Close out a completed LENA Grow classroom group
At the end of each LENA Grow sequence or refresher set, follow these steps to wrap up completed groups and prepare for the next sequence.
1. Process all LENA devices.
- Process the last LENA Day data as usual.
- Check all devices to be sure that they are empty.
- An empty device's screen says “Paused” without any numbers.
- If it says Memory Full or Paused with numbers, use LENA Hub to process or clear the LENA Day, as needed.
2. Unassign devices.
When unassigning devices, set the filter to show all participants so that you can access children who completed or dropped prior to the end of the sequence.
3. Mark all children as Completed.
Mark all children completed (or dropped, if they did not participate) so that the classroom can be inactivated.
4. Print and save final Progress Reports and At-a-Glance Reports.
The day after device processing, check the dashboard and reports to verify that the data have been updated. When all final data are in place:
- Print the Progress Report for the classroom you are closing, and place it in the Classroom Binder.
- Print and/or save the Progress Report for the center the classroom is part of.
- Print and/or save the At-a-Glance Report for the center, for the time ranges of interest (e.g., all time, or just this sequence).
The center-level reports can be recreated later using the reporting filters, but it is best practice (and easier!) to go ahead and print/save them now.
5. Inventory materials.
| Item | Action |
|---|---|
| LENA devices |
Compare quantity allocated and quantity returned. Remove assignment stickers and wipe clean with an alcohol wipe if needed. If you have set aside any malfunctioning recorders, troubleshoot the issues and contact [email protected] if assistance is needed. |
| LENA clothing |
Compare quantity allocated and returned. Inspect for usability, launder, and place new labels. |
| Labels and stickers | Purchase additional vest labels and recorder stickers if needed for the next sequence. |
| Classroom bins | Inspect and clean out each bin, and put in a safe location if not using again right away. |
| Multi Docks and cords | Place Multi Docks and all cords in a safe location if not using right away. |
Coaching materials |
Inventory and prepare for next sequence. |
6. Complete the Room Closeout form.
Open Room Closeout by clicking on the blue checkered flag icon on the room dashboard or center detail dashboard.
The form saves as you go, so don't worry if you can't complete it in one sitting.
The Room Closeout form is available only after 4 LENA Days have been completed in this classroom.
If the room was unable to complete at least 4 LENA Days and will not be continuing in the near term, then you can still change all children's enrollment status to dropped, and your program manager or other user with admin-level LENA permissions can change the group's status to inactive.
6.1. Fill in General Group Information.
Answer each question to the best of your knowledge. If you're not sure of an answer, but someone else would know, ask them for assistance.
6.2. Group Completion Checklist
This checklist helps catch anything you might have missed in the previous steps of processing final LENA Days, unassigning devices, and marking children as completed.
- Blue hyperlinks on the form take you directly to the screen where you can complete the task.
- Alerts show for items that need to be completed within LENA Online.
- As you complete the LENA Online items, the boxes will be checked off automatically.
Navigation tip:
After you complete a task on another screen, return to the saved form in 2 clicks:
- Click the LENA Online logo.
- Click the flag icon.
6.3. Click Submit.
Crowds cheer, bands play, confetti flies, and the group is automatically set to inactive. (Two of these are true!)
Revel in your accomplishments! Click Show Celebration Report to open a new tab where you can view, print, or save the room's Celebration Report.
When ready, click Continue to return to your main welcome screen.
What happens to the data after the room is closed?
The room is removed from the context drop-down menu, making it easier to focus on active rooms.
The room moves down to the Completed Rooms section of the center's detail dashboard.
The Room Summary, Room Detail, Individual Report, final Parent Report, room-level Progress Report, and room Celebration Report remain accessible on the center's detail dashboard, under Completed Groups.
- Individual Reports follow the child if she moves to a new LENA Grow room in the future, even though the Words and Turns she contributed to the original room stay with the room. You can always access the child's individual report from the child's current room, or simply by putting the child's name in the System Search. Be sure to search in the context of your center, so the system can search within all the rooms.
The completed room's data is included in the center/region/partner organization's Celebration Report.
The completed room's data can be filtered in or out of the center's Progress Report and At-a-Glance Report.
Data exports are no longer accessible for this specific room, but a user with center-level permissions can export data for the entire center. Recording data can be filtered by the RecGroupID column, which indicates which group the recording contributed to.