Institutional Education Programs WVEIS WVEIS User’s Guide for Institutional Education Programs Updated June 28, 2005

Discipline Codes Due to requirements of the federal No Child Left Behind Act, as well as West Virginia Board of Education Policy 4373, Student Code of Conduct (which is effective beginning July 7, 2002), certain state-defined discipline offense codes were generated. Offense codes that are printed in bold letters will be obtained from the discipline module in WVEIS for federal and state mandated reports. Position One and Two are used for the category of offense. Except for the EXCEPTION, the third character is left to the discretion of the user. Sample codes are shown with an x in the third position EXCEPTION: For offense codes printed in bold letters, listed, used the three character state-defined code. It is allowable to use other offense codes in these three categories. For a list of the updated Discipline Codes please visit http://wveis.k12.wv.us/wveis2004/documents/Standards_Manual.pdf

Reset Enrollment Count This program should be run before running any kind of report that is generated from course information. The program also corrects incorrect class levels on student schedules and a whole bunch of other problems!

Audit Programs These programs should be run at least once a month Common audit programs for pinpointing data errors : (these programs are found on the Data Integrity Menu) Birthdate/Registration Enrollment Errors (WVP.245E) This program shows basically the same information as the edit report that is printed when you create the monthly enrollment report. Several different types of errors can be picked up by this report. Assigned Students Not Enrolled (STU.514) A student can be assigned to a school but not actually have an enrollment detail line in the register. Audit Enrollment History (STU.910) This program examines each student’s registration record for possible errors. Those students who have a Withdrawal code on the first line of the registration record will reflect an error, when in fact, this is a legitimate entry. The transferring of no-shows at a school is one example of this entry. Validate Enrollment History (STU.920) This program updates the history file for your school and examines each entry as it is placed in the file. Each Entry/Withdrawal detail that has an error is printed on the report. Audit of Withdrawn Students (STU.720) This program prints a listing of all students who are assigned to your school but who have a register Withdrawal entry. This error commonly occurs when a person mistakenly believes that a register Withdrawal entry is all that is needed to drop a student.

Monthly Enrollment Reports The Monthly Enrollment Report allows you to see a summary of your school enrollment with gender and ethnic breakdown by class. This report can be run as often as needed to get an overview of your school enrollment and also to check for errors.

Steps in Running the Monthly Enrollment Report Step 1: Create and Run School Edit Report (WVS.500) This program creates the work files that are used in the monthly enrollment reporting process. This program generates a listing of potential enrollment errors, such as student age being out of range for a class level and a teacher not found. Step 2: Run Student Enrollment Report (WVS.542) This program generates a one page enrollment summary for your school. If errors are detected and corrected, you must run WVS.500 again before running this report again. Step 3: Run Student Enrollment Detail Report (WVS.547) Run this program if errors in class size are shown on the enrollment report. This program shows each student, by homeroom, that makes up the summary information shown on WVS.542. This report shows register and class information so that mismatches can be easily detected. Step 4: View school level teacher information (STU.240) Run this program if the edit report shows an error of “Teacher Not Found”. It will generally indicate that there has been an error in entering a teacher’s SSN in the school teacher listing as opposed to the SSN that is on file in the county business office for payroll purposes. To run a report showing teacher information, run the Print List of Teachers (STU.540) program. The Monthly Enrollment Reports are to be submitted every month. They are run extensively during the first and second school months. Running them every month can keep you from having several errors at the end of the school year.

Attendance Programs Attendance Options (ATT.101) is used to set, according to county policy, how absences in the system are recorded and reported. Attendance options should be reviewed at least annually to make sure that the settings reflect what is actually occurring at your school.

Student Tags Tags are a means by which students can be tracked in WVEIS. They are merely a convenient means of identifying certain attributes for students. Tags make it possible to print different types of reports, mailing labels, etc. for groups. Mass assignment of tags is a very powerful way to add and delete tags from multiple students. EXTREME CAUTION SHOULD BE USED WHEN MASS DELETING TAGS BECAUSE WHEN YOU MASS DELETE A TAG, YOU CANNOT CHOOSE WHICH STUDENTS TO REMOVE THE TAG FROM. THE SYSTEM REMOVES THE TAG FROM ALL STUDENTS IN THE SCHOOL. Examples of Tags Include: No Data Assigned to a student and the system does not track any additional information associated with the tag. Single Item Assigned to a student and the system keeps an additional item of information associated with the tag. Columnar Tag Assigned to a student and the system can keep additional information in columnar format. Up to seven columns of information can be kept. Text Tag Assigned to a student and the system can keep up to 999 lines of text. This tag functions in many respects like a word processor.

Scheduling Programs There are four programs that are used to look for scheduling problems or scheduling status: Print students Without Requests (STU.513) This is an SSS program that prints a listing of all students that have no schedule. Status of Scheduled Students Report (AOS.990) This is an add-on program prints a report based on scheduling criteria you enter and can show you what percentage of students are scheduled. Condensed Master Schedule (AOS.920) This add-on program prints a grid layout of the master schedule by teacher. Additional information can be shown on the grid. Print Master Schedule By Course (SCH.560) This is an SSS program that prints the master schedule by course.

Data Submission Issues Child Nutrition Codes (CNP) Incomplete coding affects the SES reporting for the school, county, and FCC funding. Run WVS.616 to check codes. Student Enrollment Errors STU.514 Assigned Students Not Enrolled. The report can be run to ensure that all assigned students have an enrollment record. WVP.245E WV Audit Enrollment History. This program uses the Basic Student Information file and the Student Enrollment file. This report will include students within the county that have duplicate enrollment. It includes students who have enrollment records but are in the unassigned pool. The report also includes any student whose class level or sex does not match the register they are enrolled in. STU.530 Select and Print Your Own Report. Can be used to print a listing of any student with an E6 or EC enrollment code or CEC register. WVS.500 Create and Run School Edit Report. Generates a report for the school to verify when the monthly enrollment rile is created. All students with a CEC register must have an enrollment code of EC. Student Class Codes Students should not have a class code of SE or UG. All students must be assigned to a class level. All reporting uses the Enrollment Register Code for class levels. Use WVP.245E to ensure the Current Class in the Basic Student Information and the Enrollment Register matches.

Data Submission Issues Continued Student Scheduling Every student must be scheduled. The student may only have one course code but they must be scheduled with a valid course and section number. SCH.513- Print Students Without Requests. This program generates a report of students with no course requests. AOS.990- Status of Scheduled Students Report. This program generates a report of students fully scheduled based on the criteria is selected. It will also provide a listing of unscheduled students. WVS.269- Teachers Without a Social Security Number. This program will generate a report of teachers with missing social security numbers. WVS.860- Certificate and Endorsement Edit Report. The program uses the teacher id in the master schedule to match against the teacher file to find the social security number. The social security number is used to lookup the teacher’s certificate and endorsement information in the employee system. The certificate and endorsement codes are then matched against the certificate and endorsement is required to teach the courses that the teacher is teaching. A report is generated that prints any errors found. SCH.611- Reset Enrollment Count. This program must be run before submitting scheduling information. The program updates the number of students enrolled in each course and section.

10th Month Checklist Step 1: Create and Run School Edit Report (WVS.500) Run this program to create the work files to be used during the 10th month reporting process. This program also generates a list of students with potential enrollment errors. Step 2: Print School Enrollment Report (WVS.520) Run this program to print a report of the enrollment information for your school. Review the data and if necessary make changes to student records. If changes ARE made, rerun WVS.500 and WVS.520 and recheck numbers. Repeat this process until all data is correct. Step 3: Print School Graduation Report (WVS.528) Run this program to print a report of the number of graduates for your school. Review the data if necessary make changes to student records. If changes ARE made, rerun WVS.500 and WVS.528 and recheck numbers. Repeat this until all data is correct. Step 4: Maintain School Buildings Information (WVS.531) This program allows you to update school building information. Data from the previous year is maintained for review. If necessary, make changes to this data. Step 5: Submit School Enrollment Final File to County (WVS.521) Run this program ONLY AFTER all data from the above programs has been verified for accuracy. This program submits your 10th month report information to the county board office for review before being submitted to the State Department of Education. If you find a need to resubmit your report, you must contact the county office to have your data cleared so that it may be re-sent. Step 6: Graduating Students Listing (WVS.GRD) This report is printed for verification of graduating students. A copy must be signed by the principal and mailed to the WVDE address on the bottom of the report.

WVEIS Data Collection Calendar for 2005-2006 Report Name Due Date to County Contact County Contact Due Date to WVDE Monthly Reports Every Month by date specified N/A Second Month Enrollment October 19 October 21 Certified List of Personnel Special Education 2nd Month Report Schedules/Course/Teacher Information Special Education December Child Count December 1 December 5 Tenth Month Reports June 17 June 19

WVEIS Passwords Do not give your WVEIS password to anyone or allow anyone to work under your ID. Always remember that any work done under your ID is your signature. If someone knows or is using your password it must be changed immediately.

How to Change Your Password On any menu type in the command CMD Choose item number 1 Enter your present password Enter a new password two times This will change your password. It is recommended you change your password from time to time to keep it confidential.

Useful Websites Highly Qualified Teachers https://wveis.k12.wv.us/surveys/highly_credentialed.cfm School Opening First Month http://wveis.k12.wv.us/wveis2004/documents/checklistschoolfirstmonth.pdf Second Month Checklist http://wveis.k12.wv.us/wveis2004/documents/checklistschoolsecondmonth_000.pdf 10th Month Checklist http://wveis.k12.wv.us/wveis2004/documents/checklistschoolyearend.pdf Defining Absence Reasons http://wveis.k12.wv.us/WVEIS_Documents/DEFINING%20ABSENCE%20REASONS.pdf Transcripting Grades and Credit http://wveis.k12.wv.us/WVEIS_Documents/TRANSCRIPTING.pdf

Miscellaneous It is always a good idea to keep a copy of your most important information, especially that which you can’t replicate in the future, which includes: Report Cards & Transcript Labels Attendance Registers 10th Month Report One of the easiest ways to do this is to print these reports to an Adobe PDF file rather than to paper. An excellent source to refer to is Lou Casini’s presentation that was done in 2003. To see this presentation go to http://www.casini.net

Miscellaneous Continued As students transfer remember that student ID’s stay the same. Do not create new ID’s unless absolutely necessary. Student names should be entered into WVEIS by the name on the students birth certificate. Do not use nicknames! Always fill in secondary contact information in addition to primary contact information. Student enrollment information should be as complete as possible. Do not leave blanks that should be filled in. As students enter your school you must enter the student’s schedule as soon as possible.