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TRANSCRIPT
Agenda
• Student Lite (Demographics)• Student Entry/Exit • Program Fact• Day Calendar Setup• Attendance Codes• Daily Attendance • Course Mapping• Course Instructor Assignment• Student Class Entry Exit• How to run NYS Downloads and Extracts• Available Resources
• Student Lite Changes
• ELL (LEP) Duration will no longer be included in extract. It will derived based on program start and end dates.
• Backmapping BEDS Data is no longer reported.
• Reminder to enter the Grade 9 entry date for any new students who enter your district in grades 9-12 after rollover. This field is on the Registration screen on the Other Enrollment Panel.
[email protected] (option 1)
Entry/Exit Extract
• eSchoolPLUS provides a utility to control which Exit Codes can be used with specific Entry Codes. To set this up, navigate to the Registration Building Configuration.
• For certain Entry Codes, specific exit codes must be used for NYS SIRS Reporting.
• The following screen shows examples of this set-up.
Entry Exit/Paired Codes
ENTER SCHOOL WITH… EXIT SCHOOL WITH…
4034 – Referred to CPSE 140 – CPSE Determined
5905 – CSE Responsibility Only 8305 – End CSE Responsibility Only
0055 – Instructional Responsibility Only 0066 – End Instructional Responsibility Only
8294 – School Age and not in school 8316 – Re-enroll in same school
5555 – Walk in test taker 8228 – 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 0011 – Enrollment in building or grade (0777
by this district BEDS code location)
Program Fact Changes
Deleted Programs:• Program 5720 – Title III Services to Non-Immigrant ELL/MLL Students• Program 5731 – Title III Language Instruction Immigrant ELL/MLL Students
NOTE: MLL – Multi Language Learner
Program Fact Changes • New ELL Program (0321) Exit Code – 3055 Exit due to being out of the country for more than 2 years
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Program Fact
• August 2019 Summer School Programs can be entered. In eSchoolPLUS they are labeled SMR – NY Summer School Program
• Page 66 of SIRS Guidance identifies who needs to be reported for Summer School.
• Page 67 of SIRS Guidance describes what service provider BEDS Code would be reported for different summer school scenarios.
Summer School Continued
Reasons for Summer School Program Codes are broken down by Reason A – The first time a student has taken this program for advanced enrichment. Reason B – The student is taking program as academic intervention to improve her/her grades or because the student is at RISK of Failure. Codes can be found on page 250 of SIRS Guidance.
Summer School Program continued
• The Start date is the first day of summer school• The End date is the last day of summer school• The Exit Reason should be left blank
Day Calendar Set-Up• NY Calendar Set-up screen: (NY Calendar Setup) For each building that “Day Calendar” will be reported, identify the
Calendar Code (typically R) and the grade levels in the building. If all grades in a BEDS code are using the same calendar you can enter ALL for Grades. If you have “Virtual Buildings” that have the same BEDS code, or multiple Calendars in the same building, enter the grade levels associated with each Calendar separated by commas.
Day Type Codes
• In the Day Types Table (Validation Tables/Registration/Day Types)For each Day Type Code enter the State Code Equiv. exactly as the Code Description isnoted in SIRS Guidance (Page 186)
• Districts may need to create new Day Type Codes (Regents-attendance not taken vs.Regents-attendance taken)
• Days of Session will default to Instructional Day for Day Type. Only update Day Type on Calendar Days when other Day Types are used.
Using Day Type Codes in CalendarsOn each Calendar Day that a Special Day Type is invoked, update all building calendars that it applies to.
Daily Attendance Set-Up• Attendance Codes – Map Daily Codes for Excused, Unexcused Full Day Absences, Tardy to School, In School
Suspension and Out of School Suspension in the Attendance Codes Table
Daily Attendance
• Day Totals are Calculated nightly
• Attendance View – NYS Reporting View is used when running the Student Daily Attendance Download
Course Code Mappings• All courses, except for Lunch, Study Hall and BOCES classes taught in OOD buildings must be mapped to a NYS Course
Code in the Course Catalog.
• Path: Building Course Catalog, Select Course
Course Code Mappings
• You can run the eSchoolPLUS Cognos Report to Verify that your course mappings are correct:
• Scheduling Reports/Master Schedule Reports/ NY Course Information (Course Version) or Scheduling Reports/Course Catalog Reports/Course Catalog with NY State Course Codes.
Course Instructor Assignment (CIA)The following fields have been added to the Staff Catalog for NYS Reporting of CIA:
Fields for Itinerant Teacher,Special Ed Instructor, Primary Delivery Method and ENL Instructor have been added to the StaffCatalog on the StaffAdditional Information Screen.
Course Instructor Assignment
• Primary Delivery Method, Special Ed Instructor, ENL Instructor can be changed in the Master Schedule on the Staff Screen. This allows for individual sections that teachers teach to be reported with different values than those set in the Staff Catalog.
Course Instructor Assignment
• The minimum data elements that need to be entered in the Staff Catalog for each Teacher to be included in CIA Extract are:
• State Staff ID –District Screen
• Primary Delivery Method ( Face to Face, Blended, Distance or Online) – Staff Additional Information Screen
Course Instructor AssignmentThe following data elements can be set on the NY Course - Section Information Screen:
• Primary Instruction Language Code (Can also be set on the NY Course Information Screen)
• New data element – Incidental Teaching Assignment Indicator. This is a Yes or No value and is required . It currently defaults to NO in the extract.
NOTE: Districts and BOCES can select one course/section that each teacher can teach outside their certification area. Approval of incidental teaching is required from your BOCES District Superintendent. All courses must be reported with default value of N.
Sample NY Course-Section Screen• In eSchoolPLUS, go to Master Schedule and search for a Course Section. Select the Course Section. Next, select Menu
and select NY Course Information under the heading Course Sections.
NY Class Entry/Exit
• Validates against Course Instructor Assignment, Marking Periods and Terms
• Includes a record for each student in each Course
• New this year in this template is Student District Code. In eSchoolPLUS this is pulled from the District of Residence Code for each Student.
• Also reported in this template is the Dual/Concurrent Credit Indicator. It is used to indicate if students in a course or course-section are attempting to earn both post secondary and high school credit. It is a Yes or No value and defaults to No.
• If it does not apply to all students in a course, it can be manually updated for specific students on the Schedule Entry Screen.
NY Course Information Screen
If Dual Credit checkbox is selected, Dual Credit Code Must also be specified. Choices are: BOCES, College, Other District and Other.
Overriding Dual Credit for Specific Student• Navigate to the students Schedule Entry Screen. (Scheduling/Student Schedules/Schedule Entry)
• Click on the Course that you want to Override Dual Credit in. Scroll to the bottom of the screen and select the Other Student Course Information area. Then select NY Course Override.
Resources Available
On the SCRIC Webpage: https://www.southcentralric.org/eSchoolPlusSupport.aspx
There are resources to help with NYS Reporting.
• NYS Reporting Help Documents
• Training Resources include Video Tutorials for NY State Downloads and Extracts
• Password: dashelp