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

2. schooltool DDC Training Agenda
Review of data elements and fields for NYS Reporting schooltool
Setting up schooltool to begin reporting for
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)

3. 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

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

5. 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:

6. 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.

7. 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

8. 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

9. 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).

10. 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.

11. 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.

12. 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

13. 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

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

15. 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

16. 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

17. 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, ed or FTP’d to a specific destination
User can be ed when extract successfully completes or fails to complete successfully

18. Questions?