eSchoolPLUS District Data Coordinator Training November 4, 2016 eSchoolPLUS HelpLine 607-763-3591 eSchoolPLUS Email eschool@btboces.org

eSchoolPLUS DDC Training Agenda Review of enrollment rules Entering and maintaining program data; Military Connected Status, LEP, Immigrant Ungraded students New Pre-K codes Course Mapping (3-8 ELA and Math, High School Regents Math) Preparing eSchoolPLUS for January Regents Answer Sheet Printing 2016 Extract Chart Setup for Attendance Codes, Daily Attendance, Day Calendar, Course, Location Marking Period, Staff Student Course Generating Attendance Codes, Daily Attendance, Day Calendar, Course, Location Marking Period, Staff Student Course

Entry Exit/Paired Codes ENTER SCHOOL WITH… EXIT SCHOOL WITH… 4034 – Referred to CPSE 140 – CPSE Determined 5905 – CSE Responsibility Only 8305 – End CSE Responsibility Only 0055 – Instructional Responsibility Only 0066 – End Instructional Responsibility Only 8294 – School Age and not in school 8316 – Re-enroll in same school 5555 – Walk in test taker 8228 – Exit walk in test taker only 0022 – Foreign Exchange Student 442 – Left US * If the foreign exchange student actually earns a diploma, then you could exit with the graduate code, however students entered with a 0022 are not included in accountability reports EXIT SCHOOL WITH… ENTER SCHOOL WITH… 289 – Transferred to an approved AHSEP program 5654 – Enrollment in an AHSEP program 153 – Transferred to another school in this district or 0011 – Enrollment in building or grade (different to an out of district placement location) 782 – Entry into a different grade in the same school 0011 – Enrollment in building or grade (same building location) 238 – Transferred to homebound instruction provided 0011 – Enrollment in building or grade (0777 by this district BEDS code location)

Military Connected Status This program is used to identify students with one or more parent in the Armed Forces and on Active Duty. Path: Student Center > Demographic > Programs > MLTRY - Military Connected Status

NYS Identification Test for English Language Learners (NYSITELL) Students are determined to be ELL or LEP based on the results of the NYSITELL (NYS Identification Test for English Language Learners) Assessment In the Student Center > Testing > Test History, enter the test date. The student’s age on the day of the test will automatically be calculated. Enter test scores and report to NYS using the Assessment Fact Download and Extract under the Student Downloads and Extracts

English Language Learners (ELL) Limited English Proficieny (LEP) Check ESL checkbox on Demographic > Personal Screen. This is a program tracked field which links to the LEP Eligible Program Service Duration of LEP: Select the number of years the student has been an English Language Learner on the Personal Screen in the ELL Years Field. eSchoolPLUS can also calculate this for you based on the program service record. If the student came from another district this calculation may not be accurate as it will only calculate the years based on the start of the program service record in your district. Report one year for students with up to one year of ESL instruction, two years for students with up to two years of instruction, etc. Zero should only be used if the student has never received services. This value is in the Student Demographic Extract in the Duration of LEP field.

English Language Learners (ELL and LEP) Under the Demographic > Programs add NY Limited English Proficiency as a program Add LEP Eligible Program Indicate the LEP Program : Indicate the building of the program Reason for ending LEP Eligible Program

English Language Learners (ELL and LEP) Check if you want eSchoolPLUS to calculate Duration of LEP based on the LEP Eligible program start date. Otherwise it will come from ELL Years on the Personal Screen which has to be updated manually.

NYSESLAT Eligible All ELL students who on April 1, 2016, will have been attending a school in the United States for less than one year must also be reported with a Program Service Code of 0242-Eligible to take the NYSESLAT(NYS English as a Second Language Achievement Test) for Grades 3-8 ELA Accountability This Program is in the NY Other Programs – NYSESLAT Eligible

Immigrant Status and Program Immigrant Indicator (field 49) This program will be linked to the Student Center > Demographic > Personal > Immigrant field –Immigrant Indicator is no longer reported to SIRS and will be for local use only. Use an Advanced Search to determine who had been flagged as Immigrant. You will then need to determine if this student is still an Immigrant under the new reporting requirements.

Immigrant Status Program •A new Program Service Code 8282(Immigrant Children and Youth) was created to indicate that a student is an immigrant. –We will be adding program 8282, and it will be included in the Program Fact Submission. –If a student has the 8282 program service code, then the following fields must be reported. Country of Origin Date of Entry in United States –If a student has the 8282 program service code, then the following program must be reported if applicable Program service code 5731 (Title III: Language Instruction Immigrant LEP Students) Program service code 5742

Immigrant Status Program The Immigrant Program is located in the NCLB Program Screen. A start date is required. The Value field will default to ‘Y’ when a start date is entered. Path: Student Center > Demographic > Programs > NY No Child Left Behind (NCLB) Country of Origin is a required field in the Demographic (Student Lite) extract. Student Center > Demographic > Personal Date Entered USA is a required field in the Demographic (Student Lite) extract. Student Center > Demographic > NY State Reporting Information

Ungraded Students Two ways to report Ungraded Students: Place student in ungraded grade level on entry/withdrawal screen. Ungraded K-6 = grade 13 reported to the state/Ungraded 7-12 = grade 14 reported to state Students are not on student lists for their social grades Place student in social grade on entry/withdrawal screen. Use the Ungraded Program to report the student’s ungraded grade level to NYS Advantage – Students will display with their social grade on class lists and other reports All ungraded students should be coded the same way in the district Ungraded students who turn ages 6-12 between Sept. 1, 2016 and Aug. 31 2017 are ungraded K-6 (Ungraded 13). Ungraded students who turn ages 13-18 between Sept. 1, 2016 and Aug. 31 2017 are ungraded 7-12 (Ungraded 14). Grade levels for these students have to be updated manually each year. They are not done at rollover due to the age rules.

Ungraded Students Advanced Search for students in Ungraded Grade Level Advanced Search for students in social Grade with Ungraded Program

Course Code Mappings All courses, except for lunch and study hall, must be mapped to a state course code in the course catalog. Master schedule sections cannot be mapped to different state course codes than what is in the course catalog. Path: Scheduling Center > Building Course Setup > Course Catalog > Select Course The following link provides a comprehensive course catalog of state course codes. Prior to Secondary Course Codes: http://www.p12.nysed.gov/irs/courseCatalog/documents/PriortoSecondarySCEDCourseCodes2016-2017.pdf Secondary Course Codes: http://www.p12.nysed.gov/irs/courseCatalog/documents/SecondarySCEDCourseCodes2016-2017.pdf The next slide contains a list of course codes and descriptions for courses that lead to a state assessment.

Course Code Mappings

Preparing eSchoolPLUS for January Regents Answer Sheet Printing Demographic records can be extracted from eSchoolPLUS so that they can be used for preprinting test answer sheets for the SCRIC Regents Scoring Service. To begin the procedure, first you will need to determine which courses/sections in your master schedule will be used to create the information to produce an answer sheet for each student taking each Regents Exam. Regents courses can be scheduled and the students can be enrolled in these courses, or the students can be entered by using the Mark Entry screen in Mark Reporting. (See the How to schedule students into Regents Exam Courses document) Path: Mark Reporting Ctr > Mark Entry By Course

Preparing eSchoolPLUS for January Regents Answer Sheet Printing Determine which courses/sections in your master schedule will be used to create the information to produce an answer sheet for each student taking each Regents Exam. Log into eSchoolPLUS COGNOS Reports Click on the Mark Reporting Reports folder Click on the Master Schedule Reports Run the COGNOS Report called Master Schedule-RC/GPA/Honor/Subj Area Settings with Mark, Avg, Bld, Subj Area & GPA Type Selections Cross reference this report with the NYSED Examination Schedule to ensure that you have a course/section scheduled for every test a student is taking. Look at the Marking Period column and make sure all courses offering a Regents Exam have a ‘Y’ in the applicable marking period, MP2 (January) or MP4 (June). Make any necessary corrections in the Master Schedule.

Attendance Codes State Attendance Codes are set up in the eSchoolPLUS Validation Tables Path: Administration > System Setup > Validation Tables > Attendance Tab > State Groups Local Attendance Codes are mapped to the state codes in the table below. Path: Attendance Center > Setup > Codes

Attendance Codes Downloads and Extracts Attendance Codes Download: State Ctr > NY > Downloads > Attendance Download The Attendance View Type is NYS for all districts. Attendance Codes Extract: State Ctr > NY > Extract > Attendance Extracts The Attendance View Type is NYS for all districts.

Attendance Codes The TOTAL code should be deleted from the extract file before importing to Level 0 Express or it can be deleted manually from Level 0 Express This extract should be loaded to Level 0 Express one day before the Daily Attendance Extract is uploaded to Level 0.

Student Daily Attendance The Student Daily Attendance extract contains daily attendance information for a student if the student is marked absent with one of the NYS attendance codes previously discussed: excused, unexcused, tardy, out of school suspension, in school suspension. The information is taken from the Day Totals calculation for the NYS Reporting View

Student Daily Attendance Run the Student Daily Attendance Download selecting the NYS Reporting Attendance View Path: State Center > NY > Downloads > Attendance Download

Student Daily Attendance Run the Student Daily Attendance Extract Path: State Center > NY > Extracts > Attendance Extract

Day Calendar Set Up 1. Set up a record for each local Day Type designation you use, then associate your local codes with the appropriate State Code Equiv values supplied in Chapter 5 of the current SIRS manual. Path: Administration > System Setup > Validation Tables > Registration tab > Day Types State Code Equiv Day Type Codes to choose from: Day Types in the Validation table:   State Equiv Codes Instructional day Late Arrv/Early Dism Teacher only day Emergency day Holiday Strike Make-up day Other* Weather day Note: If there is no State Code Equiv, the Day Type is reported as Other which is a non-instructional day. Note: The above local codes are only examples *Non-instructional day

Day Calendar Set Up Associate Calendar codes with the appropriate grade levels in the building-level NY Calendar Setup district-defined page. Path: Administration > System Setup > Building > Building Data Entry > NY Calendar Setup   For each building reporting the Day Calendar template, you need to identify the Calendar code associated with each grade level served in the building: If all grades in the building use the same calendar, assign ALL in the Grades field to the appropriate Calendar Or, if there is more than one attendance calendar in the same building used to represent different grade levels, use a comma-delimited list to distinguish what grade levels are represented by the Calendar code. See example: Note: N- Non Membership Calendars are not reportable. Note: The same grade level cannot be associated to two different calendars

Day Calendar Set Up 3. For any building calendar, if you need to report a non-membership calendar date, access the Calendar Day Detail page for that date, and assign the appropriate Day Type. Day types will need to be maintained throughout the year (ex. Snow days). Path: Reg Center > Setup > Calendars > Month View button > click appropriate date In this example, this day is reported as a Weather day For dates with the Membership Day box checked and Attendance Day box checked, Day Type is reported as Instructional Day

Day Calendar Set Up Day Calendar Download: State Center > New York > Downloads > Day Calendar Download Day Calendar Extract: State Center > New York > Extracts > Day Calendar Extract Load Day Calendar Extract to Level 0

Generating Teacher Course Downloads and Extracts Staff Student Course SIRS is reducing what courses are reported in the Staff Student Course submission Only assessment dates for 2016-17 will be reported. The 6/30 roster submission will no longer be reported. All classroom teachers responsible for grade 4-8 math and ELA, and high school math Regents courses must be reported Generating Teacher Course Downloads and Extracts

Questions???

December topics PTECH and Liberty Partnership CDOS 4+1 Pathway Course Instructor Assignment Class Entry/Exit Foster Care Review of Entering Homeless Data Child in Foster Care Push In/Pull Out Minutes