Achieve the unimaginable with information technology

Schooltool/DDC TrainingSeptember 2018

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Achieve the unimaginable with information technology

Today’s Agenda• Schooltool support

• Staff Snapshot – minimum required fields Teacher/Counselor Data:

o Universal Teach IDs

o Identifying Counselors

o Primary Indicator (Master Schedule)

• Enrollment: August Graduate Reporting

• Programs Services: Summer School

Homeless Students - NEW

PreK Students

• Dual Credit - NEW

• Generating Extracts (Student Lite, Entry/Exit and Program Fact)

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Achieve the unimaginable with information technology

Where can I find schooltool support?

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Schooltool support web page:• https://www.southcentralric.org/schooltoolSupport

o View upcoming events and training o Register for training eventso Login to your schooltool accounto View “How-To” documents and video tutorials (password dashelp)

Schooltool email:• schooltool@btboces.org

Enter a Service Now ticket:• https://scric.service-now.com

Schooltool support helpline:• 763-3591, Opt #3

Achieve the unimaginable with information technology

Staff Snapshot (minimum requirements)

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Faculty/Faculty List

Each faculty member should have a minimum of the following fields entered into schooltool:

• First and Last Name

• Gender

• Under Faculty Information:o Any buildings they have access to checked

o Type –for Counselors this must be set to “Counselor” in order to pull in the extract

o Department (required field in schooltool)

o Universal Faculty ID – also required for Counselors

o Special Education – Used to indicate whether or not the teacher is designated as a Special Ed teacher (used for data warehouse purposes)

o English as a New Language - Used to indicate whether the teacher is designated as an English as New Language instructor.

Achieve the unimaginable with information technology

Identifying Faculty as Primary Provider

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Scheduling/Master Schedule

• This is set on the section of the course. The primary provider should always be ranked #1.

If there is only one Faculty member listed, it will default that provider to Rank #1.

IMPORTANT – When adding or changing faculty members throughout the year it is a good idea to check the faculty history by clicking on the history icon.

Example below:We deleted Melissa Parker from the section, when going into history, we originally had Maria Adams ranked #2 –she would now become primary so her ranked would have to be changed to #1.

Achieve the unimaginable with information technology

August Graduates

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All graduates require the following fields to be populated: August Graduates must be enrolled with 7/1/YYYY Start Date in the building

they graduated from.

• Diploma Type (Student’s Student/Enrollment record)

• Post Graduate Plans (Student’s Counseling/Notes tab)

o Diploma - this field is in a table that can be updated by the district – this is what would print on transcripts

o Exit Reason - this field is set by the vendor and cannot be updated/changed. This information is what gets pulled to the data warehouse.

• Career Pathway (Student’s Census/Demographics tab)A student who passes one Regents exam (or an examination from the list of Department-approved alternatives) in each of the following: English, Math, Science, and Social Studies PLUS: meets the requirements of the CDOS Commencement Credential, should be reported with a CDOS Career Path Code. If a student used more than one pathway, report the pathway with which the student associates most closely.

Achieve the unimaginable with information technology

Program Services – Summer School

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• Student’s Student/Other tab

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.

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Program Services – Homeless Students (New)

Homeless Student Status Moved to Other Program Service – A new Program Service under Other has been added: Homeless Student Status (8262).• Student’s Student/Other tab Prior to 2018-2019

NEW - After 2018-2019

Homeless students must be reported with Program Service Code 8262 – Homeless Student Status as well as a Homeless Primary Nighttime Residence.There are two other program service codes that may apply to homeless students. Students must be identified as homeless with the 8262 and have a Primary Nighttime Residence in order to report these codes:

Program Service Code 8272 — Homeless Unaccompanied Youth Status. This is reported in the Programs_Fact table for homeless students who are unaccompanied youth.

Program Service Code 0892 – Title I: Part A: Homeless Student Served with Set-Aside Funds. This is reported in the Programs_Fact table for homeless students who are served with Title I: Part A funds that the district is required to set aside for homeless students.

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Program Services – PreK Programs

• Student’s Student/Other tab

o Select the PreK Program Code that is correct for your district. Choices are – Universal PreK program or Other PreK Program

o If you select Universal PreK Program you are also required to report an additional program record for Type of Universal PreK Provider.

o Students reported in a PreK Program must also be reported as enrolled in a PreK grade level.

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Dual Credit (New)

• Scheduling/Course Catalog - Scheduling/Course Catalog - A

new dropdown list for dual credit settings has been added to

indicate the setting in which a dual credit course is being

taken.

o This information gets pulled in the Student Class Entry Exit

Export

o Indicates that the student is enrolled in a course in an attempt to

earn both postsecondary and high school credit, regardless of

whether they actually earn the credit or not

o Values are based on the course catalog setting; may be overridden

for individual students on the Counseling > Grades tab

Achieve the unimaginable with information technology

• Maintenance/Exports/State Validation Report – This report will identify potential errors that exists in schooltool for your district.

• Reports Include:o School Year

o Group – Course, Faculty or Student

o Type – options change depending on what Group is selected

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State Validation Report

Reports Filters

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Generating Extracts from schooltool

• 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, emailed or FTP’d to a specific destination

• User can be emailed when extract successfully completes or fails to complete successfully

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Questions?