District Data Coordinator September Training schooltool Student Management System September 21, 2016

schooltool DDC Training Agenda Review of data elements and fields for NYS Reporting schooltool Setting up schooltool to begin reporting for 2016-2017 Entering and maintaining program data for summer school, PK, and free/reduced lunch August graduates Staff Snapshot – Minimum required fields Staff Assignment - PMF Generating Student extracts (Student Lite, Entry/Exit, Program Fact)

Data Elements and Fields for NYS Reporting in schooltool Demographics and Enrollment In schooltool Census/Student/Student Lite –See detailed handout. Maintenance/District/Grade – defines Grade Levels and Mapping to State Grade codes Maintenance/Census/Enrollment Types Maintenance/Census/BEDS Providers – Export BEDS Location is the location code that is mapped in Level 0. Maintenance/Export/NYS Data Warehouse Export Rules

Grade Levels Table Maintenance/District/Grade – defines Grade Levels and Mapping to State Grade Codes

Enrollment Types Maintenance/Census/Enrollment Types– defines Enrollment Entry Codes Example of an In District Enrollment Type: Example of an Out of District Enrollment Type:

BEDS Providers Maintenance/Census/BEDS Providers– This area allows viewing and customizing the large list of NY State BEDS providers. The BEDS providers are used when enrolling students through the Census module and for data warehousing purposes.

Maintenance/Export/NYS Data Warehouse Export Rules The NYS Data Warehouse Export Rules table allows each district to define “rules” for determining which student records are exported and which are not based on how 3 fields are set on each student. Fields include: Enrollment Type, In District and Is Placed. Enrollment Type – whether or not the student’s enrollment type is designated as “Export” (as defined in Maintenance > Census > Enrollment Type) In District – whether or not the student is in an In District enrollment (the student’s enrollment record has a building assigned to it) Is Placed – whether or not the “Is Placed” checkbox is checked in the student’s enrollment record

Data Elements and Fields for NYS Reporting in schooltool Demographics and Enrollment Diploma Types When a user ends the enrollment of a graduate, the diploma type reported to NYS is associated with exit enrollment code that is selected. This table is provided by the vendor and cannot be altered. The Diploma Type that is located on the Census/Student/Enrollment screen is used for printing on Academic Transcripts

Schooltool Programs Summer School: Census/Student/Other category To add Summer School programs to a student, navigate to Census/Student Tab then select the Other program category and click the . From the drop down list next to Other Program, select the appropriate program for each student. Enter the start date (first day of program) and Provider of the summer school program. If program was provided in the district use the top radio button next to Provider. If the program provider was a BOCES, use the bottom radio button to select the appropriate service provider. Enter the program end date (last day of the program).

PreK Programs PreK Programs: Census/Student/Other Category Select the PreK Program Code that is correct for your district. Choices are – Universal PreK program or Other PreK Program If you select Universal PreK Program you are also required to report an additional program record for Type of Universal PreK Provider. Students reported in a PreK Program must also be reported as enrolled in a PreK grade level.

Poverty and Free or Reduced Price Lunch Programs Poverty Program: Census/Student/Other Category Enter a Poverty Program indicating the student is from low income family. Enter either a Reduced-Price Lunch Program or Free Lunch Program Record with start date.

August Graduates Census/Student/Enrollment Student must be enrolled with 7/1/YYYY Start Date in the building they graduated from. Student enrollment would be ended on the date they completed Summer School with and Exit Reason reflecting the Diploma awarded. Student must have an Expected Graduation Plan – from the student’s Counseling/Notes tab, choose Post Graduate Plan toggle and to add

Career Pathways Career Path Codes must be reported for all students reported with a diploma. This field cannot be left blank for students reported with a diploma. If a student used more than one pathway, report the pathway with which the student associates most closely. This can be found on the student’s Counseling/Demographics tab

Staff Snapshot NOTE: schooltool does not provide the Staff Snapshot Extract for 2016-2017 requirements Minimally each teacher must have the Universal Faculty ID (Teach Id) completed.

Staff Assignment Staff Assignment Records are required for Principals and other nonteaching Professionals (Pink Sheet people) in your district. If you are using schooltool as the source system for Staff Assignment –PMF Extract, the following setup is required. Principals and Administrators must have Universal Faculty ID populated (Teach Id) On the Staff Assignments Tab the following fields are required: PMF Assignment Code Start Date in the Assignment End Date if Assignment has ended after July 1, 2016 PMF Location/Grade

State Validation Report Maintenance/Export/State Validation Report – This report will identify potential errors that exist in the SMS for your district. Filters available include: School Year, Group and Type of Error

Generating Extracts Maintenance/Export/NYS Data Warehouse Extracts can be run: On Demand or Scheduled on a Daily, Weekly or Monthly schedule Completed extract files can be saved, emailed or FTP’d to a specific destination User can be emailed when extract successfully completes or fails to complete successfully

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