Student Cycle Reporting for eSchoolPlus APSCN

Helpful Documents APSCN website for eSchoolPlus documentation: SMS Required Fields for State Reporting SIS Code Conversion Chart ALE Coding State Reporting Advanced Searches APSCN website for ADE Contact Information : Contact List 2013/2014 Statewide Information System site: SIS Manual Cycle Instructions for Web-Based System Certification of Data Accuracy Statement of Assurances

Helpful Documents (con’t) Course Code Management System (CCMS) site: Course Code Management System as stated in Commissioner’s Memo LS /30/2011 Job Code Management System (JCMS) site:

District The 7 digit State Equivalency Code pulls in Cycles 1 through 9. Menu Access: Administration > System Setup > District > District (Preferences tab)

District The districts mailing address and phone number pull in Cycles 1 through 9. Menu Access: Administration > System Setup > District > District (Contact Information tab)

District Menu Access: Administration > System Setup > District > District Data Entry > District Demographics (click on district name link)

GPA Summary GPA Type pulled is determined by the District Configuration’s State Rank Type field. Menu Access: Student Center > Mark Reporting > GPA Summary

Building Menu Access: Administration > System Setup > Building > Building (Main tab)

Building Menu Access: Administration > System Setup > Building > Building (Preferences tab)

School Demographics Menu Access: Administration > System Setup > Building > Building Data Entry > School Demographics

Menu Access: Administration > System Setup > Building > Building Data Entry > School Type Indicator School Demographics

Calendar Menu Access: Registration Center > Setup > Calendars Collected in Cycles 1-7. Calendars should be as accurate as possible for Cycle 1 submission. Commissioner’s Memo FIN /4/09 States that five (5) extra days should be built into the calendar as non membership days using the Day Type of XDY. Attendance quarter days should be between 40 and 50 days.

Staff Information - District Menu Access: Registration Center > Staff Information

Staff Information - Building Menu Access: Registration Center > Staff Information

Demographics – Registration Menu Access: Student Center > Demographic > Registration

Demographics – Personal Menu Access: Student Center > Demographic > Personal

Menu Access: Student Center > Demographic > Personal Demographics – Personal (Continued)

Menu Access: Student Center > Demographic > Academic Demographics – Academic

Menu Access: Student Center > Demographic > Contacts Demographics – Contacts

Menu Access: Student Center > Demographic > Addresses Demographics – Addresses

Menu Access: Student Center > Demographic > SIS/Misc Items Demographics – SIS/Misc Items

Menu Access: Student Center > Demographic > Programs > ARRS – Residency Demographics – Programs

New Residency Codes (ACT 1469) “1 – Resident Home School No ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are not enrolled in a credit-bearing course. “2 – Resident Home School with ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are also enrolled in a credit-earning course. Residency

Menu Access: Student Center > Demographic > Programs > ARELL – ELL Entry/Exit Demographics – Programs

Gifted &Talented Dr. Mary Kathryn Stein, Program Coordinator ADE Gifted & Talented and Advanced Placement Phone:

Menu Access: Student Center > Demographic > Programs > ARGT – Gifted/Talented Demographics – Programs

Menu Access: Student Center > Demographic > SSN Correction Demographics – SSN Correction

Menu Access: Student Center > Demographic > Pull Out Teachers Demographics – Pull-Out Teachers

Withdrawal Code and Withdrawal Date Dropout counts are determined by the withdrawal code used. The Dropout and Retention data will pull in cycle 3 (due November 15). Early Graduates should have a drop code of 140 and should have a status of Inactive. Demographics – Entry/Withdrawal

Menu Access: Student Center > Demographic > Entry/Withdrawal Demographics – Entry/Withdrawal

Day Totals and Interval Calculations must be run prior to attendance cycles which are in cycles 3, 5, 6, and 7. Day Total Calculation must be completed before running Interval Calculations. Attendance quarters must be between 40 and 50 days Attendance

Discipline When adding an Incident be careful to select the appropriate building for the Offender. All Incidents must have an Offender added with the Action taken. All Actions of Suspension and Expulsion (codes and 11-18) must have a the number of days suspended or expelled entered in the duration fields.

Discipline Menu Access: Student Center > Discipline > Incident List

Discipline Menu Access: Student Center > Discipline > Incident List

Scheduling – Master Schedule Menu Access: Scheduling Center >Master Schedule

Scheduling – Master Schedule (Continued) Menu Access: Scheduling Center >Master Schedule

Scheduling – Master Schedule Verify that the correct course code numbers are being used by checking the Course Code Management System for the MOST CURRENT codes ( Use Concurrent Credit teacher for concurrent credit classes taught by college instructor.

Scheduling – Course SIS Data Menu Access: Scheduling Center > Master Schedule > Course SIS Data

Scheduling – HQT HQT (Highly Qualified) – indicates how the teacher is highly qualified to teach the course 1 – Passed Content Test 2 - Housse 3 – Teacher/Degree/NBC 4 – Multi-Subject Housse 5 - No 6 – Not Applicable It is recommended that the HQT status be reviewed on ALL master schedule records.

Scheduling – Distance Learning Distance learning courses should be designated Distance Learning on the Course SIS Data screen. The distance learning teacher should be reported, not the room monitor. Distance Ed Provider: Indicates the organization providing the distance learning instruction.

Scheduling – Alternative Environment All students in an ALE program must have courses scheduled. All ALE courses must have the Alternative Ed field marked “Y”. All ALE courses should indicate the MINUTES PER DAY the course meets.

Scheduling – ALE FTE Calculation (ALE Minutes Per Day ÷ Minutes in School Day) Multiplied by (ALE Days ÷ Total Days in Year) = ALE FTE Example (360 ÷ 360) x (45 ÷ 178) =.26 ALE FTE 1.0 X.26 =.26

Scheduling – Common Errors in Coding ALE Student Curriculum code not changed to AE at the time student enters ALE. Master schedule courses not indicated as Alternative Environment on the Course SIS Data screen. Master Schedule courses do not have Course Minutes on the Course SIS Data screen. Schools other than high school not following ALE process. Failure to verify the accuracy of ALE days in SIS Reports.

Scheduling – Concurrent Credit The College Credit field is used in conjunction with Institution Issuing Credit field. Concurrent Credit courses should have the College Credit field checked and the institution that is providing the concurrent credit course indicated in the Institution Issuing Credit field.

Scheduling – Course Minutes Course Minutes is required for Elementary Art, Music and PE. These courses must be entered in minutes per week. All ALE courses require entries in the Course Minutes field to be included in the calculation. Minutes per day would be used for ALE courses.

Scheduling – ‘Other’ Course SIS Data Not Included in Cycle 2 – Used to indicated that a course- section should NOT be pulled for cycle reporting. Vocational LEA – Used to indicate the Vocational or secondary Center that this course-section is being taken. Special Education – Used to indicate that the course- section is taught in a Special Education environment offered exclusively to Special Ed students. Kindergarten Overage Flag – Used to indicate that this course-section has more students than allowed but is acceptable due to having a teacher aide.

Mark Reporting Menu Access: Student Center > Mark Reporting > Report Card Summary

Mark Reporting Menu Access: Student Center > Mark Reporting > GPA Summary

Medical Hearing Screening information for each student will be pulled in Cycle 7. Scoliosis Screening information for each student will be pulled in Cycle 7. Vision Screening information for each student will be pulled in Cycles 3 and 6. All screening that have a Referral require a Follow- up Immunizations for students in grades KF & 07 will pull in Cycle 3.

QUESTIONS?