logging into computers

The impact on staff and students has been profound. Jared Lynn reports that “When a new student enrolls, no longer does it take days for the account to be created (if my staff even knows a new student is enrolled). Instead, it’s done within hours of the student is enrolled. Now, the account is ready to go for them on their very first day of class.”

The Bonus

One more feature that has made a real day to day difference in their learning community is the Password Reset Portal. Jared Lynn said, “If a student or staff member forgets their password, no longer do they have to email support. Instead, they can go to the password portal themselves and reset the password. This saves the student from missing out a lesson because they don’t know their password.” Teachers and staff are no longer wasting learning time chasing down password resets.

“Implementing the solution from SPS has saved thousands of hours and headaches. In the past, it would take weeks to get set up at the beginning of the school year and it was difficult to keep up with changes such as deletions, suspensions, or new students,” said Lynn. “It eliminated time wasted and frustration caused by lack of manpower and having to retroactively go back and fix things that were forgotten about or slipped through the cracks before. SPS was able to implement the whole solution at once, affordably and efficiently, for Mahomet-Seymour Schools.

About Student Provisioning

SPS completely automates the creation and maintenance of student accounts in your Active Directory or e-Directory to save you time and help ensure accuracy. Most districts then have their local directory synchronized with Google Apps for Education or G-Suite so they are immediately created in Google as well. This provides the foundation for your local and distance learning. 

Included in our service:

  1. Accounts created in AD/eDir and Google as frequently as we can get fresh data. This is typically at least 3 times per day.
  2. Automated groups based on grade and building that can be synced to Google as email distribution lists.
  3. Automatically disable accounts for students that are no longer enrolled and organize accounts by the year a student left the district to simplify and align with your student data retention policy.
  4. Automatically restore accounts for students that leave the district and return later.
  5. Automatically apply the district's naming standard to all students and handle tie-breakers if necessary.
  6. The capability to customize the initial password used when creating accounts.
  7. A portal for teachers/staff to reset a student’s password back to a known good password without any involvement from the Technology department staff.

Are you looking forward to a pristine directory in AD and Google that always matches your SIS?  We can help. To learn more visit our FAQ page or click here to schedule a time to talk. 

"I use Keith Larson's Student Provisioning Services (SPS). It saves me a ton of time and I don't have to enter a single account in AD or Google Admin. Clever syncs with Sycamore, then SPS picks up in Clever to add the accounts in AD and then GADS to create them in Google." 

Private School IT Coordinator IT Coordinator

"We added this service to our existing automated AD student account creation from service this year.   Makes sense to try and get as much data in the 'source', imo. Keith and company got it going very quickly, and it was very reasonably priced."      

Shawn Bristow

Jeff Breckner Systems Administrator

automate and save time

The SPS-k12 solution solves IT headaches and keep your students tech ready and engaged in learning from day one. We keep teachers and students happy with one less road block on the path to learning.

Check out our blog post about Google OU Structure and Automation.

 

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