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Location: Manitoba, Canada
District Website: Pembina Trails School Division
Client Since: 2016

Introduction

Pembina Trails School Division from Manitoba, Canada, highlights the effective use of Clevr’s Data Collection and Workflow Software System within their rapidly growing school division comprising 36 schools and 17,000 students. Clevr forms have helped the division improve communication, understand student needs, and support student transitions from grade to grade, school to school.   

Challenges Prior to Clevr

The primary goal of implementing Clevr was to improve the tracking and management of student data within the Student Services department. The main challenges that Pembina Trails sought to address were: 

1. Fragmented Data Systems

Information was scattered across multiple platforms, making it difficult to get a cohesive view of each student’s learning profile.

2. Inefficient Processes

School staff had to reinvent workflows for every student, which was time-consuming and redundant.

3. Data Security

Ensuring that student data was both accessible to authorized personnel and secure from unauthorized access was a significant concern.

Revolutionizing Student Services Forms and Efficiency

The implementation of Clevr was spearheaded by Susan Schmidt, who sought an all-in-one solution to centralize and streamline the management of various student forms within a single, cohesive system. This approach ensured that whenever a student transitioned from grade to grade, or school to school, essential information was readily available and shared across the division. Some of the key benefits of implementing Clevr within Student Services were:

Flexibility and Customization: The Clevr platform is extremely flexible and customizable. The collaborative implementation process allowed Pembina Trails to develop custom forms aligned to their unique needs and workflow processes. By contributing to the development of these forms, staff members find the forms intuitive and easy to use.

Integrated Solution: Centralizing all student services data within one platform empowers staff to easily track, update, and manage information with precision in real time. Clevr forms are also integrated with the division’s existing student information system, ensuring that the data being populated on the forms is accurate and consistent with other data systems. 

Student Profiles: By integrating multiple Student Services forms in one place the creation of Student Profiles is seamless and automated. This provides a compact view about a specific student in one place – while preserving form access rights aligned to each staff role. It automatically pulls the most recent data from various Clevr forms to present a cohesive and up-to-date profile of each student. Not only can you see the current active records but you can also see any historical records as well! This allows staff to compare past records to the current ones efficiently.

Streamlined Processes: Implementing standardized forms and processes eliminated redundancies in data entry and management, optimizing workflows and significantly enhancing operational efficiencies.

Confidential Data Access: Clevr’s advanced role-based access ensures sensitive information is securely stored and accessible only to authorized personnel. Users can effortlessly locate the data they need while maintaining the highest standards of security and confidentiality. For severe incidents, such as violent event threat assessments, Clevr forms are used to collect and access current information, recommendations, and plans efficiently. This capability reduces the need for extensive meetings, as essential data can be accessed at a glance by authorized personnel.

Outstanding Customer Support: According to Colleen Roberts, Assistant Superintendent of Curriculum & Learning, the customer support provided by Clevr has been exceptional. Staff members appreciate the responsive and helpful customer service, which has been invaluable in addressing queries and providing assistance. Network Manager, Toktam Sani, coordinated the initial training and continues to provide ongoing support to ensure staff proficiency in using the platform. 

Impact on Student Services

With over 30 forms, Clevr plays a critical role in tracking and managing student data, supporting inclusive education, and ensuring seamless transitions. The system enables efficient communication and planning for students with diverse needs, from Student Specific Plans to Student Profiles,  Violence Threat Risk Assessments (VTRA) and beyond. 

The Clevr implementation has grown to support a wide range of clinical services such as psychological, social work, occupational therapy, physiotherapy, and speech and language therapy.

Clevr forms have also played a crucial role in communication, understanding student needs, and following processes without reinventing the wheel for each student case. This data-driven approach ensures informed decision-making, allowing the division to leverage both historical insights and current research.

The use of Clevr forms by student services has proven to be a secure and efficient way to track student data. These forms collect information on students’ learning profiles and their special needs, facilitating communication and planning among staff members. The forms are designed to be intuitive and user-friendly, making it straightforward for professionals to access and use the data effectively.

A Policy Directive and Action Plan to Enhance Student Presence and Engagement

In 2023, the Manitoba Ministry of Education and Early Childhood Learning announced the province’s new policy directive and action plan to enhance student presence and engagement. As a result, every school division in the province needed to develop its own plan for addressing and curbing student absenteeism. 

Pembina Trails School Division, in collaboration with several other Manitoba divisions, designed a Manitoba-specific Attendance Form to support chronic and severely chronic absent students. 

The newly developed form provides a pathway for professionals to follow when dealing with attendance issues and offers a variety of strategies and interventions to improve attendance. The form was designed with efficiency and consistency in mind, which significantly enhanced the division’s capacity to manage and improve student attendance.

The 6 divisions behind the development of this form emphasized the importance of using non-deficit-based language that reflected the needs of both traditional and contemporary educational environments.

Conclusion

The Pembina Trails School Division’s adoption and utilization of Clevr has transformed its approach to student services and data management. By streamlining processes and enhancing accessibility through comprehensive data management and user-friendly forms, Clevr has empowered the division to better support diverse student needs efficiently and inclusively. This implementation demonstrates the profound impact of leveraging digital tools in education to foster an inclusive learning environment, improve administrative efficiency, and set a new standard for educational practices.

“Clevr is a game changer for any school district aiming to improve efficiency and decision making. Clevr promotes collaboration between our different systems and teams”

Assistant Superintendent of Curriculum & Learning
Pembina Trails School Division

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Clevr’s digital forms, workflow, and reporting solution helps streamline important and often inefficient processes required in K-12.