eSchoolPLUS NYS Webex Student Linking December 10, 2014

Building NY State Information Administration  System Setup  Building  Building Data Entry  NY State Information For each building Pull Out Minutes Format (Used for Linkage Duration Adjustment) C – By Cycle W – By Week A – Adjustment T – Total Time Minutes per Cycle Minutes per Week Adjustment value (No calculation) Total time with the Teacher Use 1 for Primary Adjustment (A check indicates all Primary Teachers will have a Adjustment of 1) Slide 2

Link between State Course List and Evaluation Codes State Center  New York  Setup  NY Evaluation Dates Regents flag indicates the Evaluation Date is for a Regents test. If the Regent flag is not checked, then that Evaluation Date is only for grades 08 and lower. The dates will need to be updated each year. Slide 3

Link between State Course List and Evaluation Groups Slide 4

Course Catalog State Course Slide 5

Calendar Slide 6

Calendar Days Membership day does not count in Enrollment duration because Attendance Day is not checked and Membership Value = ‘0’. Slide 7

Calendar Day Membership Day – does count in Enrollment Duration Slide 8

Timetable Scheduling Center  Setup  Timetable Slide 9

Attendance by Homeroom Recommended for Elementary schools where all students are only have scheduled courses for SIRS. Slide 10

Attendance by Period ‘Use Timetable’ also needs to be checked. Slide 11

Master Schedule Slide 12

Master Schedule with Teachers Slide 13

Primary Staff Tracking Primary Teacher Adjustment Slide 14

Secondary Staff Tracking Full-time Co-Teacher Slide 15

Push-in Pull-out time override represents the total time per week or per cycle. Slide 16 Push In Secondary Staff

Student Linking Features: Path: Scheduling Ctr > Master Schedule > Student Staff Course Linking Add multiple dates Only staff not indicated as Co-Teacher Slide 17

Slide 18 Pull-Out Secondary Staff Pull out course must be set up in the course catalog

Slide 19 Pull-Out Student Linking

Teacher/Course Download State Center  New York  Downloads  Teacher Course Download Slide 20

Teacher/Course Extract State Center  New York  Extract  Teacher/Course Extract Slide 21

Staff Student Course Duration Calculation Slide 22 Calculating minutes for which the course is scheduled A.The Course’s Marking Period(s) dates are used for the date range(s) the course meets. B.The Scheduling Timetable determines the time of the course. Regular Schedule Multiple Bell Schedule The student’s house team for the course determines which of the building’s timetable to use. C.The building default calendar is used to determine the cycle each day. If this cycle is assigned to the course, that indicates that the course meets on that day. The calendar’s cycle code is used to indicate which cycle day of the timetable is used for that day. However, if an alternate cycle was assigned to the day, the alternate cycle day of the timetable is used. D.The Start and End Period of the course determines whether the course is one period or several periods. The start time and end time of each period is used to calculate the period minutes. If the course continues over several periods the passing time between the periods will be added. Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (TOTAL PLANNED CLASS TIME) “Total number of instructional minutes in the course from the beginning of the course to the reporting date”

Staff Student Course Duration Calculation Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (continued) Building Marking Period Dates Registration Center  Setup  Marking Periods Slide 23

Staff Student Course Duration Calculation Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (continued) Calendar Day Registration Center  Setup  Calendar Slide 24

Staff Student Course Duration Calculation Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (continued) Scheduling Timetable Scheduling Center  Setup  Timetable Slide 25

Staff Student Course Duration Calculation Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (continued) Master Schedule Marking Periods and Cycles Scheduling Center  Master Schedule  Master Schedule Slide 26

Staff Student Course Duration Calculation Slide 27 Calculating minutes for which the course is scheduled A.The Student’s enrollment dates, the Student’s add and drop dates of the course, the marking period dates, the Course Staff dates, and if the student is a Push Out/Pull Out the Student Linking dates are used to determine the relationship Start and End Dates of the Student for the course. B.The rest of the calculations are the same as Field 18: COURSE DURATION THROUGH ASSESSMENT DATE (B. – D.) Field 14: ENROLLMENT LINKAGE DURATION (POTENTIAL STUDENT INSTRUCTIONAL TIME) “Total instructional time in minutes that the course is scheduled to meet between the relationship start and end dates”

Staff Student Course Duration Calculation Slide 28 Calculating absence minutes for which the course is scheduled A.The calculation uses the Attendance Bottom Line table. B.Full Day Absence Absence Prompt – The Absence Codes will be processed if entered. If blank, all absences where there are no Arrive Time or Dismiss Time will be used.For Homeroom Attendance, the student is considered absent for all periods in the day. C.Tardies Tardies Prompt – The Tardies Absence Code will be processed if entered. If blank, all absences where there is a Arrive Time or Dismiss Time will be used. For both Period and Homeroom Attendance, the Arrive Time and Dismiss Time are used to determine if the student missing any time in the period when the class met. D.The Attendance Linkage Duration is calculated with the Enrollment Linkage Duration for each day and periods the course meets. Field 15: ATTENDANCE LINKAGE DURATION (ACTUAL STUDENT INSTRUCTIONAL TIME) “Total number of minutes in field 14 less the number of minutes the student is absent from the class between the relationship start and end dates”

Staff Student Course Linkage Duration Adjustment LINKAGE DURATION ADJUSTMENT (INSTRUCTIONAL RESPONSIBILITY WEIGHT) “Number between 0 and 1, inclusive representing the percent of the total number of minutes in field 14 and 15 assigned to this teacher and student after adjusting for factors not captured by the course schedule. “ This the field that determines how much of a teacher’s instructional time is with the student. A teacher will have a value of 1 when the student is not Push In/Pull Out. In this case the Push In/Pull Out teacher will have a percentage of the student’s time and the regular teachers have the remaining time. The calculation of the Linkage Duration Adjustment is determined by the Minute field on Student Linking. The site must enter a value for the student.Each building will be able to determine which value they would like to enter into the Minute field. There will a choice of three different ways. The choice will be at a building level, which mean each building has only one choice. 1.Percentage of Time 2.Total Minutes 3.Minutes per Cycle/Week Slide 29

Staff Student Course Linkage Duration Adjustment LINKAGE DURATION ADJUSTMENT (continued) 1.A Percentage of Time for the teacher is entered in the Minutes column. This value will divided by 100 to get the Adjustment value for the Push In/Pull Out teacher’s value. 30 entered.30 is the Linkage Duration Adjustment 2.The Total Minutes the student was scheduled to be with the teacher. This value is calculated as a percentage of the student’s Enrollment Linkage Duration. 600 Total Minutes3000 Enrollment Minutes.20 is Linkage Duration Adjustment 3.The Minutes Per Week/Cycle uses the Cycle days to determine the adjustment for a “week”. 60 Minutes per 5 day cycle of an hour course.20 is Linkage Duration Adjustment Slide 30

Questions? Slide 31