year-end processing user guide 2008 · 2008. 6. 10. · 1 overview note: for basic navigation...
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Copyright © 2005, MAXIMUS, Incorporated. All Rights Reserved
SchoolMAX
Year-End Processing User
Guide 2008
Version 4.4 May 2008
CONTENTS
OVERVIEW___________________________ 1
CHANGES SINCE VERSION 4.3_________ 2
WHAT DOES YEP AFFECT? ___________ 3-4 Attendance................................................................. 3 Census....................................................................... 3 Discipline.................................................................... 3 Fees........................................................................... 3 Grade Reporting ........................................................ 3 Gradebook ................................................................. 3 Graduation Standards................................................ 3 Health ........................................................................ 3 iCue ........................................................................... 4 iPlan........................................................................... 4 InfoView .....................................................................4 Report Ordering ......................................................... 4 Scheduling ................................................................. 4 Special Education ...................................................... 4 State Reporting .......................................................... 4 Student Enrollment .................................................... 4 System Administration ............................................... 4 Transcripts ................................................................. 4 Transportation............................................................ 4
PREPARING FOR YEP_______________ 5-12 Calendars...................................................................5 System Administration ...............................................5 Scheduling .................................................................8 Grade Reporting.........................................................9 Exclusions- Retained Students ..................................9 Discipline....................................................................9 State Reporting ..........................................................9 Kindergarten Extract and Post ...................................9 Special Education ....................................................10 Year-End Processing (SY399) .................................10 The YRENDEDIT Report .........................................12
RUNNING YEP_______________________ 13
AFTER YEP __________________________ 14
APPENDIX A: YEP Flow Chart
APPENDIX B: Common CEKGTNPOST Report Questions
APPENDIX C: YEP Effect Code Table
APPENDIX D: Messages on the YRENDEDIT Report
APPENDIX E: Batch Unloading of Tables for YEP
APPENDIX F: Running the RPTGROUPER Report
APPENDIX G: Messages on the YRENDPROC Report
APPENDIX H: Using the YEPRESTORE Report
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OVERVIEW Note: For basic navigation information, refer to the SchoolMAX® Introduction & Navigation User’s
Guide.
The primary purpose of Year-End Processing (YEP) is to create enrollment records for
students in the upcoming school year. This User’s Guide is designed to help you prepare
for YEP, and to help you determine what to expect from the process.
Each SchoolMAX district can order YEP whenever it is ready. Usually, that will be sometime
in July (between school years). Be sure to schedule this process with all schools and
departments that will be affected. You should advertise the date that you have chosen for
running YEP.
The “Year-End Processing” (SY399) screen has parameters that must be entered/reviewed,
a checklist that must be completed, and a process button that schedules YEP to occur. We
strongly suggest that you familiarize yourself with all pages of this User’s Guide before you
proceed with YEP.
Please check your district’s YEP Effect Codes that appear on your “End Status” (ST280)
screen to be sure you are getting the correct YEP end status that your district needs.
Once a district has selected a date for performing YEP, no other reports may be ordered for
that night’s processing.
Districts on the SchoolMAX-hosted environment (the web portal) will need to contact the
SchoolMAX National Call Center to schedule a time to run YEP. A SchoolMAX technician
will then unload the structures, and will contact the district when this has been completed.
Prior to running YEP, districts with in-house servers should perform a full backup, and then
unload all structures (see Appendix E).
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CORRECTIONS AND CHANGES SINCE VERSION 4.3 Table 1: YEP Corrections and Changes Made in Version 4.4
CRF # Description
59837 Modify YRENDPROC to check SY075.USE-OPENR. If (X), change nothing (continue copying the CE006 records for the current year to the next two years). If spaces, only copy the records for the current year to the next year.
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WHAT DOES YEP AFFECT?
Attendance Attendance parameters and reason codes are not affected by YEP. Attendance data is retained; however, you must manually create the “School Attendance Parameters” (AT210) record for the upcoming school year, for each school, before school starts. If you use the absence exception letters in period attendance, you must add new letters for the upcoming school year. If you use the Letter Module, the letters will be copied over for the upcoming school year. Census Census records for dwellings and families are retained. Family member checkboxes on the “Family Member” (CE220) screen, such as [Adult], [Preschl], or [Inactive], may be set based on the YEP Effect Codes (see Appendix C). Region/sub-region data is copied from the previous year. Confirm that houses in a Region remain in the same Sub-Region, depending on the growth or decline of enrollment. Discipline Settings on the “School Default Values” (SY080) screen determine if Discipline information is saved or purged. Fees General Fees must be defined on the “Fee Definition Table” (FE210) screen. If fees are to be applied automatically when YEP creates an enrollment record, fee percentages must be set on the “Term Calendar” (SC240) screen before YEP is run. If General Fees are not defined before YEP is run, they must be applied manually on the “Student Fees” (FE240) screen. Optional Fees can be defined at any time, and are not applied by YEP. Course Fees are not applied by YEP; however, to be applied automatically, they must be defined on the (FE210) screen prior to copying to Scheduling Version 00. Grade Reporting YEP clears Grade History records stored on the (GR061) screen for all years prior to the year specified in the “Grade Retention School Year” field on the “School Default Values” (SY080) screen. Gradebook Gradebook is not affected by YEP. Graduation Standards Standardized Tests, Profiles of Learning, and Basic Standard Testing are not affected by YEP. Health All Health data is retained.
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iCue The data displayed in iCue is subject to the Attendance and Grade Reporting Module rules for YEP. iPlan iPlan is not affected by YEP. InfoView InfoView is not affected by YEP. Report Ordering All report templates are retained; however, report parameters will need to be updated as appropriate. Scheduling Master schedules, student scheduling information, and class assignments for the current school year are retained. Special Education Current-year Special Education records are retained. Evaluation records for the upcoming school year may be created based on applicable evaluation codes. State Reporting State Reporting is not affected by YEP. Student Enrollment YEP ends current-year enrollments and creates new enrollment records for the upcoming school year. System Administration District, school, staff, and room records are not affected by YEP. Transcripts Transcripts are not affected by YEP. Transportation Transportation records from the current year are retained. New “Transportation” (TR215) screen records may be created, based on the options selected on the (SY080) screen.
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PREPARING FOR YEP
Calendars
Before YEP is run, calendars for the upcoming school year must be created on the “School Calendar” (CA205) screen for each school. The first day of school on the calendar must be correct, as it is used in the “BEGIN DATE” field on the “Student Enrollment” (ST208/ST210) screens for the enrollment records created by YEP. Other dates on the school calendar can be changed after YEP has been run. If the district uses grade or individual calendars, they should also be created at this time. If a school calendar for the upcoming school year is missing, an error will be generated on the YRENDEDIT Report. If the calendar is not created before YEP is run, no enrollment records will be created for the school, and a message will be generated on the YRENDPROC Report. Calendars for the current school year should also be verified at this time. The last day of school on the calendar must be correct, as it is used in the “End Date” field on the (ST208/ST210) screens for current-year student enrollment records. Students with Individual Calendars assigned on the (ST208/ST210) screens will be enrolled using the same calendar for the upcoming year. System Administration
Before YEP is run, the following screens will need to be updated and/or verified as described below.
“District Default Values” (SY075) Screen • Verify that the year is correct in the “Current School Year” field.
“School Default Values” (SY080) Screen • [Do not copy LEP Information] checkbox: Select this checkbox if the school does not want the
LEP information on the “Student Enrollment - District” (ST210) screen to be copied from the current school year to the upcoming school year.
• “Grade Retention School Year” field: This field determines whether your district’s grade history records are purged or retained, and if they are retained, for how long they are to be retained. If your district saves its grade history records, the Grade History table will keep growing larger over time, until/unless the records are purged. What you enter in the “Grade Retention School Year” field specifies what action YEP should take with regard to the grade history records, as shown in the table below.
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Entry YEP’s Action
0000 YEP moves all grades to the grade history, and no grade history records are purged.
2000 YEP saves all grade history information for the year 2000 and later, and purges the information for all years prior to 2000.
3000 YEP never creates or saves any grade history information.
Note: Any future school year will work for this purpose.
• [Member Confidential Info History] checkbox: Select this checkbox if you want YEP to store data from the “Confidential Family Member Information” (CE224) screen in its history. The “Confidential Family Member Information with History” (CE226) screen can then be used for viewing the confidential information history.
Figure 1: School Default Values (SY080) Screen
The following information also needs to be updated and/or verified for the (SY080) screen (Figure 1, above):
• If the [Uses Scheduling] checkbox in the “Sub-system special processing” section is selected, YEP looks for scheduling header records on the “Student Scheduling Information” (SC250) screen for the upcoming school year to determine where to enroll students. Verify that the [Uses Scheduling] checkbox is marked correctly for each school.
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• The “Lowest Grade to Post” field in the “Sub-system special processing” section is used by YEP as a validation edit. (Note that the value in this field is a grade level, not a grade value.) If YEP encounters any students who still have grades on the (GR060) screen, and these students’ enrollment records are at or above that school’s lowest grade level to post, YEP is terminated. This ensures that every school has completed its grade posting process, because, after YEP has been run, there is no further opportunity to get this data back. If the “Lowest Grade to Post” field is left blank, and there are grades that have not been posted to the transcripts, YEP will purge these grades.
• Verify that the transfer options are set correctly in the “For in-district transfer from this school, transfer” section.
• If you have any school(s) that should be excluded from YEP, ensure that the [Exclude School from YEP] checkbox is selected for the school(s). Verify that all schools that need to be processed by YEP do not have this checkbox selected on the (SY080) screen.
• Several data elements are copied automatically to new enrollment records during YEP. Each school must determine which data elements do not need to be copied, and mark them accordingly.
• Select the [Purge Discipline Records] checkbox for any school that does not wish to retain the Discipline information from the current school year.
“School Grade Table” (SY211) Screen • Verify that the “Next Yr Grade” and “State Grade” fields’ values are correct for the current school
year. • The “Next Yr Grade” field should be blank for any graduating grade levels (12th grade). All other
grade levels must have a grade level entered in the “Next Yr Grade” field. • Create school grade tables for all schools for the upcoming school year.
“Aid Category Code Table” (ST275) Screen • This table is created automatically by YEP for the upcoming school year.
“End Status Code Table” (ST280) Screen • All districts must verify that the “YEP Effect” field is correct for each end status code. The End
Status Code Table is now a district-defined table. See Appendix C for more information. • This table is created automatically by YEP for the upcoming school year.
“Last Location Code Table” (ST285) Screen • This table is created automatically by YEP for the upcoming school year.
“Sub-Region/Region Maintenance” (SY277) and “School/Region and Sub-Region Maintenance” (SY281) Screens
Make sure either that you do not have any new records for the (SY277) and (SY281) screens for the upcoming school year or that, if you do have new records, all of the new regions and sub-regions have been defined fully. A partial setup for the upcoming school year will cause the following year’s setup to be wrong.
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“Dwelling” (CE005) Screen
Records for the upcoming school year that have manually set information in the “Attendance Areas and Transportation Information” section will remain untouched. If no attendance area record for a dwelling exists for the upcoming school year, a new record will be created from this year’s record for that dwelling.
Summer School • If your district includes summer school grades and credits with the current school year’s grade
reporting, YEP must be postponed until after the summer school grades have been entered. • If your district includes summer school grades and credits with the upcoming school year’s grade
reporting, YEP must be processed before the summer school grades are entered. • If your district sets up summer school as a separate school number, make sure to exclude that
school from YEP on the “School Default Values” (SY080) screen. Fee Administration • For General Fees to be applied automatically when YEP creates an enrollment record, the fees
must be defined on the “Fee Definition Table” (FE210) screen. In addition, fee percentages must be set on the “Term Calendar” (SC240) screen, and the [Uses Fee Module] checkbox must be selected on the “District Default Values” (SY075) screen before YEP is run. If any of these criteria are not met before YEP is run, the General Fees must be applied manually on the “Student Fees” (FE240) screen.
• Optional Fees can be defined at any time, and are not applied by YEP. • Course Fees are not applied by YEP; however, to be applied automatically, they must be defined
on the (FE210) screen prior to copying to Scheduling Version 00.
Scheduling • If a school has the [Uses Scheduling] checkbox selected on the “School Default Values”
(SY080) screen, YEP will use the scheduling header record for the upcoming school year to determine the grade level and school in which an enrollment record is to be created. The only exception to this is if a student is marked with an ‘NP’ exclusion on the “Student Exclusions - School” (ST212) screen.
• It is very important that scheduling files be cleaned up. If erroneous student scheduling header records exist, the system will use them to generate erroneous new enrollment records. Be sure to clean up these extra scheduling header records on the “Student Scheduling” (SC550) screen before running YEP.
• For students who are enrolled in the current school year and are not returning next year, or for students who are transferring to another school in the district, go to the “Student Scheduling Information” (SC250) screen and delete all course requests/assignments for these students from versions in the upcoming school year. Then, delete the scheduling header records on the (SC550) screen.
• For retained students, if YEP finds scheduling records in a school other than the one in which the student is being retained, those scheduling records will be deleted. If YEP finds scheduling records in the school in which the student is being retained, for a grade level that is different than the retained grade level, the scheduling grade level will be corrected.
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Grade Reporting • Grade reporting for the current school year must be finalized before YEP is run. This
includes ensuring that all final grades have been entered into SchoolMAX, and that report cards, honor rolls, the GRCUMLABEL Report, and any other necessary Grade Reporting reports have been printed.
• Run the GRCALCRANK Report to calculate all GPAs and rankings. • Make sure that all attendance data for the current school year has been recorded. The
GRCUMPOST Report will post summarized attendance data to the transcripts. • Run the GRCUMPOST Report in order to post final grades, and any grades that have been
mapped on the “Grade Mapping Maintenance” (GR255) screen, from Grade Reporting to transcript history. For schools that do not post grades to transcript history, YEP will delete all student grade records in the current school year. Once the GRCUMPOST Report has been run, Grade Reporting reports are no longer available.
• The GRCUMPOST Report will create (TN020) (transcript) and (GR061) (grade history) records, thereby creating a history of the current year’s grades. The “Do Not Delete Students’ Grades” parameter has been removed from the GRCUMPOST Report.
Exclusions - Retained Students • Select the [NP] (No promotion) checkbox on the “Student Exclusions - School” (ST212) screen.
If a student will be retained, they will be held at the school of record for the upcoming school year at the same grade level. Scheduling header records for the student at any other school in the district will be purged from the system.
Discipline • Discipline information is retained and is unchanged unless the [Purge Discipline Records]
checkbox is selected on the “School Default Values” (SY080) screen. • If a school chooses to purge discipline records, the following structures are deleted: (EV010),
(EV020), (EV030), (EV040), and (SY055).
State Reporting • Complete all State Reporting requirements prior to processing YEP. • For Georgia districts only: After student exclusions have been marked on the “Student
Exclusions - School” (ST212) screen, run the GAPREYEP Report to create the 2007 FTE Cycle 1 “Georgia FTE” (GA210) records for students who will not be promoted in the upcoming school year.
Kindergarten Extract and Post
The CEKGTNEXT Report is primarily used as a listing of potential kindergarten students. The CEKGTNPOST Report creates enrollment records for students based on their dates of birth. For districts that elect to use these reports, the following criteria must be met:
• Dwellings must be defined, and you must enter a school number in the “Kgtn” field in the “School Attendance Area” row on the “Dwelling” (CE005) screen.
• Birthdates must exist on the “Family Member” (CE220) screen. • If the “State ID” field on the (CE220) screen is blank, the CEKGTNPOST Report creates a State ID
for any student that it enrolls. Remove this information if it is not correct for your state.
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• Any family member with a [Holdback] checkbox selected on the (CE220) screen will not be included in the enrollment post.
• See Appendix B for a list of common questions regarding the CEKGTNPOST Report.
Special Education
YEP creates new evaluation records that match the records in the current school year, and it uses the new enrollment date as the new evaluation date in the upcoming school year, unless the latest Special Education evaluation record has an exit code. The table below, shows the Special Education Decision chart for the creation of new evaluation records when new enrollment records are created.
Eval Code Description Eval Code Assigned at YEP
1 Not evaluated No new evaluation record
2 DNQ (Does not qualify) or parent refusal No new evaluation record
3 Requires service, but not yet in a program 3
4 Receiving services as per PL101-476 4
7 Terminated IEP, on follow-up R
R Returned to regular education after follow-up
No new evaluation record
Year-End Processing (SY399) The (SY399) screen shown in Figure 2 (on the next page), must be completed before the YRENDEDIT Report is run. To save your changes to this screen, be sure to press the <Enter> key (client users) or click the [Submit] button (Web users).
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Figure 2: Year-End Processing (SY399) Screen
“Parameters for Creating New Enrollment Records” Section • Enter the Last Location code for YEP to use when creating enrollment records for students who
were enrolled during the ending year. • Enter the Last Location code for YEP to use when creating enrollment records for students who
transferred from one school to another school within the district. • Enter the Last Location code for YEP to use when creating enrollment records for students who
did not have enrollment records during the ending year. • Enter the Graduation Standard Year and the state grade level that YEP will use to update the
“Family Member” (CE220) record. This will not override an existing date in the “Grad Stnd Yr” field on the (CE220) screen.
• Enter the Aid Category that YEP will use when NPUB enrollment records are created from student
enrollment records that ended with a YEP Effect Code of ‘G’. See Appendix C for more information about YEP Effect Codes.
• Enter the Aid Category that YEP will use when ELSE enrollment records are created from student enrollment records that ended with a YEP Effect Code of ‘H’. See Appendix C for more information about YEP Effect Codes.
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• Enter the Aid Category that YEP will use when ELSE enrollment records are created from student
enrollment records that ended with a YEP Effect Code of ‘I’. See Appendix C for more information about YEP Effect Codes.
• To prevent NPUB/ELSE enrollment records from being created, do not use the YEP Effect Codes ‘G’, ‘H’, or ‘I’.
“Parameters for Ending Previous Enrollment Records” Section • Enter the end status code for YEP to assign to an enrollment record to graduating students who
have no existing end status. Also enter the State Grade from the “School Grade Table” (SY211) screen that defines which students should be in the graduating class.
• Enter the end status code for YEP to assign to students who are not graduating and who do not already have an end status on their most recent enrollment records. If you have students who are exceptions, they will need to be coded manually, either before or after YEP.
“Parameters for Processing Nonpublic/Elsewhere Students” Section • The fields in this section must be filled out, even if the district does not use NPUB/ELSE
enrollments. • Specify a beginning enrollment date for the NPUB/ELSE enrollment records that will be created by
YEP. • Select the [Exclude School from YEP] checkbox if your district chooses to manually enroll
nonpublic and elsewhere students for the upcoming school year. • If you are not excluding nonpublic and elsewhere students from YEP, specify the ending
enrollment date that YEP will use when ending NPUB/ELSE enrollment records in the current school year.
“Checklist” Section • Verify that all items on the district and school checklists have been completed.
Note: After completing all required information on the “Year-End Processing” (SY399) screen, you must press the <Enter> key or click the [Submit] button to save the settings.
The YRENDEDIT Report
Order the YRENDEDIT Report from the Report Ordering Module within SchoolMAX, and then check the report for all possible errors. Consider the messages on this report as indicators about what will happen during YEP. Review all messages on this report to determine which situations require attention. Verify that students who should be retained, or who have other special considerations, have been coded correctly. Changes have been made to the report so that schools excluded from YEP will display once, with the message ‘School <school number> excluded from YEP’. See Appendix D for more information about messages on the YRENDEDIT Report.
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Important: Repeat the process of running this report and correcting the errors until all messages that warrant correction have been cleared.
RUNNING YEP
After verifying that all of the YRENDEDIT Report errors have been corrected, proceed with YEP as follows:
• Plan a time to run YEP. • Remind school and district personnel of the date and time when YEP will be run. Once YEP is
initiated, no other access to SchoolMAX is allowed. Make sure to communicate to users the importance of refraining from accessing SchoolMAX until YEP has completed.
• Check to ensure that the “District Default Values” (SY075) screen has the current school year (2007) listed.
• Districts on the SchoolMAX-hosted environment (the Web portal) will need to contact the SchoolMAX National Call Center to schedule a time to run YEP. A SchoolMAX technician will then unload the structures, and will contact the district when this has been completed.
• Prior to running YEP, districts with in-house servers should perform a full backup, and then unload all structures (see Appendix E).
• Make sure the operator who will be ordering YEP has an operator type of “Supervisor” on the “Operator Security Information” (OS110) screen.
• Check that a valid printer is assigned as the preferred printer on the (OS110) screen for the operator who will be ordering YEP. Make sure the printer is loaded with plenty of paper, as YEP prints a lengthy report. The printer default form must be defined as ‘SLTI04’ on the “Printer Maintenance” (PR960) screen.
• If you do not want the report to print, you can remove the preferred printer from the (OS110) record of the supervisor ordering the report. If you have a batch process created to clear out the OLD\PRINT\TSIS folder on the application drive of the SchoolMAX server, ensure that you immediately retrieve the report after YEP has completed, and then save it to another location.
• Districts with in-house servers may choose to disconnect their SchoolMAX server from the network to prevent user access during YEP. These districts need to make sure that they have a local printer connected to the server or are prepared to retrieve the YRENDPROC Report from the OLD\PRINT\TSIS folder on the application drive of the SchoolMAX server.
• Verify that the “Year-End Processing” (SY399) screen settings are correct. • Click the [Process Tonight] button on the (SY399) screen. At this point, YEP has been requested,
but can still be canceled by clicking the [Cancel YEP] button. • To begin running YEP, run the RPTGROUPER Report (see Appendix F). Once this is done, YEP
cannot be canceled. • Depending on the size of your district, YEP may take anywhere from 5 minutes to 5 hours to
complete.
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AFTER YEP
• Check the “District Default Values” (SY075) screen to ensure that the “Current School Year” field reflects the upcoming school year. The default school year on all screens will now reflect this new current school year.
• Review the YRENDPROC Report for errors. Refer to Appendix G for an explanation of the YRENDPROC Report errors and messages.
• Verify the results of YEP before letting users access the system. If anything appears to be a problem, call the SchoolMAX National Call Center at 800-263-2417. If a serious problem has occurred and if no one has yet made changes to your data, YEP may be backed out of and re-run the next day. See Appendix H for more information.
• Begin processing the summer withdrawal and summer transfer students. • Continue with your preparations for the opening of school.
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Appendix A: YEP Flowchart
YEP Enrollment Decisions
Is [Uses Scheduling] checked on SY080?
Does the student have a 2007
scheduling header record?
Create a 2008 enrollment record based on the
scheduling school and grade, and close the
2007 enrollment record.
Is the student a ‘no show’ for the 2007
school year?
Do not process this enrollment record.
Does the student have an ‘E’
enrollment status in the district?
Yes
Yes
Yes
No
No
Yes
No
Does the student have a W/R flag set?
Look at the YEP Effect Code to determine how to handle the student.
Does the student have an ‘NP’
exclusion set?
Yes
No
The student remains at the current school.
Yes
Is the student a graduate
(determined by SY399 settings)?
Enroll the student in an alternate school in the next grade level, and
close the 2007 enrollment record.
No
Yes
No
No
1
End the 2007 enrollment record and set the
[Adult] flag on CE220.
Does the student have “Alternate School for
Next Year” selected on the current enrollment
record?
Yes
No
Is the SY211 “Nxt Yr Grade” level valid for the current school?
Yes
No
Enroll the student in the current school in the next
year grade level, and close the 2007
enrollment record.
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Appendix B: Common CEKGTNPOST Report Questions
The table below lists common questions regarding the CEKGTNPOST Report, and their answers.
Condition Extract List/Label
Extract Error Report Post
Child is not a preschooler; (CE220) screen [Preschl] checkbox not selected (flagged)
Yes No error Yes
Child w/o dwelling or in a dwelling w/o kindergarten area (CE005)
Yes Kgtn School not found No
Invalid or missing grade or
No grade table in the kindergarten school for the “post to” grade or
No grade specified in the (RT222) screen parameter
Yes Post to Grade not found No
[Holdback] checkbox selected (flagged) on the (CE220) screen
No Kindergarten Holdback Set No
School Calendar (CA205) missing Yes Invalid Begin Enroll Date
Calendar not found
No
Child enrolled in state grade EC during parameter year minus 1 (current year if before YEP)
Yes, even if she/he is also enrolled in kindergarten and even if the kindergarten record is the most current enrollment
No error Yes
Child enrolled - not in state grade EC - during the parameter year minus 1 (current year if before YEP)
No No error No
Child enrolled in the parameter year in any other school, regardless of grade
Yes, but the Enr School is not displayed unless the state grade = EC
Enrollment record already exists
No
[Inactive] checkbox is selected (flagged) on the (CE010) screen for the family
No Family Inactive Flag Set No
[Inactive] checkbox is selected (flagged) on the (CE220) screen for the family member
No Inactive Flag Set No
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Appendix C: YEP Effect Code Table
Effect Code Description of YEP Effect Code Example End Status Reasons
A Enrollment record is created for the new
school year.
Message = ‘Enrollment record created’
Currently enrolled student.
End-of-year. Student was enrolled on the
last day.
12th grade student met school graduation
requirements, but did not pass all Basic
Grad Std Tests - expected back next year.
B If the [Wth/Return] checkbox on the
(ST208/ST210) screens is not
selected, no enrollment record is
created and the [Inactive] checkbox is
selected (flagged) on the (CE220)
screen.
Message = ‘CE220 inactive flag set’
If the [Wth/Return] checkbox on the
(ST208/ST210) screen is selected, a
new enrollment record is created.
Message = ‘Enrollment record created’
Moved out of the district.
Moved out of the state.
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Effect Code Description of YEP Effect Code Example End Status Reasons
C If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is
created, and if the student’s age on
September 1 of the current year is:
• Less than 7, the student becomes a preschooler and the [Preschl] checkbox is selected on the (CE220) screen.
Message = ‘Became Preschooler’
• More than 17, the student becomes an adult and the [Adult] checkbox is selected on the (CE220) screen.
Message = ‘Became Adult Member’
• Between 7 and 17, the following message displays:
Message = ‘Member age 7-17 without enrollment record’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created.
Message = ‘Enrollment record created’
Left school after reaching compulsory
attendance age.
Excused from attending school -
physical/mental disability - no instruction.
Committed to a correctional facility.
Withdrawn after 15 consecutive absences -
expected back.
Married.
Expelled.
Pregnancy.
Withdrawn, no transcript requested -
considered a dropout.
Drafted or enlisted in military.
Transferred to another district or state, but
did not move.
Left school for financial reasons.
Left school for family environment reasons.
Left school - reason unknown.
Student left school after age 21 - did not
graduate.
Student enrolled in a post-secondary
institution without a high-school diploma.
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Effect Code Description of YEP Effect Code Example End Status Reasons
D If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is created
and the [Adult] checkbox is selected on
the (CE220) screen. If the ‘NP’
exclusion on the (ST212) screen is set,
it is ignored.
Message = ‘Became Adult Member’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, no enrollment record is created
and the [Adult] checkbox is not
selected on the (CE220) screen. If the
‘NP’ exclusion on the (ST212) screen is
set, it is ignored.
Message = ‘Student will not be enrolled for next year; W/R flag is incompatible with end status code’
Graduated - does not include IEP
graduates.
Graduated after meeting IEP requirements.
Student returned after Grade 12.
Early graduate.
E If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is created
and the [Preschl] checkbox is selected
on the (CE220) screen.
Message = ‘Became Preschooler’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created.
Message = ‘Enrollment record created’
Early childhood withdrawal.
21
Effect Code Description of YEP Effect Code Example End Status Reasons
F If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is
created, the [Preschl] checkbox is
selected on the (CE220) screen, and
the kindergarten [Holdback] checkbox
is selected on the (CE220) screen.
Message = ‘Became Preschooler’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created, and the [Preschl] and
[Holdback] checkboxes are not
selected on the (CE220) screen.
Message = ‘Enrollment record created’
Kindergarten withdrawal - expected back
next year.
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Effect Code Description of YEP Effect Code Example End Status Reasons
G This effect code potentially creates
enrollment records in the NPUB
school on the (CE225) screen.
If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, a new enrollment record is
created on the (CE225) screen in the
NPUB nonpublic school with the aid
category and last location pulled from
the (SY399) screen settings. “Attend
District” field = same as on the previous
enrollment record.
Message = ‘Became nonpublic student’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created for the same school category as
the ended record.
Message = ‘Enrollment record created’
Transferred to a nonpublic school.
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Effect Code Description of YEP Effect Code Example End Status Reasons
H This effect code potentially creates
enrollment records in the ELSE
school on the (CE225) screen.
If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, a new enrollment record is
created in the ELSE elsewhere school
with the aid category and last location
pulled from the (SY399) screen
settings.
Message = ‘Became resident attending elsewhere; Att Dist____.’
The attending district listed here is the same as the “To Dist” value on the ending enrollment record; if the “To Dist” field is blank, the attending district is the same as on the ending enrollment record.
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created for the same school category as
on the ending enrollment record.
Message = ‘Enrollment record created’”
Entered a care or treatment program -
instruction provided.
Resident left to attend another district as a
Special Education tuition student.
Resident left to attend another district as a
tuition student.
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Effect Code Description of YEP Effect Code Example End Status Reasons
I This effect code potentially creates
enrollment records in the ELSE
school on the (CE225) screen.
If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, a new enrollment record is
created in the ELSE elsewhere school
with the aid category and last location
pulled from the (SY399) screen
settings.
Message = ‘Became resident attending elsewhere; Att Dist____.’
The attending district listed here is the same as the “To Dist” value on the ending enrollment record; if the “To Dist” field is blank, the attending district is the same as on the ending enrollment record.
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created for the same school category as
on the ending enrollment record.
Message = ‘Enrollment record created’
Resident left to attend another district as
an enrollment options student.
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Effect Code Description of YEP Effect Code Example End Status Reasons
J If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is
created, and the [Inactive] checkbox is
selected on the (CE220) screen.
Message = ‘CE220 inactive flag set’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, no enrollment record is
created.
Message = ‘Student will not be enrolled for next year; W/R flag is incompatible with end status code’
Died.
K If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is
created.
Message = ‘Unable to process’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, a new enrollment record is
created.
Message = ‘Enrollment record created’
Changed grade level.
Transferred to another public school in the
same district.
Dropped out last school year and re-
enrolled elsewhere by next October 1.
Enrollment status has changed.
26
Effect Code Description of YEP Effect Code Example End Status Reasons
L If the [Wth/Return] checkbox is not
selected on the (ST208/ST210)
screens, no enrollment record is
created.
Message = ‘Unable to process’
If the [Wth/Return] checkbox is
selected on the (ST208/ST210)
screens, no enrollment record is
created.
Message = ‘Student will not be enrolled for next year; W/R flag is incompatible with end status code’
Registered but never attended.
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Appendix D: Messages on the YRENDEDIT Report
Message Explanation
Adult member with pre-enrollment record The [Adult] checkbox is selected on the “Family
Member” (CE220) screen for this student. Verify
that this adult should be scheduled for
enrollment.
Invalid NPUB/ELSE Beg Enrollment Date The “New Begin Enroll Date” field for nonpublic
and elsewhere students entered on the “Year-
End Processing” (SY399) screen is invalid.
Missing/Invalid Next Grade; Will be promoted in
same school in next grade
The “Next Yr Grade” field on the “School Grade
Table” (SY211) screen may be blank.
The attendance area for the next school level may
be blank on the family’s “Dwelling Record”
(CE005) screen.
Non ‘A’ or ‘P’ member without enrollment record The [Adult] or [Preschl] checkbox is not
selected for this family member on the (CE220)
screen, and this family member also has no
enrollment record. This family member will not be
enrolled in the upcoming school year.
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Message Explanation
NP Exclusion set The [NP] checkbox is selected on the “Student
Exclusions - School” (ST212) screen for this
student, and the student will not be promoted to
the next grade. Ensure that the scheduling
header record on the “Student Scheduling
Information” (SC250) screen for the upcoming
school year reflects the correct retained grade
level for the student.
School ____ excluded from YEP The [Exclude School from YEP] checkbox is
selected on the “School Default Values”
(SY080) screen for this school. No students in
this school will be processed.
School calendar for next year not found A school calendar for the next year must be
created using the “School Calendar” (CA205)
screen.
School does not use scheduling The [Uses Scheduling] checkbox is not selected
on the (SY080) screen for this school. Student
scheduling records, if any, will not be used to
create enrollment records.
School default missing - No YEP processing The school default record on the (SY080) screen
is missing for this school. One must be added
before you can proceed.
Student has Kgtn Holdback set The [Holdback] checkbox is selected on the
(CE220) screen for this family member. Verify
that this child should be held back and not
enrolled in kindergarten.
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Message Explanation
Student scheduled but not currently enrolled.
New enrollment will be created with LST-LOCN=
__
The student has a scheduling header record on
the (SC250) screen for the upcoming school
year, but is not currently enrolled. The Last
Location Code will be pulled from the (SY399)
screen.
Student will become resident attending
Elsewhere; to District = ____
Verify that this resident student will attend school
in the specified district.
Student will not be enrolled for next year. W/R
flag is incompatible with end status code.
The [Wth/Return] checkbox on the “Student
Enrollment” (ST208/ST210) screens is not
compatible for end status codes with YEP Effect
Codes D and J.
Unable to process; End Status without YEP effect
code
The end status code assigned to this student is
missing a YEP Effect Code on the “End Status
Code Table” (ST280) screen. Add the YEP Effect
Code so that YEP can process this record
correctly.
(SY075) data not found The district default record on the “District
Default Values” (SY075) screen is missing. One
must be added before you can proceed.
Un-posted grades in School ____ Unposted grades exist for students whose grade
level is at or above the “Lowest Grade to Post”
grade level on the (SY080) screen for this school.
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Message Explanation
Withdraw/Return flag set If the [Wth/Return] checkbox is selected on the
(ST208/ST210) screens on the current year
enrollment record for this student, verify that the
student has withdrawn and will return for the
coming school year.
W/R for Grade __ student without NP exclusion
(graduating student)
The [Wth/Return] checkbox is selected on the
(ST208/ST210) screens, although the student is
graduating. Verify whether the [Wth/Return]
checkbox should be unselected or the ‘NP’
exclusion should be set on the (ST212) screen.
31
Appendix E: Batch Unloading of Tables for YEP Unloading of structures is not a substitute for a tape backup. You must ensure that you have two complete sets of SchoolMAX server backups prior to performing any YEP procedures. Along with this User’s Guide, you should have received the following four files:
AX_0000_Tablelist.txt AX_0000_Unload.txt AX_8888_Tablelist.txt AX_8888_Unload.txt
The 0000 files are for unloading the non–district-defined (system-level) tables. The 8888 files unload all other table structures affected by YEP.
Note: The following procedures must be performed from the server. To unload the structures, do the following: 1. Locate the AX folder on the server (it is most often located on the root of the D: or E: drive). 2. Copy the four .txt files listed above into the AX\TSIS subfolder. 3. Open the AX_8888_Unload.txt file using Notepad in Windows. Do not use Microsoft Word or
WordPad to open these files, because those programs may change the specific file structure. 4. The file will appear as follows:
UNLOAD SPECIFIC
8888
NONE
ALL
Blank line here
Note: There must be a blank line at the end of the file.
Replace the ‘8888’ text with your District Number (e.g., 5976). If your District Number is a three-digit number, you must add a leading 0, because this is a four-digit field. For example, District Number 345 must be entered as ‘0345’. Do not enter any additional spaces or characters on any line. Save the changes to the file and exit Notepad. Next, right-click the file (AX_8888_Unload.txt) and rename it to reflect your four-digit District Number (e.g., AX_0345_Unload.txt). You also need to rename the AX_8888_Tablelist.txt file to reflect your four-digit District Number (e.g., AX_0345_Tablelist.txt).
5. Now, locate the BIN folder on your server (it normally is located on the same drive as the AX folder). You need to use this path name to run the UNLOAD command. In our example, the folder is located on the E: drive.
32
To run the Batch Unload process, use the following commands:
For non–district-defined (system-level) tables, click Start on your Windows taskbar, click Run on the Start menu, and then enter the following command line:
E:\BIN\SYSTEM\JOB_LOADUNLOAD.EXE "TSIS;0000;UNLOAD;TIADMIN;FILE" For all other tables, click Start on your Windows taskbar, click Run on the Start menu, and
then enter the following command line:
E:\BIN\SYSTEM\JOB_LOADUNLOAD.EXE "TSIS;8888;UNLOAD;TIADMIN;FILE" Note: Remember to replace the ‘8888’ text with your four-digit District Number.
An example of the command line for District Number 0345 would be:
E:\BIN\SYSTEM\JOB_LOADUNLOAD.EXE "TSIS;0345;UNLOAD;TIADMIN;FILE" Notice the ‘TIADMIN’ text in the command lines above. This is the user name that the command will use to connect to the database. The TIADMIN user should exist on most systems. However, if this user name does not work, you may use ‘ADMINSVR’ or ‘ADMINISTRATOR’ instead. The user must have Administrator privileges and LINC access for the command to run successfully.
To follow the progress of the Unload process, click the [JOB_LOADUNLOAD] button on the Windows taskbar. When the Unload process is complete, a ‘COMPLETE’ message will display.
6. After the Unload process has completed, locate the DMPLOAD folder on your server. The Unload process places the exported tables into the following subfolders: The non–district-defined (system-level) tables will be in the folder named:
DMPLOAD\TSIS\EXPORT\0000 All other tables will be in the folder named:
DMPLOAD\TSIS\EXPORT\8888 where ‘8888’ is replaced by your four-digit District Number, e.g.,
DMPLOAD\TSIS\EXPORT\0345 for District Number 0345.
The list of structures that will be unloaded is shown below in Table 1. Some structures will be created during YEP (Add), meaning that they will be copied from the current year. Some will have flag settings copied from the current year (Flag). Others will be purged from the current year structures (Purge). ‘FA’ indicates that both the flag and the record will be copied for the upcoming year. ‘FP’ indicates that the attending school on the “Student Scheduling Information” (SC250) screen will be updated unless the student is graduating, in which case the record will be purged.
Table 1: Unloaded Structures
Module Structure Action
Census CE006 Add
CE020 Flag
Discipline EV010 Purge
EV020 Purge
EV030 Purge
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Module Structure Action
EV040 Purge
Fees FE030 Add
FE040 FA
Grade Reporting GR060 Purge
GR065 Add
Scheduling SC050 FP
Special Education SE010 Add
SP010 Add
SP030 Add
Student Enrollment ST010 FA
ST013 Purge/Add
ST075 Add
ST080 Add
ST085 Add
System Administration SY011 Add
SY015 Add
SY045 Add
SY055 Purge
SY065 Add
SY075 Flag
SY077 Add
SY081 Add
Transcripts TN020 Flag
Transportation TR015 Add
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Appendix F: Running the RPTGROUPER Report
Running the RPTGROUPER Report Through the Client To run the RPTGROUPER Report through the client, click System on the menu bar, and then click Run Report on the System menu, as shown below in Figure 3.
Figure 3: Running the RPTGROUPER Report Through the Client
35
The “Run a Report” dialog box then displays. Enter ‘RPTGROUPER’ in the “Report:” field, as shown below in Figure 4, and then click the [OK] button. Once you receive the EOJ (End of Job) message for the RPTGROUPER Report, YEP has begun and cannot be canceled.
Figure 4: Run a Report Dialog Box for the RPTGROUPER Report
36
Running the RPTGROUPER Report through the Web Portal To run the RPTGROUPER Report through the Web portal, click the [Open Command Console] button at the top of the screen, as shown below in Figure 5.
Figure 5: [Open Command Console] Button
37
The “SchoolMAX Command Console” dialog box displays. Enter ‘:run RPTGROUPER’ as shown below in Figure 6, and then click the [Transmit] button. Once you receive the EOJ (End of Job) message for the RPTGROUPER Report, YEP has begun and cannot be canceled.
Figure 6: SchoolMAX Command Console
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Appendix G: Messages on the YRENDPROC Report Table 2, below, lists the messages that may appear on the YRENDPROC Report, and their explanations.
Table 2: Messages on the YRENDPROC Report Year-End Processing Report Message Explanation
Became an Adult member A normal message for a student who left school.
The [Adult] checkbox is selected on the “Family
Member” (CE220) screen.
Became Nonpublic student A nonpublic/elsewhere enrollment record was
created on the “Nonpublic/Elsewhere Student
Enrollment” (CE225) screen for this student at
a nonpublic school.
Became Resident Attending Elsewhere; Att Dist
(____)
A normal message for a resident student who
transferred from a school in your district to a
school in another district. A nonpublic/elsewhere
enrollment record was created on the (CE225)
screen for this student.
Became Preschooler A normal message for a student whose
[Preschl] checkbox is selected on the (CE220)
screen.
Calendar not found No school calendar for the upcoming school year
was found on the “School Calendar” (CA205)
screen.
CE220 inactive flag set The [Inactive] checkbox is selected on the
(CE220) screen for this student.
39
Year-End Processing Report Message Explanation Discipline data deleted for school ____ (displays
school)
Discipline data was deleted for the school shown,
based on the options on the “School Default
Values” (SY080) screen.
Enrollment created from Scheduling; LST-LOCN
= __
An enrollment record was created because the
student is scheduled for classes in the upcoming
school year.
Enrollment record already exists; No YEP process The student was enrolled for the upcoming
school year before YEP. No records were created,
and no data was added at YEP for the student.
Enrollment record created from scheduling A normal message for an enrolled student. An
enrollment record was created because the
student has a scheduling header record on the
“Student Scheduling Information” (SC250)
screen for the upcoming year.
Enrollment records created; no promotion An enrollment record was created for the student
for the upcoming school year with the same
grade level as on the enrollment record for the
current school year.
Enrollment record created using Alt School An enrollment record was created for the student
for the upcoming school year for the school
designated in the “Alternate School for Next
Year” field on the “Student Enrollment”
(ST208/ST210) screens.
Family member record not found No (CE220) family member record exists for this
ID number.
40
Year-End Processing Report Message Explanation __ exclusion created (displays the Exclusion
type)
An exclusion was set for this student on the
“Student Exclusions - School” (ST212)
screen. Verify that the exclusion is valid.
GR060 data deleted for school ____ (displays
school)
GR065 record created
Invalid NPUB/ELSE Begin Enrollment Date (this
condition stops the YRENDPROC Report)
The “New Begin Enroll Date” for nonpublic and
elsewhere students entered on the “Year-End
Processing” (SY399) screen is invalid. Correct
this date and proceed with YEP.
Member age 7-17 without Enrollment record The student is of school age, but no enrollment
record exists.
Missing/Invalid Next Grade - Promoted in same
Schl
An invalid “Next Yr Grade” level on the “School
Grade Table” (SY211) screen or missing
attendance area information for the next school
level on the family’s dwelling record on the
“Dwelling Record” (CE005) screen caused the
student to be enrolled in the same school with an
invalid grade level.
Multiple school enrollments Warning that the student has (ST208/ST210)
records for more than one school.
No SC050 attng schl - Enroll created from schl Uses the previous year’s enrollment record if
found in the same school as the new year’s
scheduling header.
41
Year-End Processing Report Message Explanation NP Exclusion cleared The ‘NP’ exclusion on the (ST212) screen was
cleared from the student’s new record.
NPUB/ELSE enrollment created; no promotion The student’s [NP] checkbox was selected on the
(ST212) screen. A nonpublic/elsewhere
enrollment record was created on the (CE225)
screen for this student for the same grade as in
the previous year.
Rate schedule already exists for next year A rate schedule already exists and does not need
to be created.
School ____ excluded from YEP The [Exclude School from YEP] checkbox was
selected on the (SY080) screen for this school.
SE015 record created A Special Education service record was created.
_ special ed created (displays the evaluation
status)
A special education record was created on the
“Special Education Record” (SP205) or
“Special Education Record” (SE205) screen
for this student. Verify that the student’s
evaluation status is valid.
SP030 service school updated to ____ (displays
school)
A transfer option has been set on the (SY080)
screen to update the service school to the
student’s new school.
ST280 data not found The end status code(s) on the “End Status
Code Table” (ST280) screen is/are missing for
the upcoming school year.
Student graduated A normal YEP message for graduating seniors.
42
Year-End Processing Report Message Explanation Student will not be enrolled for next year No enrollment record was created for this
student.
SY075 data not found Check to see that a district default record exists
on the “District Default Values” (SY075)
screen for the ending school year. The (SY075)
screen is copied for the new year.
Unable to process - End Status = (_ _) See Appendix C for end status codes and
corresponding YEP effects.
Unable to process; End Status without YEP Effect
Code
The YEP Effect Code is missing from this end
status code on the (ST280) screen.
Un-posted grades in school ____ All assigned grades were not posted to
transcripts before YEP.
W/R set for Grade __ student without NP
exclusion (displays grade)
The [Wth/Return] checkbox was selected on
the (ST208/ST210) screens, although the
student is graduating.
Will use scheduling. The enrollment record created for the upcoming
year was based on scheduling header
information.
43
Appendix H: Using the YEPRESTORE Report The YEPRESTORE Report is used to reverse YEP if the YEP results are unsatisfactory. After running the YRENDPROC Report, note the district, new school year, and date information to be used in case you need to run the YEPRESTORE Report again.
Note: When using the YRENDPROC and YEPRESTORE Reports, make sure that you are using the latest versions.
1. The YEPRESTORE Report is a system report, which you can run by clicking System on the menu bar and then clicking Run Report on the System menu, as shown below in Figure 7.
Figure 7: Running the YEPRESTORE Report
44
2. Enter ‘YEPRESTORE’ in the “Report:” field on the “Run a Report” dialog box, as shown below in Figure 8. Then, click the [OK] button.
Figure 8: Run a Report Dialog Box for the YEPRESTORE Report
3. The messages shown below in Figure 9 display. Enter ‘Y’ in the “Response:” field to continue. Then, click
the [Send] button and follow the system prompts.
45
Figure 9: Messages/Errors Dialog Box
4. After you start the YEPRESTORE Report, you will be prompted to do the following: a. ENTER DIST NUMBER
Enter the District Number for the district that needs YEP to be reset. b. ENTER NEW SCH YEAR
Enter the new school year that was created with YEP. c. ENTER DATE OF YEP EXECUTION CCYYMMDD
Enter the date (in CCYYMMDD format) when YEP was run for the specified district and school year.
5. If the answers you provide in step 4 above are incorrect or do not match the data from the YRENDPROC Report, the YEPRESTORE Report will not reset your data.
46
NOTES
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