Student Cycle Reporting for eSchoolPlus

2017-2018

APSCN

Resources APSCN website for eSchoolPlus documentation:

http://www.apscn.org/sis/sis.htm SMS Required Fields for State Reporting SIS Code Conversion Chart ALE Coding State Reporting Advanced Searches

Statewide Information System site: https://adedata.arkansas.gov/sis/ SIS Manual 2017-2018

Cycle Instructions for Web-Based System

Certification of Data Accuracy

Statement of Assurances

Resources (con’t)

APSCN website for ADE Contact Information: http://www.apscn.org/sis/sis.htm

Contact List 2017/2018

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 State Equivalency Code pulls in Cycles 1 - 9.

Menu Access: Administration > System Setup > District > District (Preferences tab)

The District’s Mailing Address and Phone Number pulls in Cycles 1 - 9.

Menu Access: Administration > System Setup > District > District (Contact Information tab)

District

DistrictMenu 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

Pulls in Cycles 1 - 9

Menu Access: Administration > System Setup > Building > Building (Main tab)

Pulls in Cycles 1 - 9

Menu Access: Administration > System Setup > Building > Building (Preferences tab)

Building

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

School Type Indicator

CalendarMenu Access: Registration Center > Setup > Calendars

Pulls in Cycles 1-7.

Calendars should be as accurate as possible for Cycle 1 submission.

Commissioner’s Memo FIN-09-088 dated 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.

Commissioner’s Memo CNU-16-044 dated 06/17/2016 A school can serve food outside of the Nutrition Standards for nine (9) special event days. Day Type of 9DY

Attendance quarter days should be between 40 and 50 days.

Staff Information – District

Menu Access: Registration Center > Staff Information

• Pulls in Cycles 2, 6 & 7

Staff Information - BuildingMenu Access: Registration Center > Staff Information

Remove values fromthese fields

wheninactivating a teacher.

Uncheck box to

inactivate teacher.

Remove these values when

inactivating a teacher.

Staff Information - District

Staff Information – District-Defined

Staff Information – District-Defined

Demographics – RegistrationMenu Access: Student Center > Demographic > Registration

Menu Access:

Student Center >

Demographic >

Personal

Demographics – Personal

Menu Access:

Student Center >

Demographic >

Personal

Demographics – Personal (Continued)

Menu Access:

Student Center >

Demographic >

Academic

Demographics – Academic

Pulls in Cycles 2 - 7Menu Access: Student Center > Demographic > Contacts

Demographics – Contacts

Pulls in Cycles 2 - 7Menu Access: Student Center > Demographic > Addresses

Demographics – Addresses

Menu Access: Student Center > Demographic > SIS/Misc ItemsDemographics – SIS/Misc Items

Demographics – ProgramsMenu Access: Student Center > Demographic > Programs

Menu Access: Student Center > Demographic > Programs > ARCUR– Curriculum

Demographics – Programs

Menu Access: Student Center > Demographic > Programs > ARRS – Residency

Demographics – Programs

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 is

also enrolled in any credit-earning course.

Residency

Menu Access: Student Center > Demographic > Programs > ARSES – Meal Status

Demographics – Programs

Menu Access: Student Center > Demographic > Programs > ARTRN – Transported

Demographics – Programs

Menu Access: Student Center > Demographic > Programs >

ARELL – ELL Entry/Exit

Demographics – Programs

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

Demographics – Programs

GT Coordinators or a designated person

should have securities to access eSchool

so they can review their students in the

GT program.

Demographics – Programs - GT

Pulls in Cycles 1 - 7Menu Access: Student Center > Demographic >

SSN Correction

Demographics – SSN Correction

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

Entry/Withdrawal Detail

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

Attendance

Attendance

Attendance is reported in the following

cycles….

Cycle 3 (1st Qtr.) Due November 15

Cycle 5 (2nd Qtr.) Due February 15

Cycle 6 (3rd Qtr.) Due April 15

Cycle 7 (4th Qtr.) Due June 15

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 11-19) must have the number of days suspended or expelled entered in the duration fields.

Menu Access:

Student Center >

Discipline >

Incident List

Discipline• Pulls in Cycle 7

Menu Access:

Student Center >

Discipline >

Incident List

Discipline

Discipline - NEW 2017-18

Pulls in Cycles 2, 6 & 7Menu Access:

Scheduling Center >

Master Schedule >

Master Schedule

Scheduling – Master Schedule

Menu Access:

Scheduling Center >

Master Schedule >

Master Schedule

Scheduling – Master Schedule (Continued)

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.

Pulls in Cycles 2,6 & 7

Menu Access:

Scheduling Center >

Master Schedule >

Course SIS Data

Scheduling – Course SIS Data

Scheduling – Course SIS Data

Exclude from Cycle – Used to indicated that a course-section should NOT be pulled for cycle reporting.

Licensure Exception – Indicates the reason a teacher is assigned to a course that he/she is not licensed to teach. An unlicensed teacher in a core academic area must meet AQT.

Vocational LEA – Used to indicate the Vocational or Secondary Center where the course is taken.

Scheduling – Course SIS Data Digital Learning Act 1280 - Commissioner’s Memo: COM

14-078 06/13/2014

Digital Learning Type - Indicates the digital learning service type provided.

Note: The Digital learning teacher should be reported, not the room monitor/facilitator.

Digital Learning Provider - Indicates the organization providing the digital learning instruction.

Digital Delivery - Indicates the type of technology used in the digital learning instruction.

If the Digital Learning teacher is from a provider and this teacher does not hold an Arkansas teaching license, the district is required to obtain the birthdate and a generic SSN on the teacher.

Scheduling – Course SIS Data

Scheduling – Course SIS Data

Special Education – Used to indicate that the course-section is taught in a Special Education environment offered exclusively to Special Ed students.

Scheduling – Course SIS Data

• Alternative Ed -All ALE courses must have this field checked

• ALE Days will be collected in Cycles 3,5,6 & 7

• All students in an ALE program must have designated ALE courses scheduled

• All ALE courses should indicate the MINUTES PER DAY the course meets on Course SIS Data Screen.

Scheduling – ALE FTE Calculation

(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 ALE Coding

• Student Curriculum Program 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 – Course SIS Data

Coding Block 7/8 - Check the Coding Block 7/8 box to indicate the Computer Science Coding Block for grades 7 or 8 curriculum is taught as part of this course.

Scheduling – Course SIS DataConcurrent Credit College Credit – If course is a college course

issuing college credit check the box.

Institution Issuing Credit – Select the name of the institution issuing the concurrent college credit from the drop down table.

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 SIS Data

Kindergarten Overage Flag – Used to indicate that this course-section has more students than allowed but is acceptable due to having a teacher aide.

Scheduling – Course SIS Data

Course Minutes - 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.

Menu Access: Student Center > Mark Reporting >

Report Card Summary

Mark Reporting

Menu Access:

Student Center >

Mark Reporting >

GPA Summary

Mark Reporting

Medical Immunizations for students will pull in Cycle 3.

Vision Screening information for each student will be pulled in Cycles 3 and 6.

Hearing Screening information for each student will be pulled in Cycle 7.

Scoliosis Screening information for each student will be pulled in Cycle 7.

All screening that have a Referral will require a Follow-up

Medical - Immunizations

The ‘Had Disease’ flag will be pulled in Cycle 3 when the series code of Varicella is used.

Pulls in Cycle 7

Menu Access:

Student Center >

Medical > Dyslexia

Medical – Dyslexia

QUESTIONS?