year-end processing user guide 2008 · 2008. 6. 10. · 1 overview note: for basic navigation...

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

1

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).

2

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.

3

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.

4

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.

5

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.

6

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.

7

• 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.

8

“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.

9

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.

10

• 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).

11

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.

12

• 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.

13

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.

14

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.

15

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.

17

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

18

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.


Moved out of the district.

Moved out of the state.

19


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


screens, a new enrollment record is

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.

20


D If the [Wth/Return] checkbox is not


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’




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



and the [Preschl] checkbox is selected

on the (CE220) screen.





created.


Early childhood withdrawal.

21


F If the [Wth/Return] checkbox is not



created, the [Preschl] checkbox is

selected on the (CE220) screen, and

the kindergarten [Holdback] checkbox

is selected on the (CE220) screen.





created, and the [Preschl] and

[Holdback] checkboxes are not

selected on the (CE220) screen.


Kindergarten withdrawal - expected back

next year.

22


G This effect code potentially creates

enrollment records in the NPUB

school on the (CE225) screen.

If the [Wth/Return] checkbox is not



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’




created for the same school category as

the ended record.


Transferred to a nonpublic school.

23


H This effect code potentially creates

enrollment records in the ELSE





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.





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.

24


I This effect code potentially creates

enrollment records in the ELSE





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.





on the ending enrollment record.


Resident left to attend another district as

an enrollment options student.

25


J If the [Wth/Return] checkbox is not



created, and the [Inactive] checkbox is

selected on the (CE220) screen.

Message = ‘CE220 inactive flag set’




created.


Died.

K If the [Wth/Return] checkbox is not



created.

Message = ‘Unable to process’




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


L If the [Wth/Return] checkbox is not



created.

Message = ‘Unable to process’




created.


Registered but never attended.

27

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.

28

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.

29

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.

30

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

33

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

34

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

38

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

year-end processing user guide 2008 · 2008. 6. 10. · 1 overview note: for basic navigation...

Documents