1. eSchoolPLUS District Data Coordinator Training November 4, 2016
eSchoolPLUS HelpLine
eSchoolPLUS

2. 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

3. Entry Exit/Paired Codes
ENTER SCHOOL WITH… EXIT SCHOOL WITH…
4034 – Referred to CPSE – CPSE Determined
5905 – CSE Responsibility Only – End CSE Responsibility Only
0055 – Instructional Responsibility Only – End Instructional Responsibility Only
8294 – School Age and not in school – Re-enroll in same school
5555 – Walk in test taker – 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 – Enrollment in building or grade (0777
by this district BEDS code location)

4. 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

5. 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

6. 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.

7. 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

8. 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.

9. 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

10. 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.

11. 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

12. 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

13. 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 are ungraded K-6 (Ungraded 13).
Ungraded students who turn ages between Sept. 1, 2016 and Aug 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.

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

15. 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:
Secondary Course Codes:
The next slide contains a list of course codes and descriptions for courses that lead to a state assessment.

16. Course Code Mappings

17. 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

18. 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.

19. 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

20. 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.

21. 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.

22. 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

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

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

25. Day Calendar Set Up
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

26. 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

27. 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

28. 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

29. 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 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

30. Questions???

31. 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