eschoolplus’ studentcycle’repor0ng’for’...

Student Cycle Repor0ng for eSchoolPlus 2013-‐2014 APSCN

Helpful Documents �  APSCN website for eSchoolPlus documentation: http://www.apscn.org/eschool/eschool.htm �  SMS Required Fields for State Reporting �  SIS Code Conversion Chart �  ALE Coding �  State Reporting Advanced Searches

�  APSCN website for ADE Contact Information: http://www.apscn.org/sis/sis.htm �  Contact List 2013/2014

�  Statewide Information System site: https://adedata.arkansas.gov/sis/ �  SIS Manual 2013-‐2014 �  Cycle Instructions for Web-‐Based System �  Certification of Data Accuracy �  Statement of Assurances

Helpful Documents (con’t) �  Course Code Management System (CCMS) site:

http://adedata.arkansas.gov/ccms �  Course Code Management System as stated in Commissioner’s Memo

LS-‐12-‐021 08/30/2011

�  Job Code Management System (JCMS) site: http://adedata.arkansas.gov/jcms

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

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

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-‐09-‐088 6/4/09 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 Informa0on -‐ District Menu Access: Registration Center > Staff Information

Staff Informa0on -‐ Building Menu Access: Registration Center > Staff Information

Demographics – Registra0on Menu Access: Student Center > Demographic > Registration

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

Demographics – Personal (Con0nued)

Menu Access: Student Center > Demographic > Personal

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


GiLed &Talented

Dr. Mary Kathryn Stein, Program Coordinator ADE GiLed & Talented and Advanced Placement

Phone: 501-‐682-‐4224 Email: [email protected]

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


Menu Access: Student Center > Demographic > SSN Correction

Demographics – SSN Correc0on

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

A]endance

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 01-‐04 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

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

Scheduling – Master Schedule (Con0nued) Menu Access: Scheduling Center >Master Schedule > 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 (http://adedata.arkansas.gov/ccms).

�  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 – Alterna0ve 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 Calcula0on (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 Repor0ng Menu Access: Student Center > Mark Reporting > Report Card Summary

Mark Repor0ng 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?