eschoolplus’ studentcycle’repor0ng’for’...
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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
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.
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
Demographics – Programs
GiLed &Talented
Dr. Mary Kathryn Stein, Program Coordinator ADE GiLed & Talented and Advanced Placement
Phone: 501-‐682-‐4224 Email: mary.stein@arkansas.gov
Menu Access: Student Center > Demographic > Programs > ARGT – Gifted/Talented
Demographics – Programs
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
� 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.
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 – 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.
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.
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