synergy sis€¦ · june 2016 0 initial release of this document for version 10.03 july 2016 1...

Volume 01, Edition 01, Revision 02 December 2016 Copyright 2016 Edupoint Educational Systems, LLC Document Number: SISCOSRG

Synergy SIS®

Colorado State Reporting Guide

Edupoint Educational Systems, LLC

1955 South Val Vista Road, Ste 210 Mesa, AZ 85204

Phone (877) 899-9111 Fax (800) 338-7646


Copyright 2016 Edupoint Educational Systems, LLC

This edition applies to Synergy® SIS software and all subsequent releases and modifications until indicated with new editions or revisions.

The Edupoint Synergy Student Information System (SIS) software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties.

Information in this document is provided in connection with Edupoint Educational Systems products. No license to any intellectual property rights is granted by this document.

The screens, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization.

The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental.

Synergy and Edupoint are registered trademarks of Edupoint Educational Systems, LLC.

* Other names and brands may be claimed as the property of others.

Copyright 2016, Edupoint Educational Systems, LLC. All rights reserved.


Edupoint Proprietary and Confidential 3

TABLE OF CONTENTS CHAPTER ONE OVERVIEW ...................................................... 10

Colorado Reporting Overview ...................................................................... 11

• Data Collection .................................................................................. 11 • Data Verification ................................................................................ 12

Data Submission Process Overview ............................................................ 12

Setup Process Overview .............................................................................. 13

CHAPTER TWO LOOKUP TABLES SETUP ................................. 14

Lookup Tables Overview .............................................................................. 15

• Maintaining Lookup Tables ................................................................ 15

Lookup Table Definitions .............................................................................. 16

• K12.Grade ......................................................................................... 17 • K12.Graduation Status ...................................................................... 17 • K12.Language ................................................................................... 18 • K12.CourseInfo.AP Code .................................................................. 18 • K12.CourseInfo.Instructional Level .................................................... 18 • K12.CourseInfo.Provider Description ................................................ 19 • K12.Demographics.Year End Status ................................................. 19 • K12.Enrollment.Enter Code ............................................................... 19 • K12.Enrollment.Instructional Setting ................................................. 20 • K12.Enrollment.Leave Code .............................................................. 20 • K12.Enrollment.Special Program Code ............................................. 20 • K12.Enrollment.Tuition Payer Code .................................................. 21 • K12.ProgramInfo.ELL Des Code ....................................................... 21 • K12.ProgramInfo.ELL Idea Level ...................................................... 22 • K12.ProgramInfo.ELL Program Code ................................................ 22 • K12.ProgramInfo.FRM Program Code .............................................. 22 • K12.ProgramInfo.Gate Category ....................................................... 23 • K12.ProgramInfo.Nighttime Residence ............................................. 23 • K12.ProgramInfo.SPED Concurrency ............................................... 24 • K12.Setup.District Number ................................................................ 24 • K12.ScheduleInfo.Staff Responsibility ............................................... 25 • K12.ScheduleInfo.Term Codes ......................................................... 26 • Revelation.Country ............................................................................ 26


4 Copyright 2016 Edupoint Educational Systems, LLC

• Revelation.Ethnicity ........................................................................... 27 • Revelation.State ................................................................................ 27

CHAPTER THREE ORGANIZATION SETUP ................................. 28

District Information Setup ............................................................................. 29

School Information Setup ............................................................................. 31

CHAPTER FOUR DISTRICT SETUP ............................................ 32

Configuring No Shows .................................................................................. 33

Configuring Program Exits ............................................................................ 35

Configuring District State Requirements ....................................................... 36

CHAPTER FIVE SCHOOL SETUP .............................................. 37

Marking School Categories .......................................................................... 38

Excluding from State Reporting .................................................................... 39

Enabling College Credit ................................................................................ 40

CHAPTER SIX PROGRAM SETUP ............................................. 41

Defining Needs and Programs ...................................................................... 42

CHAPTER SEVEN STUDENT SCREEN DATA ENTRY ................... 44

Collecting Student Data ................................................................................ 45

• Demographics Tab ............................................................................ 45 • Other Info Tab .................................................................................... 47 • Enrollment Tab .................................................................................. 48 • Enrollment History Tab ...................................................................... 50

Importing Student State IDs.......................................................................... 52

CHAPTER EIGHT CALCULATION PROCESSES ........................... 53

Instructional Hours Process .......................................................................... 54



Continuous and Funding Process ................................................................ 57

• Colorado Continuous ......................................................................... 57 • Continuous in District/ Continuous in School Examples .................... 59

CHAPTER NINE OTHER SETUP ................................................ 61

CTE Setup ................................................................................................... 62

• District Course ................................................................................... 62 • Mark Definition .................................................................................. 63 • CTE Programs ................................................................................... 64

Discipline and Discipline Incident Setup ....................................................... 66

• District Discipline Code Setup ........................................................... 66 • District Disposition Code Setup ......................................................... 67

Student Setup .............................................................................................. 69

• Instructional Setting ........................................................................... 69 • Home Based ...................................................................................... 69 • Pupil Attendance ............................................................................... 71

Post-Secondary Course Setup ..................................................................... 72

Staff Roles ................................................................................................... 74

Include Credit ............................................................................................... 75

CHAPTER TEN SYNERGY REPORTS ......................................... 76

STU425 – Student Continuous Status Report .............................................. 77

STU426 – Student Scheduled Hours Report ............................................... 79

CHAPTER ELEVEN STUDENT RECORD EXTRACTS .................... 82

Records Integrated Tracking System (RITS) ............................................... 83

Student Interchange ..................................................................................... 84

• Student Demographic File ................................................................. 84 • School Association File ..................................................................... 86 • Student Advanced Course Completion File ....................................... 87



Teacher Student Data Link Interchange ....................................................... 88

• Teacher Student Data Link Course Instructor File ............................. 88 • Teacher Student Data Link Course Enrollment File ........................... 89

Title 1 Interchange File ................................................................................. 91

Discipline Interchange .................................................................................. 92

School Discipline and Attendance Extracts .................................................. 94

• SDA Discipline by Action File ............................................................. 94 • SDA Discipline Demographic File ...................................................... 95 • SDA Aggregate Attendance File ........................................................ 96 • SDA Firearm (GFSA) Discipline File .................................................. 97

Career and Technical Education Extracts .................................................... 98

• CTE Middle School File ..................................................................... 98 • CTE Secondary File ........................................................................... 99

CHAPTER TWELVE CDE FIELD LOCATIONS ........................... 100

RITS Field Locations .................................................................................. 101

Student Interchange Field Locations .......................................................... 102

• Student Demographic ...................................................................... 102 • School Association .......................................................................... 107 • Student Advanced Course Completion ............................................ 111

Discipline Interchange Field Locations ....................................................... 116

TSDL Field Locations ................................................................................. 119

• TSDL Course Enrollment ................................................................. 119 • TSDL Course Instructor ................................................................... 121

SDA Field Locations ................................................................................... 123

• SDA Discipline by Action ................................................................. 123 • SDA Discipline Demographic ........................................................... 125 • SDA Firearm (GFSA) Discipline ....................................................... 127

Title 1 Field Locations ................................................................................. 129



ABOUT THIS MANUAL Edupoint Educational Systems develops software with multiple release dates for the software and related documentation. The documentation is being released in multiple volumes to meet this commitment.

The table below lists the release date, software version, documentation volume number, and the content included in each volume of documentation to date.

Software and Document History

Date Revision Content June 2016 0 Initial release of this document for version 10.03 July 2016 1 Updated to version 10.04 December 2016 2 Updated to version 10.05

• State Code 90 for K12.Graduation Status in Lookup Table Definitions

• K12.Enrollment.Special Program Code lookup table

• State Code 99 for K12.ScheduleInfo.Staff Responsibility in Lookup Table Definitions

• Special Program Code in Demographics Tab of Collecting Student Data

• ASCENT Program/ASCENT Carry Forward in Student Demographic File of Student Interchange

• Post-Secondary Course Setup in Chapter 9

• Student Demographic Bilingual reporting in Student Demographic File of Student Interchange

• Added Synergy Reports chapter and included STU425 and STU426



CONVENTIONS USED IN THIS MANUAL

Bold Text Bold Text - Indicates a button or menu or other text on the screen to click, or text to type.

Tip – Suggests advanced techniques or alternative ways of approaching the subject.

Note – Provides additional information or expands on the topic at hand.

Reference – Refers to another source of information, such as another manual or website

Caution – Warns of potential problems. Take special care when reading these sections.

BEFORE YOU BEGIN

Before installing any of the Edupoint family of software products, please be sure to review the system requirements and make sure the district’s computer hardware and software meet the minimum requirements. If there are any questions about the system requirements, please contact an Edupoint representative at (877) 899-9111.

Caution: The Edupoint family of software does not support the use of pop-up blockers. Please disable any pop-up blockers (also known as pop-up ad blockers) on the system before logging into any Edupoint product.

At any point, if there are any technical difficulties, please contact the Edupoint technical support team at [email protected] or by phone at 1-877-899-9111 option 1.

mailto:[email protected]



NAVIGATION The Navigation Tree (also called PAD Tree) lists all screens or reports to which the user has access. It is located on the left side of the Content Area. Synergy SIS may be navigated directly from the Navigation Tree.

The statement “Navigate to User Preferences > User Profile” means:

Colorado State Reporting Guide Chapter One


Chapter One OVERVIEW

This chapter covers the following topics:

► Colorado Reporting Overview ► Data Submission Process Overview ► Setup Process Overview

Chapter One Colorado State Reporting Guide


COLORADO REPORTING OVERVIEW This guide illustrates the setup and configuration features for Colorado users, including the screens and information needed to report data to the Colorado Department of Education (CDE). This manual supplements the standard documentation of Synergy SIS and only covers processes and functionality specific to the state of Colorado.

Synergy provides a seamless process to report the required data to the CDE. Some of the notable reporting features include:

• District-level Data Collection: Users upload data for the entire district, not separate uploads for individual schools.

• Yearly Compliance Updates: Synergy SIS updates every year to reflect changes with CDE reporting and state regulations. Edupoint provides these updates to districts with an active support and maintenance contract at no additional cost.

Data Collection

The state of Colorado requires data to be collected and submitted to the CDE in the following scheduled extracts:

• Record Integration Tracking System (RITS) • Student Interchange

o Student Demographics o Student School Association o Advanced Course Completion

• Teacher Student Data Link o Course Enrollment o Course Instructor

• Title I • Discipline Interchange

o Discipline Action • School Discipline and Attendance

o Discipline by Action o Discipline by Student Demographic o Firearm (GFSA) Discipline o Attendance

• Career and Technical Education o Middle School o Secondary School

Users enter student enrollment information into the Student > Student screen as part of the normal enrollment process. Users also enter attendance information into Synergy as part of the normal attendance taking procedure, and enter information regarding student participation in special programs (such as ELL) into screens within the Student Programs module.

Colorado State Reporting Guide Chapter One


Data Verification

While administrators can set data entry fields as mandatory to ensure users verify correct information, the approach is not practical in the cases where data is unavailable at the time of entry. Synergy instead validates data when uploading information to the CDE using the transaction validation rules from the state. These validation rules update when the state modifies them.

Note: Synergy creates a PDF report after the file creation process completes that contains a summary of all information, including one Excel spreadsheet per extract containing any errors or invalid data.

DATA SUBMISSION PROCESS OVERVIEW CDE reporting in Synergy consists of the following steps:

1. Creation – Synergy generates a report of all included students and any errors that require review, and creates a final file for the state.

2. Upload – Clients upload the generated text file to the CDE. Users should also save this file for their records.

3. Verify – Verify the data sent to the CDE. The state provides reports showing any errors.

Note: For more information on extracts, please see Chapter Ten.

The Student > Student screen collects the majority of student information required by the CDE. The CO module contains extracts and state setup screens.

Figure 1-1 - CO Synergy Module

Chapter One Colorado State Reporting Guide


SETUP PROCESS OVERVIEW Before starting the state setup process, administrators should complete the Attendance and Student setup, and gather the following information:

• A current list of valid data codes. • A list of special needs programs in use at each school. Each district must offer

ELL and Special Education programs, but schools may offer additional programs. • An administrative Synergy SIS login with access to all schools and district-level

data. • All state-assigned District Codes and School Codes. The reporting process

requires these codes to ensure that data is credited to the correct district and school.

• Any additional Synergy SIS guides for reference.

The setup and configuration steps for reporting data to the CDE consist of the following:

1. Lookup Table Setup 2. Organization Setup 3. District Setup 4. School Setup 5. Colorado Extract Required Setup

Chapters Two through Six provide more detail about these setups.

Colorado State Reporting Guide Chapter Three


Chapter Two LOOKUP TABLES SETUP


► Lookup Tables Overview ► Lookup Table Definitions

Chapter Three Colorado State Reporting Guide


LOOKUP TABLES OVERVIEW Various screens within Synergy have several drop-down lists where users select pre-populated values. Synergy stores these values within lookup tables, which administrators modify through System > Setup > Lookup Table Definition.

Note: Certain tables are product-owned and locked for editing by Synergy.

Maintaining Lookup Tables

1. Navigate to System > Setup > Lookup Table Definition. 2. Locate the table to modify.

Figure 2-1 - Lookup Table example

3. Click Add. A new row appears in the Lookup Values grid. 4. Enter the following values:

• ListOrder – The order that values display in the dropdown list. If this field is blank, values will be sorted by Code and Description.

• Code – A five-character value used to link tables in the Synergy database. This value may be the same code used by the state or designed by the district.

• Description – The name that appears in the list. • Other SIS – If converting data from another student records system, this field is

the value from the previous system. (Optional) • State Code – The state required code, as used for state reporting. • Alt Code 3 – An alternative code used for specific reports. Synergy SIS guides

specify if this value is required. • Alt Code SIF/Ed-Fi Code – Codes used if schools participate in specific

programs or use specific features. Synergy SIS guides specify if this value is required.

• Status – Start and end dates used to activate/ deactivate a code for a specific year. Deactivated codes remain in tables, but cannot be used on new records.

5. Click Save.



Note: Synergy uses codes entered in the State Code column for any state reporting. If no State Code exists, the system uses the code in the Code column.

LOOKUP TABLE DEFINITIONS There are several lookup tables required for the state extract reports. Administrators set up these tables with state required codes, such as county codes and grade codes. Since these codes can change at any time, please check with the CDE for any necessary updates.

Synergy SIS Colorado Reporting Data Element K12 Grade Grade Level Graduation Status Graduation Status Language Language Background K12.CourseInfo AP Code Advance Placement Course 1 - 10 Instructional Level Post-Secondary Program Enrollment Other Provider Desc Post-Secondary Institution K12.Demographics Year End Status Retention Next School Year K12.Enrollment Enter Code Entry Type Instructional Setting Special Education Transition Leave Code Exit Withdraw Type Special Program Code ASCENT Program Code Tuition Payer Code Tuition Payer Code K12.ProgramInfo ELL Des Code ESL Program ELL Idea Level Language Proficiency ELL Program Code Bilingual Program FRM Program Code FRM Code Gate Category Gifted and Talented Area Nighttime Residence Nighttime Residence SPED Concurrency Program Code K12.Setup District Number Parents Residence for Non-Resident Students District K12.ScheduleInfo Staff Responsibility Staff Role Team Teaching Add Team Teaching Term Codes Term Codes Revelation Country Parents Residence for Non-Resident Students Country Ethnicity Ethnicity State Parents Residence for Non-Resident Students State

Caution: Do not change or remove table code values already in use. Only change the State Code column value for the corresponding state table. If a code must be removed from use, delete the State Code value and use the fields Year Start and Year End to inactivate codes.



K12.Grade

Figure 2-2 - K12.Grade Lookup Table

Code Description State Code 090 K 007 110 01 010 120 02 020 130 03 030 140 04 040 150 05 050 160 06 060 170 07 070 180 08 080 190 09 090 200 10 100 210 11 110 220 12 120 250 Grad 080 PK 004 350 5C 050 400 8C 080

K12.Graduation Status

You can use 90 as the State Code for any valid graduation status to report on the School Association File.

Figure 2-3 – K12.Graduation Status Lookup Table



K12.Language

Figure 2-3- K12.Language Lookup Table

K12.CourseInfo.AP Code

Figure 2-4 - K12.CourseInfo.AP Code Lookup Table

K12.CourseInfo.Instructional Level

Figure 2-5 - K12.CourseInfo.Instructional Level Lookup Table



K12.CourseInfo.Provider Description

Figure 2-6 - K12.CourseInfo.Provider Description Lookup Table

K12.Demographics.Year End Status

Figure 2-7 - K12.Demographics.Year End Status Lookup Table

K12.Enrollment.Enter Code

Figure 2-8 - K12.Enrollment.Enter Code Lookup Table



K12.Enrollment.Instructional Setting

Figure 2-9 - K12.Enrollment.Instructional Setting Lookup Table

K12.Enrollment.Leave Code

Figure 2-10 - K12.Enrollment.Leave Code Lookup Table

K12.Enrollment.Special Program Code

Figure 2-11 - K12.Enrollment.Special Program Code



K12.Enrollment.Tuition Payer Code

Figure 2-12 - K12.Enrollment.Tuition Payer Code Lookup Table

K12.ProgramInfo.ELL Des Code

Figure 2-13 - K12.ProgramInfo.ELL Des Code Lookup Table



K12.ProgramInfo.ELL Idea Level

Figure 2-14 - K12.ProgramInfo.ELL Idea Level Lookup Table

K12.ProgramInfo.ELL Program Code

Figure 2-15 - K12.ProgramInfo.ELL Program Code Lookup Table

K12.ProgramInfo.FRM Program Code

Figure 2-16 - K12.ProgramInfo.FRMProgramCode Lookup Table



K12.ProgramInfo.Gate Category

Figure 2-17 - K12.ProgramInfo.Gate Category Lookup Table

K12.ProgramInfo.Nighttime Residence

Figure 2-18 - K12.ProgramInfo.Nighttime Residence Lookup Table



K12.ProgramInfo.SPED Concurrency

Figure 2-19 - K12.ProgramInfo.SPED Concurrency Lookup Table

Code Description State Code 0044 Poudre Cooper Home 18-21 Transition Program 0044 0045 Poudre Community Connections 18-21 Transition Program 0045 0046 Poudre Project SEARCH 18-21 Transition Program 0046 0016 Mesa Grand Junction InSteps 18-21 Program 0046

K12.Setup.District Number

Figure 2-20 - K12.Setup.District Number Lookup Table



K12.ScheduleInfo.Staff Responsibility

You can use 99 as the State Code for any staff to exclude from the TSDL Course Instructor File.

Figure 2-21 - K12.ScheduleInfo.StaffResponsibility Lookup Table



K12.ScheduleInfo.Term Codes

Figure 2-22 - K12.ScheduleInfo.Term Codes Lookup Table

ListOrder Code Description Other SIS State Code

1 Q1 Quarter 1 Q1 S1 2 Q2 Quarter 2 Q2 S1 3 Q3 Quarter 3 Q3 S2 4 Q4 Quarter 4 Q4 S2 5 S1 Semester 1 S1 S1 6 S2 Semester 2 S2 S2 7 S1E S1E S1E S1 8 SA SA SA 9 SS Summer School SS YR 10 H1 Hexter 1 H1 S1 11 H2 Hexter 2 H2 S1 12 H3 Hexter 3 H3 S1 13 H4 Hexter 4 H4 S2 14 H5 Hexter 5 H5 S2 15 H6 Hexter 6 H6 S2 16 T1 Trimester 1 T1 S1 17 T2 Trimester 2 T2 S1 18 T3 Trimester 3 T3 S2 19 YR Year YR YR

Revelation.Country

Figure 2-23 - Revelation.Country Lookup Table



Revelation.Ethnicity

Figure 2-24 - Revelation.Ethnicity Lookup Table

Revelation.State

Figure 2-25 - Revelation.State Lookup Table



Chapter Three ORGANIZATION SETUP


► District Information Setup ► School Information Setup



DISTRICT INFORMATION SETUP Administrators enter information for districts and schools within the Organization screen. The state assigns district numbers, which Synergy uses to credit extract data to the correct district.

1. Navigate to System > Setup > Organization.

Figure 3-1 - Organization screen, District information

2. In the navigation tree, click the District Name. Additional information appears on the right.

3. Enter the District Number. 4. Enter the five-digit Alt ID. This is the Special Education Administrative Unit/District

Code.

Code Description 39031 Mesa 51, Grand Junction 35010 Larimer R-1, Poudre

5. Enter any additional data for the district. 6. Upload any district logos and images in the Images section.



Figure 3-2 - Images section

a. Click Attach. The upload screen appears.

Figure 3-3 - Upload screen

b. After locating the image, click Upload. 7. Click Save.



SCHOOL INFORMATION SETUP The state assigns unique CTDS codes to schools which Synergy uses for extract reporting.

1. Navigate to System > Setup > Organization. 2. In the navigation tree, expand the district to view a list of school types. 3. Expand the school type and select the school. Additional information appears on the

right.

Figure 3-4 - Organization screen, School information

4. Enter the School Code. This code is generally the local building number. 5. In the Other Information section, enter the State CTDS Code. This code is the

state-assigned building code.

Figure 3-5 - Other Information section

6. In the Alternate Information section, check Alternative School if applicable.

Figure 3-6 - Alternate Information section

7. Enter any additional data for the school. 8. Upload any school images or logos in the Image section. 9. Click Save.

Colorado State Reporting Guide Chapter Four


Chapter Four DISTRICT SETUP


► Configuring No Shows ► Configuring Program Exits ► Configuring District State Requirements

Chapter Four Colorado State Reporting Guide


CONFIGURING NO SHOWS Administrators must enable two settings in order to collect Leave Codes and Leave Dates for students marked No Show.

1. Navigate to System > Setup > District Setup. 2. On the District Setup screen, select the System tab.

Figure 4-1 - District Setup, System tab

3. Check Allow “No Show” 4. Check Require Summer Withdrawal Code/Date For “No Show” 5. Check Do Not Clear Summer Withdrawal Code and Date. 6. Click Save.

Examples of students reporting as No Shows on the School Association File are below.

Example 1 – No prior year enrollment School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2015-2016 School A 8/1/15 NO

Example 2 – Completed prior year and no-show at same school School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School A 8/1/15 YES

Example 3 – Completed prior year and no-show at different school School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School B* 8/1/15 YES *Denotes a student enrolled in different school

Example 4 – Did not complete prior year and no-show at same school School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 12/19/14 2015-2016 School A 8/1/15 NO



Example 5 – Did not complete prior year and no-show at different school School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 12/19/14 2015-2016 School B* 8/1/15 NO *Denotes a student enrolled in different school

Example 6 – Return to same school after first day School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School A 8/1/15 YES 2015-2016 School A 8/31/15

Example 7 – Return to different school after first day School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School A 8/1/15 YES 2015-2016 School B* 8/31/15 *Denotes a student enrolled in different school

Example 8 – Return to same school on first day School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School A 8/1/15 NO 2015-2016 School A 8/19/15

Example 9 – Return to different school on first day School Year School Enter Date Leave Date Summer Withdrawal Report No-Show 2014-2015 School A 08/19/14 2015-2016 School A 8/1/15 NO 2015-2016 School B* 8/19/15 *Denotes a student enrolled in different school

Chapter Four Colorado State Reporting Guide


CONFIGURING PROGRAM EXITS The Auto-Generate Needs Transactions option uses the enrollment history of a student to automatically exit and re-enroll a student from all programs during school-to-school transfers. This option must be enabled for CDE submission.

1. Navigate to Student Programs > Setup > Program Exit Codes.

Figure 4-2 - Program Exit Codes

2. In the General section, check Auto-Generate Needs Transactions. 3. Click Save.



CONFIGURING DISTRICT STATE REQUIREMENTS 1. Navigate to CO > Setup > District State Requirements.

Figure 4-3 - District State Requirements

2. Enter the Continuous Colorado Dates to configure the last enrollment date designated by the CDE to count students as continuous.

Note: The Grade 11 Date and Other Date are generally two years prior to the current year.

3. Enter the Continuous in School and District Dates to configure the snapshot date designated by the CDE.

Note: This is generally October 1st of the current school year.

4. Enter the Student Teacher Interchange Settings. 5. Click Save.

Chapter Five Colorado State Reporting Guide


Chapter Five SCHOOL SETUP


► Excluding from State Reporting ► Marking School Categories ► Enabling College Credit

Colorado State Reporting Guide Chapter Five


The School Setup screen contains term information, school categories, school configuration options, and other information.

MARKING SCHOOL CATEGORIES Administrators can set schools in different categories: Regular, Online, Single District Online Program, Certified Multiple District Online Program, Colorado Preschool Program, PK Special Education, or Home Based. The system uses these categories to calculate a student’s funding status in the School Association extract.

1. Navigate to System > Setup > School Setup.

Figure 5-1 - School Setup

2. In the Type Information section, choose the School Category. 3. Click Save.

Chapter Five Colorado State Reporting Guide


EXCLUDING FROM STATE REPORTING Certain schools do not participate in state reporting. Before enabling this option, ensure that the proper school is set as the focus.


Figure 5-2 - School Setup, Other Info section

2. In the Other Info section, check Exclude from State Reporting. 3. Click Save.

Colorado State Reporting Guide Chapter Five


ENABLING COLLEGE CREDIT Districts have the option of turning on College Credit by individual school, to mark students as post-secondary at the student level rather than the course level. Users must enable this feature at each secondary school in order for the College Credit column to appear within the Schedule > Section screen.


Figure 5-3 - School Setup, Other Info section

2. In the Other Info section, check Enable College Credit. 3. Click Save.

Chapter Six Colorado State Reporting Guide


Chapter Six PROGRAM SETUP


► Defining Needs and Programs

Colorado State Reporting Guide Chapter Six


DEFINING NEEDS AND PROGRAMS This section outlines the specific setup needed for programs reported to the state. Review existing programs to ensure that these programs have proper state code values, or add a new program using the steps below.

1. Navigate to Student Programs > Setup > Needs/Programs Definition. 2. Click Add. A new window opens.

Figure 6-1 - Add Needs/Programs Definition

3. Enter the State Code shown in the table below. 4. Enter the Description. 5. Select the Ed-Fi Code. 6. Select the Locale. 7. Check School Based, if applicable. 8. Select the Reporting School. 9. Click Save. The window closes.

State Code Description School Based 01 Title 1 (Schoolwide) Yes 02 Expelled Program No 03 Migrant No 04 Immigrant No 05 Refugee No 06 Homeless No 07 504 Plan No 08 Title 1 (Target Assisted) No 10 Teen Parent No 11 READ Plan No 12 Opportunities Unlimited No

Chapter Six Colorado State Reporting Guide


Figure 6-2 - Needs/Programs Definition screen

Colorado State Reporting Guide Chapter Seven


Chapter Seven STUDENT SCREEN DATA ENTRY


► Collecting Student Data ► Importing Student State IDs

Chapter Seven Colorado State Reporting Guide


COLLECTING STUDENT DATA The Student > Student screen contains all student information required for Colorado state reporting. Users must complete the following fields to ensure proper reporting.

Demographics Tab

Figure 7-1 - Student screen, Student Information section

Note: The Suffix is part of the Student Last Name when extracted for state reporting.

Field Required Note Last Name Yes Student’s Last Name First Name Yes Student’s First Name Middle Name Yes Student’s Middle Name Suffix No Student’s Legal Name Suffix* Perm ID Yes Local ID (LASID) Grade Yes Grade Level Gender Yes Student’s Gender Home Language Yes Language Background State ID Yes Student’s State ID (SASID) Birth Date Yes Student’s Date of Birth Email No Student’s Email Address



Figure 7-2 – Race and Ethnicity section

Field Required Note Hispanic/Latino Yes Student’s Ethnicity: Hispanic or Latino Race Yes Student’s Race

Figure 7-3 - Home Address section

Field Required Note Address No Student’s Address City No Student’s Address City

State No Student’s Address State and State of Parent’s Residence for Non-Residence Students

Zip No Student’s Address Zip District of Residence by Address No District of Parent’s Residence

Reason for Attendance No Reason for attending outside of boundary

Figure 7-4 - Phone Numbers section



Field Required Note Primary No Student’s Primary Phone Phone No Student’s Secondary Phone

Other Info Tab

Figure 7-5 – Student screen, Other Info tab

Figure 7-6 - Other Info tab, Graduation Information section

Field Required Note General Equivalency Diploma No Attends District Funded GED Program CSAP Alternate Assessment Participation No Alternate Assessment Participant

Country of Citizenship No Country of Parent’s Residence for Non-



Residence Students Non-Citizen Type No Foreign Exchange Student Pupil Attendance Information No Pupil’s Attendance Information Year End Status No Retention Code Graduation Date No Graduation Date Graduation Status No Graduation Status

Enrollment Tab

Figure 7-7 - Student screen, Enrollment tab

Note: Changes made in the Enrollment Activity section require users to enter an Effective Date. If entering data unrelated to state reporting, users can enter the Last Activity Date to update existing student information.

Field Required Note Enter Date Yes Entry Date Enter Code Yes Entry Type Leave Date No Exit Withdraw Date Leave Code No Exit Withdraw Type



Tuition Payer Code No Contractual Agreement with Third Party Educators/Program

Instructional Setting No Special Education Transition Special Program Code No ASCENT Program or ASCENT Carry

Forward Home Based No Home Based Education (single

student) Primary School No Primary School

Note: If Special Program Code is left blank, the value defaults to ASCENT Program.

Figure 7-8 - Enrollment tab, Other Enrollment Information section

Field Required Note Continuous in District No Continuous in District (calculated) Continuous in School No Continuous in School (calculated) Continuous in State No Colorado Continuously (calculated) State Funding Status No Public School Finance Funding Status

(calculated) Entry/Re-Entry Type Yes Indicates US or State Entry Entry/Re-Entry Date Yes Date Most Recently Enrolled in U.S.



Enrollment History Tab

Figure 7-9 - Enrollment History Tab

Users edit student Enrollment History records by clicking the Enter Date or Show Detail to open the Enrollment History screen. Click Save to preserve any changes.

Figure 7-10 - Enrollment History



Figure 7-11 - Enrollment History, School Enrollment detail view



IMPORTING STUDENT STATE IDS Users can import Student State IDs from the CDE through the State Import Processes screen.

1. Navigate to CO > State Import Processes. 2. Click Add. The upload window appears. 3. Select Browse to locate the file to upload, and click Upload. The window closes.

Figure 7-12 - Colorado State Import Processes

4. Check Allow State IDs to be changed if they already exist to override any existing state IDs assigned to students on the Student screen.

5. Under File Type, select the desired file format. 6. Click Save. 7. Click Process File.

Chapter Eight Colorado State Reporting Guide


Chapter Eight CALCULATION PROCESSES


► Instructional Hours Process ► Continuous and Funding Process

Colorado State Reporting Guide Chapter Eight


INSTRUCTIONAL HOURS PROCESS In order to determine a student’s funding status for the School Association extract, districts must run a calculation process. This process examines the School Calendar, Bell Schedule, and Period Rotations screens, as well as student class enrollment to calculate a student’s instructional hours as of October 1st.

Note: Students which enroll in Semester 1 classes late still receive credit as if attending for the entire semester. For example, if the school enrolls and schedules a student into Hexter 2 and 3 classes, the Instructional Hours process duplicates the Hexter 2 classes for Hexter 1 classes.

Users can run this process before October 1st, but a specific process for October 1st should be run for a final calculation. The process calculates the hours and records them in the Students > Classes tab.

1. Navigate to Schedule > Setup > Calculation Processes.

Figure 8-1 - Calculation Processes screen

2. Select the Term Code. 3. Select the Date Start and Date End. This designates the date range for calculation

when terms do not fit standard models, such as with trimesters. 4. Enter the Time of Day. This allows districts to schedule the process to run after

school hours. 5. Enter the Default Start Amount. This gives every student a starting value. Students

enrolled on or after October 1st with no schedule receive the default amount.



6. Check Turn on Nightly Process to Run Calculation Process if the process is scheduled for after school hours.



Note: You can select from a list of Organizations to run the process for if viewing the District as the Focus. If viewing a school as the Focus, this option is not available.

Figure 8-2 - Organization Selection section

7. Click Save.

Users can also click Run Process Immediately if not scheduling the process for later.



CONTINUOUS AND FUNDING PROCESS The Continuous and Funding Process populates the Colorado Continuous, Continuous in District, Continuous in School, and Funding Status fields. This process reviews the US Entry/Re-entry and State Entry/Re-Entry fields within the Student > Enrollment tab and Re-Entry History grid.

Users should run this process regularly, as a student’s continuous fields may change based on entries and exits throughout the school year.

1. Navigate to CO > State Processes

Figure 8-3 - State Processes

2. Select the Time of Day for the process to run. 3. Check Turn on Nightly Process to Calculate Continuous and Funding Status

Fields if running the process after hours. 4. Click Save.

Users can also click Run Process Immediately button if not scheduling the process for later.

Colorado Continuous

Valid values for this process are 1-Yes and 0-No, and students in preschool to twelfth grade are processed for the extract. By default, students in preschool through second grade are marked as 0-No, unless a student repeats third grade. Students can still count as continuous in district or school for these grades.

If a student repeats third grade, they are marked 1-Yes is present on the count day and meet criteria for continuous enrollment. For non-repeating students in third grade, and students in other grades, enter a Year End Status value of R. Please see the table below for three examples.



Repeating 3rd Grade Scenario 1

Year School Enter Date Leave Date Grade Note Year End

Status Entry Into

CO Cont. CO

2014 School B 9/15/2014 9/30/2014 2 Promoted 9/5/2011 No

2014 School B 10/1/2014 3 R 9/5/2011 No

2015 School B 9/18/2015 3 9/5/2011 Yes

Repeating Grades Scenario 2

Year School Enter Date Leave Date Grade Note Year End

Status Entry Into

CO Cont. CO

2014 School B 9/15/2014 9/30/2014 3 Demoted 9/5/2011 No

2014 School B 10/1/2014 2 Promote P 9/5/2011 No

2015 School B 9/18/2015 3 9/5/2011 Yes

Repeating Grades Scenario 3

Year Enter Date Leave Date Grade Note Year End

Status Entry Into

CO Cont. CO

2011 9/5/2011 K 9/5/2011 No 2012 9/10/2012 1 9/5/2011 No 2013 9/9/2013 2 Retained R 9/5/2011 No 2014 9/8/2015 2 9/5/2011 No 2015 9/18/2015 3 9/5/2011 Yes



Continuous in District/ Continuous in School Examples

For both processes, students present on the October count day are considered continuously enrolled if they do not miss more than 10 cumulative days between the October count and the current date. Valid values for the process are 1-Yes and 0-No. If a school is not in session, those days are not counted as part of the cumulative days. Please see the below table for examples of these values.

Scenario 1a Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/19/2015 9/29/2015 NO NO 0

Scenario 1b Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/19/2015 - YES YES 0

Scenario 1c Enter Date Leave Date Cont. School Cont. District N/E Totals School A 10/1/2015 - YES YES 0

Scenario 1d Enter Date Leave Date Cont. School Cont. District N/E Totals School A 10/2/2015 - NO NO 0

Scenario 2a Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/19/2015 9/30/2015 NO YES* 0 School B 10/1/2015 - YES YES 0 *Since the student is counted on 10/1 and has not missed 10 cumulative days, both rows are YES.

Scenario 2b Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/19/2015 9/30/2015 NO NO 0 School B 10/2/2015 - NO NO 0

Scenario 2c Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/1/2015 YES YES 0 School B 10/5/2015 - NO YES 1

Scenario 2d Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/1/2015 YES YES 0 School B 10/20/2015 - NO NO 12

Scenario 3a Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/2/2015 YES YES 0 School B 10/6/2015 10/9/2015 NO YES 1 School A 10/26/2015 - NO NO 11



Scenario 3b Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/2/2015 YES YES 0 School B 10/6/2015 10/9/2015 NO YES 0 School A 10/26/2015 - NO NO 10

Scenario 3c Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/2/2015 YES YES 0 School B 10/6/2015 10/9/2015 NO YES 1 School A 10/26/2015 - NO NO 11

Scenario 3d Enter Date Leave Date Cont. School Cont. District N/E Totals School A 8/24/2015 10/2/2015 YES YES 0 School B 10/5/2015 10/7/2015 NO YES 0 School A 10/9/2015 - NO YES 1

Chapter Nine Colorado State Reporting Guide


Chapter Nine OTHER SETUP


► CTE Setup ► Discipline and Discipline Incident Setup ► Student Setup ► Post-Secondary Course Setup ► Staff Roles ► Include Credit

Colorado State Reporting Guide Chapter Nine


CTE SETUP Career and Technical Education (CTE) courses allow students to fulfill CTE program requirements designated by the state. This section describes the specific fields needed for each screen within Synergy to properly track CTE information.

Reference: For more information on CTE programs, please see the Synergy SIS – Course History Administrator Guide. For more information on creating courses, please see the Synergy SIS – Scheduling and Course Guide.

District Course

Each CTE course must have the following field information entered on the Course > District Course screen.

Figure 9-1 - District Course screen

• Course Level – The course level for each CTE course. • CTE Credits Req. – The credit value for each course. If left blank, the system uses

the Credit field instead. • CTE Gender Type – Used if the course is considered non-traditional. Users can

also set Gender Type for an entire CTE Program instead of individual courses.



Mark Definition

Each mark must have CTE Competency Percent information added on the Grading > Setup > Mark Definition screen. Enter the value for each letter grade. This option is only used to determine Competency Percent, and is not required.

Figure 9-2 - Mark Definition screen



CTE Programs

The Course History > Setup > CTE Programs screen contains setup for state requirements that administrators must complete for each program.

Figure 9-3 - CTE Programs

• Year Start/Year End – The start and end dates for each course’s acceptance into the CTE program. The District Course screen does not import this information, and users must enter it manually.

• CTE Gender Type – This field defines non-traditional pathways. To set a single course as non-traditional, set the Gender Type on the District Course screen.

• Copy CTE Program – This allows users to duplicate existing pathways if they contain similar information.

• School Exclusions – The School Exclusions tab allows users to customize which schools use the CTE pathway.



Figure 9-4 - CTE Programs, School Exclusions tab



DISCIPLINE AND DISCIPLINE INCIDENT SETUP In order to provide accurate results for the School Discipline and Attendance extracts, administrators must setup District Discipline and District Disposition codes.

Reference: For more information on District Discipline and District Disposition code setup, please see the Synergy SIS – Discipline and Conference Administrator Guide.

District Discipline Code Setup

1. Navigate to Discipline Incident > Setup > District Discipline Code Setup. 2. Click Add. A new window opens.

Figure 9-5 - District Discipline Code Setup, add new

3. For each Discipline Code: a. Enter the Code and Description shown below.

State Code Description 01 Drug Violation 02 Alcohol Violation 03 Tobacco Violation 04 1st, 2nd Degree or Vehicular Assault 05 Dangerous Weapon (Handgun, Rifle/Shotgun, Other Firearms) 06 Robbery 07 Other Felony 08 Disobedience/Defiant or Repeated Interference 09 Detrimental Behavior 10 Destruction of School Property 11 Other Violation of Code of Conduct 12 3rd Degree Assault/Disorderly Conduct 13 Marijuana Violation 14 Sexual Violence/Battery 15 Rape or Attempted Rape

b. Enter the State Code listed for each description. c. Select the Severity Level, from 1-Highest to 99-Lowest. d. Check Report to State. e. Click Save. The window closes.



4. For the Dangerous Weapon code, click Add on the Discipline Codes grid after creating the entry. A new row appears.

a. Enter the Codes and Descriptions shown in the image below. b. Enter the State Codes and Alt State Codes.

Figure 9-6 - District Discipline Code Setup, Alt State Code

5. Click Save.

District Disposition Code Setup

1. Navigate to Discipline Incident > Setup > District Disposition Code Setup. 2. Click Add. A new window opens.

Figure 9-7 - District Disposition Code Setup, add new

3. For each Disposition Code: a. Enter the Code and Description shown below.

State Code Description 01 In School Suspension 02 Out of School Suspension 03 Expulsion 04 Classroom Removal 05 Refer to Law Enforcement 06 Other Action Taken 07 Other Removal (Death, Incarceration)



b. Enter the State Code listed for each description. c. Select the Severity Level: 1-Expulsion, 2-Out of School Suspension, 3-In

School Suspension, 4-No Expulsion or Suspension, or 5-All Other Dispositions.

d. Click Save. The window closes.



STUDENT SETUP Instructional Setting

Users must set the Instructional Setting option for each student and each year in order for the Student Demographic File to report correctly. This option exists on the Student > Student > Enrollment tab.

Figure 9-8 - Student, Enrollment tab, Instructional Setting option

Home Based

The School Association File requires users to set Home Based learning for applicable schools or students. Users can set the School Category as Home Based in the System > Setup > School Setup screen, or set individual students as Home Based by checking the option on the Student > Student > Enrollment tab.

Figure 9-9 - School Setup, School Category option



Figure 9-10 - Student, Enrollment tab, Home Based option



Pupil Attendance

The School Association File extract records Pupil Attendance, determined by the District of Residence by Address and Reason for Attendance options set on the Student > Student screen. The table below displays the Pupil Attendance number reported on the extract if using the specified values.

Figure 9-11 - Student screen, District of Residence, Reason for Attendance

Pupil Attendance District of Residence Reason for Attendance 01 District Blank 02 District Non-Blank 03 District Expelled 04 Non-District Blank



POST-SECONDARY COURSE SETUP Certain extract files, such as the Student Demographic File and Advanced Course Completion File, can report College Credit, if enabled. To use this feature, users must first create courses that display an Instructional Level of Ascent or Concurrent Enrollment.

1. Navigate to Course > District Course. 2. Locate the course to apply credit to. 3. Under the Other Information section, select either Ascent or Concurrent

Enrollment in the Instructional Level dropdown. 4. Click Save.

Figure 9-12 - District Course, Other Information section

5. Navigate to Schedule > Section. 6. Locate the section to modify. 7. Set the College Credit field to R-Receiving or leave this field blank. Receiving

indicates that a student counts as post-secondary on extracts.

Note: If the district completes no additional setup and the College Credit field on Section is blank, Synergy reads the value as R-Receiving by default. This counts all students enrolled in the class as post-secondary. Individual students within the grid do not require marks.

8. Users can also set individual students to R-Receiving using the Students grid. The E-Eligible status is not used at this time.

9. Click Save.



Figure 9-13 - Section screen

Figure 9-14 - Section screen, Students grid



STAFF ROLES The Teacher Student Data Link Course Instructor File reports Staff Roles. The system pulls staff roles from the Team Teaching option and Responsibility option set on the Schedule > Section > Additional Staff tab. These roles populate from the K12.ScheduleInfo > Staff Responsibility lookup table.

1. Navigate to Schedule > Section. 2. Locate the section to modify. 3. Select the Additional Staff tab. 4. Under the Team Teaching field, select Team Teaching or leave blank. 5. Select the Responsibility option in the Additional Staff grid. 6. Click Save.

Figure 9-15 - Section screen, Additional Staff tab

The TSDL Course Instructor File reports staff roles as either 01-Educator of Record or 02-Contributing Professional. The table below displays the values reported when selecting the Team Teaching and Responsibility field options.

Team Teaching field Responsibility field Primary Teacher Value

Additional Staff Value

Team Teaching Co-Teacher or Educator of Record

01 – Educator of Record


Team Teaching

Contributing Professional, Long Term Substitute, or Student Teacher


02 – Contributing Professional

Blank Any Value 01 – Educator of Record

02 – Contributing Professional



INCLUDE CREDIT The Teacher Student Data Link Course Enrollment File reports students currently enrolled, withdrawn, have been marked incomplete, or have completed a course.

The file requires that marks listed in the Grading > Setup > Mark Definition screen have Include Credit checked for all passing grades.

1. Navigate to Grading > Setup > Mark Definition. 2. Check Include Credit for each passing grade. Leave the field blank for failing

grades. 3. Under Mark Distribution Category, mark Incomplete grades with I and Withdrawn

grades with W. 4. Click Save.

Figure 9-16 - Mark Definition, Include Credit column

Colorado State Reporting Guide Chapter Ten


Chapter Ten SYNERGY REPORTS


► STU425 – Student Continuous Status Report ► STU426 – Student Scheduled Hours Report

Chapter Ten Colorado State Reporting Guide


STU425 – STUDENT CONTINUOUS STATUS REPORT The STU425 Student Continuous Status Report provides a PDF list of students and their continuous status. The report displays student information such as Name, Student ID, Active Status, Grade, School, Enter Date, Leave Date, Enter Code, Leave Code and Continuous in School, District and CO status.

1. Navigate to CO > Reports > List > STU425 Student Continuous Status Report.

Figure 10-1 - STU425 - Student Continuous Status Report options

2. In the As of Date field, select a date. 3. In the Student Info group box, enter the Perm ID, Last Name, or First Name to run

the report for a single student, if necessary. To run for an entire school or district, leave the fields blank.

4. In the Student Info group box, select the Grade(s) to run the report for individual grade levels within the school of focus, if necessary. To run for an entire school, leave the grade fields unselected.

Note: The options screen displays grade levels available at the school of focus. If you set the focus to the district, you can select all grades.

5. Click Print.



By default, the STU425 report returns a PDF list of students by Student Name. You can adjust the output file sort order.

1. Select the Sort/Output tab.

Figure 10-2 - STU425 - Student Continuous Status Report, Sort/Output tab

2. In the StudentContinuousStatusFB section, click Add. A new row appears. 3. Select the Sort By and Sort Order options. 4. Remove an option by selecting the X column. 5. Click Print.

If student is actively enrolled on the As of Date selected, then a letter A displays in the Status column. If the student is inactive, the letter I displays.

Figure 10-3 - STU425 Student Continuous Status Report output



STU426 – STUDENT SCHEDULED HOURS REPORT The STU426 Student Scheduled Hours Report provides a PDF list of a student’s classes, broken down by Student, Term, Period and Meeting Days, to identify the student’s number of enrolled minutes.

1. Navigate to CO > Reports > List > STU426 Student Scheduled Hours Report.

Figure 10-4 - STU426 - Student Scheduled Hours Report options

2. In the As of Date field, select a date. 3. In the Student Info group box, enter the SisNumber, Last Name, or First Name to

run the report for a single student. To run for an entire school, leave the fields blank. 4. In the Student Info group box, select the Grade(s) to run the report for individual

grade levels within the school of focus. To run for an entire school, leave selection blank.

Note: An error message displays if running the report while the focus is on the district.

Figure 10-5 - STU426 Error Message

5. Click Print.



The STU426 Student Scheduled Hours Report prints a list containing first inactive, then active students. You can sort students by Organization, Student Name, SIS Number, Term Code, Period Begin, Period End, Course ID, Section ID, and/or Meeting Day.

1. Click the Sort/Output tab.

Figure 10-6 - STU426 - Student Scheduled Hours Report, Sort/Output tab

2. In the StudentScheduledHoursFB grid, click Add. A new row appears. 3. Select the Sort By and Sort Order options using the drop-down fields. 4. Remove an option by selecting X. 5. Click Print.

Note: Students enrolled in the school on the selected As of Date display an A for Active in the Status column. Students actively enrolled in a section on the selected As of Date, or students that complete a section that has ended, display an A in the Section Status column. If a student drops the section before the end of term date, the letter I displays in the column. Students with a Leave Date before the As of Date do not display in the report.



Figure 10-7 - STU426 Student Scheduled Hours Report output

• MeetingDay – Rotation – Bell Schedule • Minutes – Scheduled time for the designated period in the Bell Schedule

Definition screen. • Meeting Days – Number of times that the Meeting Day meets in the Semester 1

range. • Total Minutes – Minutes times Meeting Days • Class Hours – Total Minutes divided by 60 • CDE Hours – Class Hours divided by 2 • Acc. Class Hours – Class Hours for the first period, then Class Hours added to the

previous Acc. Class Hours • Acc. CDE Hours – CDE Hours added to the previous Acc. CDE Hours • Default – Default Hours entered in Schedule > Setup > Calculation Processes >

Default Hours field • Student Instructional Hours – Default added to Acc. Class Hours

Students who complete a section in a semester receive full credit for the entire semester. The system duplicates the section as needed to assign the proper amount of minutes and shows repeated Meeting Day entries. In the example below, the student enrolls in the Discovery Life Skills section in Hexter 2. To accurately report scheduled hours, the Hexter 1 term displays a (*) to indicate the data has been duplicated from Hexter 2.

Figure 10-8 - STU426 duplicate entries

Colorado State Reporting Guide Chapter Eleven


Chapter Eleven STUDENT RECORD EXTRACTS


► Records Integration Tracking System (RITS) ► Student Interchange ► Teacher Student Data Link Interchange ► Title 1 Interchange File ► Discipline Interchange ► School Discipline and Attendance Extracts ► Career and Technical Education Extracts

Chapter Eleven Colorado State Reporting Guide


RECORDS INTEGRATED TRACKING SYSTEM (RITS) The Record Integration Tracking System (RITS) assigns a unique ID to each student in the state of Colorado. This ID stays with the student for the life of their public school career.

1. Navigate to CO > State Reporting Extracts 2. Select Records Integration Tracking System (RITS) as the Extract Name.

Figure 11-1 - State Reporting Extracts, RITS

3. Set the As of Date. 4. In Include Active or Inactive Students, select to include active students, inactive

students or all students. 5. In Need State Student Number, select whether to include only students with State

Student Numbers, students without State Student Numbers, or all students. 6. In Update the Student Submission Field, select whether to mark the Student

State Submission field, clear the Student State Submission field, or to not update the Student State Submission field.

7. Check Include All Students Regardless of State Student Number Submitted Flag to include all students whether or not a flag is set.

8. Select the level of detail to include in the log file under Log Type. 9. Select the file type for the output file under Extract File Type. 10. Select the type of column header to include in the output file under Column Header

Options. 11. Select the Filter Group Option or add Additional Filters. 12. Click Create.



STUDENT INTERCHANGE Three extract files make up the Student Interchange: the Student Demographic File, the School Association File, and the Student Advanced Course Completion File.

Student Demographic File

The Student Demographic File captures and verifies student attributes for students enrolled in the current school year. The Pupil Enrollment Student October Count, Special Education December Count, Special Education Discipline, Student End of Year, Student Biographical Data, and 11th grade alternative assessment collections use this data.

The report includes students marked Exclude from State Reporting on the Student > Student screen.

1. Navigate to CO > State Reporting Extracts. 2. Select Student Interchange Student Demographic File under Extract Name.

Figure 11-2 - State Reporting Extracts, Student Interchange Student Demographic File

3. Set the As of Date. 4. Select the level of detail to include in the log file under Log Type. 5. Select the file type for the output file under Extract File Type. 6. Select the type of column header to include in the output file under Column Header




The file reports ASCENT students as participating in an ASCENT program based on the District Course > Instructional Level and the Student > Student > Enrollment tab > Special Program Code field values.

District Course > Instructional Level field

Student > Student > Enrollment tab > Special Program Code field

Extracted Value

ASCENT ASCENT Program 1 ASCENT ASCENT Carry Forward 9 ASCENT Blank 1 Concurrent Any Value 2 Blank Any Value 0

The file reports ELL students based on the Student Programs > English Language Learners > Program and the Student > Student > Home Language field values.

Student Programs > English Language Learners field

Student > Student > Home Language field

Current Language Ability Value

Bilingual Program Value

ELA Program Value

Bilingual English or Blank 0 0 0

ELA/Bilingual Value other than English or Blank

Value specified

Value specified 0

ELA Value other than English or Blank

Value specified

0 Value specified

Note: For more information on the District Course > Instructional Level field, please see Post-Secondary Course Setup. For more information on the Student > Enrollment tab > Special Program Code field, please see Collecting Student Data.



School Association File

The School Association File captures all students in a district and their associated school in the current school year, for accountability and funding purposes. The Pupil Enrollment Student October Count, Special Education December Count, Special Education Discipline, Student End of Year, Student Biographical Data, and 11th Grade Alternative Assessment Collections use this data.

Note: Before running this extract, users must run the Instructional Hours Process at least once, and run the Continuous and Funding State Processes. Since this file reports mobility, the Continuous fields may change through the school year, although the Funding Status will not change after the 10/1 Student Count date.

1. Navigate to CO > State Reporting Extracts. 2. Select Student Interchange Student Demographic File under Extract Name.

Figure 11-3 - State Reporting Extracts, Student Interchange School Association File





Student Advanced Course Completion File

The Student Advanced Course Completion File captures students enrolled in post-secondary enrollment programs, or students which complete an advanced placement course in the school year. The Student October Count does not use this data, and the Student Demographics file collects the data instead. The Special Education December Count, Special Education Discipline, Student End of Year, Student Biographical Data and 11th grade alternative assessment collections use this data.

The report includes classes marked Exclude from State Reporting on the Schedule > Section screen and classes with no valid teacher assigned, if the classes have enrolled students.

1. Navigate to CO > Colorado State Extracts. 2. Select Student – Advanced Course Completion under Extract Name.

Figure 11-4 - Colorado State Extracts, Student - Advanced Course Completion



Note: The file does not count the same technical provider twice in a semester. For example, a student with two courses in Semester 2 with the same technical provider only reports one record. If both courses have different technical providers, both are reported.



TEACHER STUDENT DATA LINK INTERCHANGE The Teacher Student Data Link Interchange consists of two files that contain information about instructed courses and course enrollment. These files collect and link data for purposes of improving instruction, informing and increasing educator effectiveness, and supporting the continuous improvement of teaching and learning. The reports does not include classes or staff marked as Exclude from State Reporting on the Schedule > Section or Staff > Staff screens.

Teacher Student Data Link Course Instructor File

The Teacher Student Data Link (TSDL) Course Instructor File captures data that links courses with the educator of record and contributing professionals during the school year.

1. Navigate to CO > State Reporting Extracts. 2. Select TSDL Course Instructor File under Extract Name.

Figure 11-5 - State Reporting Extracts, TSDL Course Instructor File





Teacher Student Data Link Course Enrollment File

The Teacher Student Data Link (TSDL) Course Enrollment captures data that links the students enrolled in courses instructed during the school year.

• Students who receive passing grades in one of these courses in Student Course History report as 2 – Completed-Pass in the Course Completion Status column of the extract.

• Grades not selected in the Include Credit column with a Mark Distribution Category of I report as 3 – Incomplete/Partial.

• Grades with a Mark Distribution Category of W, or any students who leave a class prior to the end of the term, report as 4 – Withdrew.

• All remaining grades report as 1-Completed-Fail in the Completion Status column of the extract.

• Student classes with no corresponding entry in Student Course History report as 0 – Currently Enrolled.

Caution: Users must run the TSDL Course Enrollment File against a process server with at least 12GB of RAM when running the report for the entire district. The 8GB minimum RAM is sufficient when running the report for individual schools or groups of schools.

1. Navigate to CO > State Reporting Extracts. 2. Select TSDL Course Enrollment File under Extract Name.



Figure 11-6 - State Reporting Extracts, TSDL Course Enrollment File





TITLE 1 INTERCHANGE FILE The Title 1 Interchange File reports students who receive or will receive Title 1 targeted assistance funding at any time during the school year. The Student October snapshot, End of Year snapshot, and Consolidated State Reporting use this data.

1. Navigate to CO > Colorado State Extracts. 2. Select Title 1 under Extract Name.

Figure 11-7 - Colorado State Extracts, Student - Advanced Course Completion


Options. 7. In Include Active or Inactive Students, select to include active students, inactive

students or all students. 8. Select the Filter Group Option or add Additional Filters. 9. Click Create.



DISCIPLINE INTERCHANGE The Discipline Interchange consists of the Special Education Discipline Action File. This contains data on students with disabilities for the school year. The discipline data contains information related to the date of the incident and the actions taken. Actions as a result of an incident are reported as Disciplines, such as suspensions or expulsions, and Removals, such as a unilateral removal by school personnel or a hearing officer. The action removal length describes only days removed for a student with disabilities. The Special Education Discipline snapshot uses this information.

1. Navigate to CO > State Reporting Extracts. 2. Select SPED Incident and Action File under Extract Name.

Figure 11-8 - State Reporting Extracts, SPED Incident and Action File



The file reports a student’s length of days for the current year. For incidents that cross school years, only the number of days for the respective school year is reported. Users do not need to create a new incident entry in the following year, as the system automatically reports an incident for the next year based on the date range entered.



The file reports a student’s length of days for the number of days that the student is considered SPED.

• Example: A student received a suspension from 10/1 – 12/1 but the SPED record ended on 10/16. The extract only reports the length of days as 10/1 – 10/16.

An incident may report more than once if the student had multiple actions for the same incident.

• Example: A student received an Out of School Suspension for 10 days, and was then expelled for 143 days.



SCHOOL DISCIPLINE AND ATTENDANCE EXTRACTS The School Discipline and Attendance (SDA) collection contains the following school-level information:

• The number of students that received discipline based on the type of incident. • The number of incidents based on student demographics. • The student attendance information for each school. • The number of students that brought or possessed a firearm, and action taken for

those incidents.

The data from the School Discipline and Attendance collection is used to populate attendance and discipline information in the School View application. The report extracts the most severe behavior and most severe action.

SDA Discipline by Action File

The SDA Discipline by Action File captures the number of incidents and actions by type, school, and behavior.

1. Navigate to CO > State Reporting Extracts. 2. Select SDA Discipline by Action File under Extract Name.

Figure 11-9 - State Reporting Extracts, SDA Discipline by Action File

3. Set the Extract Start Date and Extract End Date. 4. Select the level of detail to include in the log file under Log Type.



5. Select the file type for the output file under Extract File Type. 6. Select the type of column header to include in the output file under Column Header


SDA Discipline Demographic File

The SDA Discipline Demographic File captures the demographics of students involved in incidents that result in reportable actions.

1. Navigate to CO > State Reporting Extracts. 2. Select SDA Student Discipline Demographic File under Extract Name.

Figure 11-10 - State Reporting Extracts, SDA Student Discipline Demographic File

3. Set the Extract Start Date and Extract End Date. 4. Select the level of detail to include in the log file under Log Type. 5. Select the file type for the output file under Extract File Type. 6. Select the type of column header to include in the output file under Column Header




SDA Aggregate Attendance File

The SDA Aggregate Attendance File captures student attendance during the school year.

1. Navigate to CO > Colorado State Extracts. 2. Select Aggregate Attendance under Extract Name.

Figure 11-11 - Colorado State Extracts, Aggregate Attendance

3. Select the level of detail to include in the log file under Log Type. 4. Select the file type for the output file under Extract File Type. 5. Select the type of column header to include in the output file under Column Header




SDA Firearm (GFSA) Discipline File

The SDA Firearm (GFSA) Discipline File captures information on students who bring or possess firearms on school property, and the action taken during the school year.

1. Navigate to CO > State Reporting Extracts. 2. Select Firearm (GFSA) Discipline File under Extract Type.

Figure 11-12 - State Reporting Extracts, SDA Firearm (GFSA) Discipline File





CAREER AND TECHNICAL EDUCATION EXTRACTS The Career and Technical Education (CTE) collection contains demographic and CTE program extracts for students. These extracts collect enrollment and placement information for CTE students, and academic information on post-secondary students.

CTE Middle School File

The CTE Middle School File is one of two files within the CTE collection. This extract captures 7th and 8th grade students enrolled in high school level CTE programs during the current school year.

1. Navigate to CO > Colorado State Extracts. 2. Select CTE Middle School File under Extract Name.

Figure 11-13 - Colorado State Extracts, CTE Middle School





CTE Secondary File

The CTE Secondary File is one of two files within the CTE collection. This file captures students in grades 9-12 enrolled in high school level CTE programs during the current school year.

1. Navigate to CO > Colorado State Extracts. 2. Select CTE Secondary File under Extract Name.

Figure 11-14 - Colorado State Extracts, CTE Secondary School



Colorado State Reporting Guide Chapter Twelve


Chapter Twelve CDE FIELD LOCATIONS


► RITS Field Locations ► Student Interchange Field Locations ► Discipline Interchange Field Locations ► TSDL Field Locations ► SDA Field Locations ► Title 1 Field Locations

Chapter Twelve Colorado State Reporting Guide


RITS FIELD LOCATIONS Data Element

Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes

Student's State ID (SASID)

10 Synergy SIS > Student > Student > Demographics Tab > SAIS ID

K12 Student StateStudent Number

N / A If entered, SASID value must be a valid SASID value

School District/BOCES Code

4 Synergy SIS > System > Setup > Organization > List > "District Name"

K12.Setup DistrictSetup DistrictNumber N / A School District (CTDS) ::: (BOCES) Students who are receiving their education through a cooperative agreement with a Board of Cooperative Educational Services

School Code 4 Synergy SIS > System > Setup > Organization > List > School tab > State CTDS Code

K12 School StateSchoolCode N / A

Local ID (LASID) 10 Synergy SIS > Student > Student > Demographics Tab > Perm ID

K12 Student SISNumber N / A Required to be 10 digits long

Student's Last Name

30 Synergy SIS > Student > Student > Demographics Tab > Last Name

K12 Student LastName N / A

Student's First Name

30 Synergy SIS > Student > Student > Demographics Tab > First Name

K12 Student FirstName N / A

Student's Middle Name

30 Synergy SIS > Student > Student > Demographics Tab > Middle Name

K12 Student MiddleName N / A

Student's Date of Birth

8 Synergy SIS > Student > Student > Demographics Tab > Birth Date

K12 Student BirthDate N / A

Grade Level 3 Synergy SIS > Student > Student > Demographics Tab

K12.Enrollment

StudentSOR Enrollment

Grade K12. Grade

KDG Half Day = 006 KDG Full Day = 007

Student's Gender 2 Synergy SIS > Student > Student > Demographics Tab

K12 Student Gender Revelaton.Gender

Active/Inactive Indicator

1 Calculated from the Students SSY record and the Status flag.

N / A All records must be marked as either Active or Inactive. There may not be both within the same batch.



STUDENT INTERCHANGE FIELD LOCATIONS Student Demographic Display Name Field

Length Synergy SIS Location NameSpace BO Property Lookup

Table Notes

District Code 4 Synergy SIS > System > Setup > Organization > List > District Name

K12 Setup.DistrictSetup

DistrictNumber N / A School District (CTDS) ::: Students receiving education through agreement with a Board of Cooperative Educational Services (BOCES)

StudentUnique StateId: SASID




Studen tIdentificationCode: LASID

10 Synergy SIS > Student > Student > Demographics Tab > Perm ID

K12 Student SISNumber N / A

FirstName 30 Synergy SIS > Student > Student > Demographics Tab > First Name


MiddleName 30 Synergy SIS > Student > Student > Demographics Tab > Middle Name

K12 Student MiddleName N / A

LastSurname 30 Synergy SIS > Student > Student > Demographics Tab > Last Name


Gender 2 Synergy SIS > Student > Student > Demographics Tab > Gender

K12 Student Gender Revelation > Gender

BirthDate 8 Synergy SIS > Student > Student > Demographics Tab > Birth Date


StreetNumberName 50 Synergy SIS > Student > Student > Demographics Tab > Address

K12 Student Address N / A

City 30 Synergy SIS > Student > Student > Demographics Tab > City

K12 Student City N / A

StateAbbreviation 2 Synergy SIS > Student > Student > Demographics Tab > State

K12 Student State Revelation > State



Display Name Field Length

Synergy SIS Location NameSpace BO Property Lookup Table

Notes

PostalCode 9 Synergy SIS > Student > Student > Demographics Tab > ZIP Code

K12 Student Zip Code N / A Stored in two fields - Not needed to have both values. It only comes from HomeZipCode Synergy SIS > Student >

Student > Demographics Tab > +4

K12 Student +4 N / A

TelephoneNumber: Primary

10 Synergy SIS > Student > Student > Demographics Tab > Phone Numbers

Revelation RevPerson Phone

Phone N / A

TelephoneNumber: Secondary

10 Synergy SIS > Student > Student > Demographics Tab > Phone Numbers

Revelation RevPerson Phone

Phone N / A

EmailAddress 50 Synergy SIS > Student > Student > Demographics Tab > Email

K12 Student Email N / A

HispanicLatino Ethnicity

1 Synergy SIS > Student > Student > Demographics Tab > Hispanic/Latino

K12 Student HispanicIndicator Revelation > Hispanic_ Ethnicity

Race: American Indian or Alaska Native

1 Synergy SIS > Student > Student > Demographics Tab > Race

K12 Student Secondary Ethnic

EthnicCode Revelation > Ethnicity

Race: Asian 1 Synergy SIS > Student > Student > Demographics Tab > Race



Race: Black or African American




Race: White 1 Synergy SIS > Student > Student > Demographics Tab > Race



Race: Native Hawaiian or other Pacific Islander




SchoolFoodServiceEligibility

2 Synergy SIS > Student Programs>> Free and Reduced Meals > FRM Tab > FRM Code

K12 ProgramInfo.StudentFRMHistory

FRMCode K12. Program Info > FRM_ Code

01 – Free 02 - Reduced





Notes

Student Characteristics: Section 504 Handicapped

1 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Need Description (IF 504)

K12. ProgramInfo

Student ProgramGrid

Description Needs Setup > Needs/ Programs Definition

Student Characteristics: Migrant

1 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Need Description (IF Migrant)

K12.ProgramInfo

Student ProgramGrid

Description Needs Setup > Needs/ Programs Definition

Student Characteristics: Immigrant

1 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Need Description (IF Immigrant)

K12.ProgramInfo

Student ProgramGrid

Description N / A

Student Characteristics: Refugee

1 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Need Description (IF Refugee)

K12.ProgramInfo

Student ProgramGrid

Description Needs Setup > Needs/Programs Definition

Languages 3 Synergy SIS > Student Programs > English Language Learners > ELL Tab > Languages Info Area > Home Language

K12.ProgramInfo

K12.Student Home_Language K12 > Language

ENG, SPA, or VIE

Disabilities: Primary 2 Synergy SIS > Student Programs > Special Ed Student Services > Services Tab > Services Info Area

K12.ProgramInfo

SpecialEd ServicesGrid

Services From Student Programs > Setup Add SpecialEd Service Definition as Primary and then assign the codes in the Services Area.

Program Participations: District-Funded GED Program

1 Synergy SIS > Student > Student > Other Info Tab > Other Information Info Area > GED

K12 Student General Equivalency Diploma

N / A





Notes

HomelessSituation 1 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Need Description (IF Homeless)

K12.ProgramInfo

K12.StudentProgram.StudentNeeds

Unaccompanied Youth

Accompanied checkbox in Needs Detail

PrimaryNighttime Residence

2 Synergy SIS > Student Programs > Student Needs> Needs tab > Needs grid area > Detail > Nighttime Residence

K12.ProgramInfo

K12.StudentProgram.StudentNeeds

Nighttime Residence

K12. Program Info > Nighttime Residence

01 – Shelters 02 – Doubled Up 03 – Unsheltered 04 – Hotels/Motels

Language Proficiency

1 Synergy SIS > Student Programs > English Language Learners > ELL Tab > ELL Status Info Area > Current Language Ability

K12 K12.ProgramInfo.ELL

LanguageAbility K12. Program Info > ELL_Idea_ Level

1 – NEP 2 – LEP 3 – FEP 4 – PHLOTE 5 - FELL

BilingualProgram 1 Synergy SIS > Student Programs > English Language Learners > ELL History Tab > ELL History Info Area > Program Code

K12 K12.ProgramInfo.ELL

ProgramCode K12. Program Info > Ell Program Code

ESLProgram 1 Synergy SIS > Student Programs > English Language Learners > ELL History Tab > ELL History Info Area > Program Status

K12.ProgramInfo

ELLHistory DesCurrentCode K12. Program Info > ELLDes Code

1 – In Program (Inservice) 2 – Monitored Year 1 3 – Monitored Year 2 4 – Exited 5 – Not in Program

SpecialEducation Transition

1 Synergy SIS > Student > Student > Enrollment Tab > Enrollment Activity area > Instructional Setting

K12.EnrollmentInfo


Instructional Setting

K12. Enrollment > Instructional Setting

1 – Year 1 2 – Year 2 3 – Year 3 4 – Year 4





Notes

CSAPAlternate Assessment Participant

1 Synergy SIS > Student > Student > Other Info Tab > CSAP Alternate Assessment

K12.Student Student CSAPAlternate Assessment

N / A

Post-Secondary Program Enrollment

1 Synergy SIS > Course > District Course > Course > Instructional Level

K12.CourseInfo

Course Instructional Level

1-Ascent Program 2-Concurrent Program

1-Ascent 2-Concurrent and College Credit = R on Section or College Credit = R on Student Class Enter Date must be on or before As Of Date and Leave Date needs to be empty or after the As Of Date to be included.



School Association Display Name Field


Table Notes


4 Synergy SIS > System > Setup > Organization > District Name







School Code 4 Synergy SIS > System > Setup > Organization > State CTDS Code

K12 School StateSchoolCode N / A School CTDS




Student's Last Name



Student's Gender 2 Synergy SIS > Student > Student > Demographics Tab > Gender

K12 Student Gender Revelation. Gender




Entry Date 8 Synergy SIS > Student > Student > Enrollment Tab > Enter Date

K12.EnrollmentInfo


EnterDate N / A

Grade Level 3 Synergy SIS > Student > Student > Enrollment Tab > Grade

K12.EnrollmentInfo


Grade K12.Grade

Entry Type 2 Synergy SIS > Student > Student > Enrollment Tab > Enter Code

K12.EnrollmentInfo


EnterCode K12. Enrollment. Enter Code

Exit Withdraw Date 8 Synergy SIS > Student > Student > Enrollment Tab > Leave Date

K12.EnrollmentInfo


LeaveDate N / A

Exit Withdraw Type 2 Synergy SIS > Student > Student > Enrollment Tab > Leave Code

K12.EnrollmentInfo


LeaveCode K12. Enrollment. Leave Code

Students which graduate and display a graduation date/status display a 90.





Notes

Retention Code 1 Synergy SIS > Student > Student > Other Info Tab > Year End Status

K12.EnrollmentInfo


YearEndStatus K12. Demographics.Year End

Status

Retained = 1 Retained ASCENT = 2

Pupil's Attendance Information

2 Calculated 01 - District of Residence by Address = District and Reason for Attendance = Blank 02 - District of Residence by Address = District and Reason for Attendance = Non-Blank 04 - District of Residence by Address <> District

County Code of Residence for Joint School Districts

2 Synergy SIS > Student > Student > Demographics tab > Home Address info area > Home County

K12 Student HomeCounty N / A

District of Parent's Residence for Non-Residence Students

4 Synergy SIS > Student > Student > Demographics tab > Home Address info area > District of Residence by Address

K12 Student DOR K12.Setup.District_Numb

er

If District of Residence by Address = District AND State = CO. Zero-Filled if Country or State set.

Country of Parent's Residence for Non-Residence Students

3 Synergy SIS > Student > Student > Demographics tab > Home Address info area > Country

K12 Student Country Revelation > Country

If District set, then 0. Otherwise, Country of Citizenship

State of Parent's Residence for Non-Residence Students

2 Synergy SIS > Student > Student > Demographics tab > Home Address info area > State

K12 Student HomeState Revelation > State

If District set, then 0. Otherwise, HomeState





Notes

Public School Finance Funding Status

2 Synergy SIS > Student > Student > Classes tab > Instructional Hours info area > Student Instructional Hours

Calculated Part 1: FTE 1.00 if Instructional Hours >= 360 0.50 if Instructional Hours >90 and <360 0.00 if Instructional Hours < 90 Part 2: School Category Part 3: Instructional Setting/Tuition Payer Code Result: 80 – FT, Non Specific 81 – FT, CPP 82 – PT, Non Specific 83 – PT, CPP 84 – PT, PK-Special Education 85 – PT, Home Based 86 – Not Eligible, Non Specific 87 – Not Eligible, Tuition 89 – Not Eligible, CPP Allotment Met 91 – FT, Online, Single District 92 – FT, Online, Certified Multi-District 94 – PT, Online, Single District 95 – PT, Online, Certified Multi-District 96 – Not Eligible, Online Non Specific

Contractual Agreement with Third Party Educators/Programs

1 Synergy SIS > Student > Student > Enrollment tab > Enrollment Activity info area > Tuition Payer Code

K12.EnrollmentInfo

STudentSOREnrollment

TuitionPayer Code

K12. Enrollment >

Tuition Payer Code

0 – TPC = Tuition (state code 1)

1 – TPC = Contractual Agreement (state code 2)

Colorado Continuously

1 Student > Student > Enrollment Tab > Other Enrollment Information > Entry/Re-Entry grid > State Entry/Re-Entry

K12 Student Entry/Re-Entry State

N / A Continuously enrolled in district since date specified on School State Requirements > Continuous in Colorado Dates





Notes

Continuous in District

1 Synergy SIS > Student > Student > Enrollment Tab > Other Enrollment Information area > Original Enter Date

K12 Student OriginalEnter Date

N / A Continuously enrolled in District without missing more than 10 days.

Continuous in School

1 Synergy SIS > Student > Student > Enrollment History tab > Enrollment History grid > Enter Date

K12.EnrollmentInfo

Student SchoolYear

EnterDate Continuously enrolled in School without missing more than 10 days.

First Date Enrolled in the U.S.

8 Synergy SIS > Student > Student > Enrollment Tab > Other Enrollment Information area > Entry/Re-Entry grid > US Entry/Re-Entry

K12 Student Entry/Re-Entry US

N / A Pulls first US Entry/Re-Entry Date for enrollment segment.

Primary School 1 Synergy SIS > Student > Student > Enrollment Tab > Enrollment Activity Information area > Primary School

K12.EnrollmentInfo


ReportingSchool N / A

Independent Study 1 Synergy SIS > Schedule > Section > Current Student Tab > Section Info Area > Independent Study Checkbox

K12.ScheduleInfo

Section Independent Study

N / A

Expelled Education 1 Synergy SIS > Student Programs > Student Needs > Needs Tab > Needs Info Area Grid > Need Description

K12.ProgramInfo

Student ProgramGrid

Description N / A Description = Expelled

Gifted and Talented 1 Synergy SIS > Student Programs > Student GATE > Student GATE tab > Current GATE Code info area > GATE Category

K12.ProgramInfo

StudentGATE Gate Category K12.ProgramInfo > Gate

Category

Home Based Education

1 Student > Enrollment tab > Enrollment Activity area > Home Based

Student Enrollment Homebound N / A



Student Advanced Course Completion

Display Name Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes


4 Synergy SIS > System > Setup >> Organization > List > "District Name"






N / A If entered, SASID value must be a valid SASID value. All zeros if blank.

School Code 4 Synergy SIS > System > Setup >> Organization > List > State CTDS Code





Student's Last Name




K12 Student Gender Revelation > Gender




Advanced Placement Course 1

2 Synergy SIS > Course > District Course > Description tab > State Course Classification info area > AP Code

K12 CourseInfo. Course

ApCode K12. Course Info > AP_CODE (State Code)

This will only be pulled from Course History for completed courses with a passing grade where the course has an AP Code set. 00 if blank.


2 Synergy SIS >> Course >> District Course > Description tab > State Course Classification info area > AP Code







Lookup Table Notes


2 Course > District Course > Description tab > State Course Classification > AP Code
































Lookup Table Notes











Post Secondary Program Semester 1A

1 Synergy SIS > Course > District Course > Course tab > Other Information info area > Instructional Level


InstructionalLevel K12. Course Info > INSTRUCTIONAL_ LEVEL

This will be pulled from Section or Student Classes for enrolled courses where the course has an Instructional Level of Ascent or Concurrent and College Credit is set to R-Receiving either for entire section or individual students. Term Code State Code must be S1 or YR. Only one post-secondary program per post-secondary institution per semester will be extracted.

Post Secondary Institution Semester 1A

4 Synergy SIS > Course > District Course > Course tab > Other Provider Information info area > Provider Description


OtherProvider Desc

K12. Course Info > PROVIDER_ DESCRIPTION




Lookup Table Notes

Post Secondary Program Semester 1B





Post Secondary Institution Semester 1B



OtherProvider Desc


Post Secondary Program Semester 2A








Lookup Table Notes

Post Secondary Institution Semester 2A



OtherProvider Desc

K12. Course Info. PROVIDER_ DESCRIPTION

Post Secondary Program Semester 2B



InstructionalLevel K12. Course Info. INSTRUCTIONAL_ LEVEL


Post Secondary Institution Semester 2B



OtherProviderDesc




DISCIPLINE INTERCHANGE FIELD LOCATIONS Display Name

Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes

Admin Unit/BOCES Code

5 Synergy SIS > System > Setup > Organization > List > Alt ID


AltID N / A A unique code assigned to an Administrative Unit/State Operated Program by CDE. Cannot be zero filled.


4 Synergy SIS > System > Setup > Organization > List > District Name


DistrictNumber N / A A unique code assigned to a district by CDE.

School Code 4 Synergy SIS > System > Setup > Organization > List > State CTDS Code

K12 School StateSchoolCode A unique code assigned by CDE to a school building.

Program Code 4 Synergy SIS > Student Programs > Student Special Ed Services > Add Service

K12 ProgramInfo Sped Concurrency

K12.ProgramInfo.Sped Concurrency

Valid 4 digit Special Education Program code.

Incident Identifier 10 Synergy SIS > Discipline Incident > Incidents > Information Tab > Incident ID

K12 DisciplineInfo.School Incident

IncidentID N / A A unique ten digit number assigned to each incident. Must match Incident Identifier in Incident file.

Date of Incident 8 SynergySIS > Discipline Incident > Incidents > Information tab > Incident Date

K12 DisciplineInfo.School Incident

IncidentDate N / A MMDDYYYY. Cannot be zero-filled.




N / A If entered, SASID value must be a valid SASID value. Will be validated against RITS.



K12 Student FirstName N / A One space between names. Will be validated against RITS last name, first name, date of birth and gender.

Student's Last Name


K12 Student LastName N / A One space between names. Will be validated against RITS last name, first name, date of birth and gender.


K12 Student Gender Revelation.Gender




8 Student > Student > Demographics Tab > Birth Date

K12 Student BirthDate N / A MMDDYYYY. Calculated age must be < 22 as of December Annual Count Date.

Discipline Action Identifier

10 Synergy SIS > Discipline Incident > Student Incident > Discipline Tab > Discipline Incidents Info Area > Incident Selection > Show Detail > Student Incident Detail tab > Disposition Info Area > Disposition Selection > Detail > Disposition Number

K12.DisciplineInfo

Student Incident Disposition

DispositionID A unique ten digit number assigned to each discipline action by each reporting entity Can only be included if Incident ID also in Incident file.

Disciplines 2 SynergySIS > Discipline Incidents > Incidents > Participants tab > Disposition detail screen

K12.DisciplineInfo

Student Incident Dispositions

DispositionCode The discipline type associated with the discipline action. Must be zero-filled if "SPED Removal Type" = 01 or 02.

Discipline Start Date

8 SynergySIS > Discipline Incidents > Incidents > Participants tab > Disposition detail screen

K12.DisciplineInfo


DispositionDate MMDDYYYY. The start date of the discipline action.

Discipline Action Length

4 Synergy SIS > Discipline Incident > Student Incident > Discipline Incident Detail > Student Incident Detail tab > Disposition area > Days field

K12.DisciplineInfo

Student Incident Discipline

Days N / A Must be 4 characters. Must be between a half day and 365 days (0005 and 3650). Half days included in 4th position. 4th position must either be a 0 or a 5. Single incidences of 1/2 day reported will now be reported as 1 day. If an override amount is entered into the days field, we will extract the override amount. If days field is left blank, we'll calculate days based on the start/end dates.

Special Education Removal Type

2 Synergy SIS > Discipline Incident > Student Incident > Discipline tab > Discipline Incident Detail > Student Incident Detail tab > Disposition

K12.DisciplineInfo


Reassignment Days

For each incident in which the student was unilaterally removed (either by school personnel or as determined by a hearing officer), indicate the type of the removal. This isn't currently used and



area > Detail > Disposition Description area > Sub Category 1

should default to 00 if no entry exists. Zero-filled if Discipline field is 01-In School Suspension, 02-Out of School Suspension, or 03-Expulsion.

Special Education Removal Reason

2 Synergy SIS > Discipline Incident > Student Incident > Discipline tab > Discipline Incident Detail > Student Incident Detail tab > Disposition area > Detail > Disposition Description area > Sub Category 2

K12.DisciplineInfo


CodeDispSub2GU

Provide a removal reason code for instances in which the student was 01- Unilaterally Removed by School Personnel. For instances where the removal was based on a 02- Hearing Officer, this field should be zero-filled. This isn't currently used and should default to 00 if no entry exists.

Received Education Services

During Expulsion

1 Synergy SIS > Discipline Incident > Student Incident > Discipline Tab > Discipline Incidents Info Area > Incident Selection > Show Detail > Disposition Info Area > Disposition Selection > Detail > Dates Info Area > Receives Support Services Dropdown

K12.DisciplineInfo


Receives Support Services

Required if Discipline field = 03-Expulsion; otherwise, zero-filled.

Special Education Action Flag

1 Field must be a 1. Only students with disabilities are reported.



TSDL FIELD LOCATIONS TSDL Course Enrollment


Lookup Table Notes

District Code 4 Synergy SIS > System > Setup > Organization > List > DistrictNumber

K12.Setup DistrictSetup DistrictNumber N / A



Local Course Code 100 Synergy SIS > Course > District Course > Course ID

K12.CourseInfo

Course CourseID N / A

Section Number 25 Synergy SIS > Schedule > Student Classes > Current Class Schedule Info Area > Section ID

K12.ScheduleInfo

Section SectionID N / A

SASID 10 Synergy SIS > Student > Demographics Tab > State ID

K12.Student Student StateStudentNumber

N / A

Student's Last Name


K12.Student Student LastName N / A



K12.Student Student FirstName N / A

Student's Gender 2 Synergy SIS > Student > Gender

K12.Student Student Gender K12. Gender



K12.Student Student BirthDate N / A Use MM/DD/YYYY format.

Roster Start Date 8 Synergy SIS > Schedule > Student Classes > Current Class Schedule Info Area > Enter Date

K12.ScheduleInfo

Section Enter Date N / A

Roster End Date 8 Schedule > Student Classes > Current Class Schedule > Leave Date

K12.ScheduleInfo

Section Leave Date N / A




Lookup Table Notes

Course Completion 1 Calculated Required for students in grades K-12. Calculated based on student's final grade in Student Course History.

Verified 2 Optional Only required in Roster Verification. Otherwise 00.

Student's Grade Level

3 Student > Enrollment History > Enrollment > School Enrollment > Enrollment Activity > Grade

K12.EnrollmentInfo

Student. Enrollment Activity

Grade K12. Grade

Grade level or primary instructional level at which student enters a school or educational institution during a given school year.



TSDL Course Instructor Display Name Field


Table Note

District Code 4 Synergy SIS >> System >> Setup >> Organization > List > DistrictNumber


School Code 4 Synergy SIS >> System >> Setup >> Organization > List > State CTDS Code

K12 School StateSchoolCode

Local Course Code 100 Synergy SIS >> Course >> District Course > Course ID

K12.CourseInfo

Course CourseID

Section Number 25 Synergy SIS >> Schedule > Student Classes > Current Class Schedule Info Area > Section ID

K12.ScheduleInfo

Section SectionID

EDID 8 Staff's Last Name 30 Synergy SIS >> Staff >

Staff > General Tab > Last Name

K12 Staff LastName N / A

Staff's First Name 30 Synergy SIS >> Staff > Staff > General Tab > First Name

K12 Staff FirstName N / A

Staff's Gender 2 Synergy SIS >> Staff > Staff > General Tab > Gender

K12 Staff Gender Revelation.Gender

Staff's Date of Birth 8 Synergy SIS >> Staff > Staff > General Tab Birth Date

K12 Staff BirthDate N / A

Term 3 Synergy SIS >> Schedule > Student Classes > Current Class Schedule Info Area > Term

K12.SchduleInfo

Section TermCode

Staff Role 2 Synergy SIS >> Schedule > Student Classes > Current Class Schedule Info Area >

K12.SchduleInfo

Section StaffHistory Staff Role: 01 – Educator of Record 02 – Contributing Professional If Primary Teacher of Section,





Note

Term then 01 If Team Teaching = Team Teaching and Additional Staff = Co-Teacher, then 01 and Additional Staff = Educator of Record, then 01 and Additional Staff = Contributing Professional, then 02 and Additional Staff = Long Term Substitute, then 02 and Additional Staff = Student Teacher, then 02 If Team Teaching = Blank and Additional Staff = Co-Teacher, then 02 and Additional Staff = Educator of Record, then 02 and Additional Staff = Contributing Professional, then 02 and Additional Staff = Long Term Substitute, then 02l and Additional Staff = Student Teacher, then 02

MSP Project Code 4 0000 filled if not a MSP Participant

MSP Most Recent Year of PD Participation

8 Only required for MSP Participants



SDA FIELD LOCATIONS SDA Discipline by Action

Field Name Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes


4 Synergy SIS > System > Setup > Organization > List > DistrictNumber




Behaviors 2 Synergy SIS > Discipline Incident > Incidents > Violations tab > Show Detail > Violation tab > Category

K12.DisciplineInfo

Student Incident Violation

Category N / A State Code = 01-10, 12-16 Reports most severe behavior if multiples exist on single incident.

Total Number of Incidents

4 Calculated N / A

Classroom Removal

4 Synergy SIS > Discipline Incident > Incidents > Participants tab > Show Detail > Student Incident Detail > Disposition Information > Disposition Code

K12.DisciplineInfo


Disposition Code N / A State Code = 04 Classroom Removal Reports most severe action if multiples exist on single incident.

In-school Suspensions


K12.DisciplineInfo


Disposition Code N / A State Code = 01 ISS Reports most severe action if multiples exist on single incident.

Out-of-School Suspension Incidents


K12.DisciplineInfo


Disposition Code N / A State Code = 02 OSS Reports most severe action if multiples exist on single incident.



Field Name Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes

Expulsion Incidents 4 Synergy SIS > Discipline Incident > Incidents > Participants tab > Show Detail > Student Incident Detail > Disposition Information > Disposition Code

K12.DisciplineInfo


Disposition Code N / A State Code = 03 EXP Reports most severe action if multiples exist on single incident.

Law Enforcement Referral Incidents

4 Synergy SIS > Discipline Incident > Incidents > Participants tab > Show Detail > Student Incident Detail > Disposition Information > Show Detail > Was Referred to Law Enforcement

K12.DisciplineInfo


Referred to Law Enforcement

N / A Was referred to law enforcement checkbox

Other Action Taken Incidents


K12.DisciplineInfo


Disposition Code N / A State Code = 06 Other Action Taken Reports most severe action if multiples exist on single incident.



SDA Discipline Demographic

Name of Field Field Length Synergy SIS Location NameSpace BO Property

Lookup Table Notes






Ethnicity/Race* 2 Synergy SIS > Student > Hispanic/Latino

Gender* 2 Synergy SIS > Student > Gender

K12.Student Student Gender K12. Gender

Grade Level* 3 Student>Enrollment History>School> Enrollment Activity> Grade

K12. Enrollment Info


Grade K12. Grade

Grade level or primary instructional level at which student enters a school or educational institution during a given school year.

Disability/IDEA Status*

1 Synergy SIS > Student Programs > Special Ed Student Services > Service Code

K12.ProgramInfo

SpecEd ServicesGrid

Service Code N/A If student has a service code, then 1

Section 504 Status* 1 Synergy SIS > Student Programs > Student Needs > Program Code

K12.ProgramInfo

Student ProgramGrid

Need Description N/A If student has a 504 need, then 1

LEP Status* 1 Synergy SIS > Student Programs > English Language Learners > ELL History > Current Language Ability

K12.ProgramInfo

ELLHistory Language Ability N/A Student with Language other than English being served or monitored either by Bilingual or ESL program or identified as Parent refused services, then 1

Unduplicated Count of Students Disciplined*

4 Calculated

Classroom Removals*

4 Calculated Based on State Code = 04 Classroom Removal

In-School Suspensions*

4 Calculated Based on State Code = 01 In School Suspension

Received Only One Out-of-School Suspension*

4 Calculated Based on State Code = 02 Out of School Suspension

Received More 4 Calculated Based on State Code = 02 Out of




Lookup Table Notes

than One Out-of-School Suspension*

School Suspension

Total Out-of-School Suspensions*

4 Calculated Based on State Code = 02 Out of School Suspension

Expulsions With Educational Services*

4 Calculated Based on State Code = 01 Expulsion AND Receives Support Services = Yes on Disposition Detail

Expulsions Without Educational Services*

4 Calculated Based on State Code = 01 Expulsion AND Receives Support Services = Blank or No on Disposition Detail

Law Enforcement Referral*

4 Calculated Based on Was Referred to Law Enforcement checkbox on Disposition Detail

School Related Arrest*

4 Calculated Based on Was Arrested checkbox on Disposition Detail

Other Action* 4 Calculated Based on State Code = 06 Other Action Taken



SDA Firearm (GFSA) Discipline


Lookup Table Notes






Grade Level 3 Synergy SIS > Student > Enrollment History > Enrollment > School Enrollment > Enrollment Activity > Grade

K12. Enrollment Info


Grade K12. Grade

Firearm Weapons 2 Synergy SIS > Discipline Incident > Incidents > Violations tab > Violations grid > Violation

K12. Discipline Info > Setup

District Discipline CodeSub2

DiscCode N / A 01 - Handgun 02 - Rifle/Shotgun 03 - Other Firearm

IDEA/Special Education

1 Synergy SIS > Student Programs > Special Ed Student Services > Services tab > Services grid > Service Code

K12. ProgramInfo

SpecialEd Services Grid

Service Code N / A Must be in SPED on/during the date of the incident and disposition.

Brought or Possessed at School

2 Synergy SIS > Discipline Incident > Incidents > Violations tab > Violations grid > Category

K12. Discipline Info


CodeDiscGU N / A State Code = 05 Dangerous Weapon

Students Expelled 2 Synergy SIS > Incidents > Participants > Disposition grid > Disposition detail > Information tab > Disposition Code



CodeDispGU N / A State Code = 03 Expelled from School

Students Expelled Less Than One Year

2 Synergy SIS > Incidents > Participants > Disposition grid > Disposition detail > Information tab > Start Date/End Date



Disposition StartDate and Disposition EndDate

N / A Less than one calendar year between disposition start and end dates. State Code 03-Expelled only.




Lookup Table Notes

Student Referred and Expelled Less Than One Year





N / A Less than one calendar year between disposition start and end dates. State Code 03-Expelled AND Interim Alternative Setting set.

Students Expelled at Least One Year





N / A At least one calendar year between disposition start and end dates. State Code 03-Expelled only.

Students Referred and Expelled at Least One Year





N / A At least one calendar year between disposition start and end dates. State Code 03-Expelled AND Interim Alternative Setting set.

Students Not Disciplined

2 Synergy SIS > Discipline Incident > Incidents > Violations tab > Violations grid > Category



CodeDiscGU N / A State Code = 06 Other Action Taken

Students Disciplined Other

2 Synergy SIS > Incidents > Participants > Disposition grid > Disposition detail > Information tab > Disposition Code



CodeDispGU N / A State Code = 01 ISS, 02 OSS, 04 Class Removal, 05 Law Enforcement Referral

Students Removed Other

2 Synergy SIS > Incidents > Participants > Disposition grid > Disposition detail > Information tab > Disposition Code



CodeDispGU N / A State Code = 07 Other Removal (Death and Incarceration).



TITLE 1 FIELD LOCATIONS Display Name

Field Length Synergy SIS Location NameSpace BO Property Lookup Table Notes


4 Synergy SIS > System > Setup > Organization > List > District Name


DistrictNumber N / A






N / A




Student's Last Name




K12 Student Gender Revelation.Gender 01 - Female 02 - Male




Instructional and Support Services: Mathematics

1 Synergy SIS > Student Programs > Student Program Summery > Student Needs Transaction Details > Program Code

K12. ProgramInfo

Student Transaction ProgramGrid

Need Setup from Needs/ Programs Definition. Synergy SIS > Student Programs > Setup > Needs/ Programs Definition



Display Name Field Length Synergy SIS Location NameSpace BO Property Lookup Table Notes

Instructional and Support Services: Reading/Language Arts


K12. ProgramInfo



Instructional and Support Services: Science


K12. ProgramInfo



Instructional and Support Services: Social Studies


K12. ProgramInfo



Instructional and Support Services: Vocational/Career


K12. ProgramInfo



Instructional and Support Services: Other Instructional Services


K12. ProgramInfo





Display Name Field Length Synergy SIS Location NameSpace BO Property Lookup Table Notes

Support Services: Health, Dental, and Eye Care


K12. ProgramInfo



Support Services: Supporting Guidance/Advocacy


K12. ProgramInfo


Need Setup from Needs/Programs Definition. Synergy SIS > Student Programs > Setup > Needs/Programs Definition

Support Services: Other Support Services


K12. ProgramInfo


Need Setup from Needs/Programs Definition. Synergy SIS > Student Programs > Setup > Needs/Programs Definition

synergy sis€¦ · june 2016 0 initial release of this document for version 10.03 july 2016 1...

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