New STAR/EIS Users Training

1. New STAR/EIS Users Training August 2008

2. Purpose • Connect all programs (SSMS/EIS/School Approval) together by looking at policies and procedures and identifying key guidelines to ensure accurate attendance and membership data. • Key Concepts • Statewide Student Management System(SSMS) • STAR Student from Century is the SSMS. • Education Information System (EIS) • School Approval is the office which monitors Preliminary School and Staff reports. • EasyIEP is the program Special Education uses to manage Special Ed students.

3. Current Requirements • The official reporting document for ADM/ADA will be the state website populated by Mildred. • Preliminary Report is populated by data from EIS. • Report Card Data such as Graduation Rate, Retentions, and Suspension, Expulsion, and Remandments are populated from EIS. • Many other pieces of student data is transmitted weekly to report to the state.

4. Must Reconcile Each Funding Period Role of SSMS and EIS? STAR Student Checkbook EIS Bank

5. Timeline for reporting to EIS • First extracts will be pulled from STAR around the beginning of school. • Current schedule has extracts pulled on Tuesday and Friday night of each week. Data is compiled and error reports are generated in EIS for Thursday and Monday mornings. • Each school is responsible for reviewing errors and making necessary corrections in a timely fashion. • District will assist schools by schools calling Mildred or myself when unsure about certain errors. • We may have to re-upload data to finalize corrections. Simply making the change in STAR does not correct the error in EIS. District will work closely with school to make sure this is done. • Errors need to be corrected as time permits but most important concept to remember is that what we have in STAR should be in EIS.

6. Definitions • ADM – Average Daily Membership • The sum of total number of days enrolled divided by the number of days taught within the accounting period (20 days). • ADA –Average Daily Attendance • Divide the total number of days present by the number of days taught within the accounting period (20 days). • Minimum Daily Attendance Standard is half of the standard student instructional day minus lunch. (195 minutes or 3 hours and 15 minutes). • ADT – Average Daily Transported • State funding is based on the average number of students transported daily who live 1.5 or more miles from the school they attend and who are present any part of the day (1 minute).

7. Web Resources • Lexis-Nexis (TCA laws pulled from Michie.com) • http://www.michie.com/tennessee/lpext.dll?f=templates&fn=main-h.htm&2.0 • State Attendance Manual • http://www.state.tn.us/education/schapproval/attendancemanual/ • State Course Codes • http://www.state.tn.us/education/schapproval/ccc_e_08-09.shtml • EIS Reporting • http://www.state.tn.us/education/eis/ • EIS Business Rules • School Level Training Manual • Refresher Training Presentation

8. Policies and Procedures • All attendance related matters should follow local school board policy, state laws (TCA), the state attendance manual, and EIS business rules. • Procedures are in place for teachers, principals, local school office and the Central Office. • Many errors and problems can be attributed to lack of knowledge or ignorance of these policies and procedures.

9. TCA 49-6-5106 • 49-6-5106. Use of name on birth certificate.A student shall be enrolled in the name that appears on such student's certificate of live birth, or certificate of birth by adoption, if such adoption occurs prior to the child's entrance into school, and such student shall be known by such lawful name in all facets of school records, report cards, student testing and any school activities. Name changes due to marriage of a student will be entered on the student's record upon receipt of a marriage certificate. Court-ordered name changes will be entered on the student's record upon receipt of the appropriate court document. 

10. TCA 49-6-5102 • 49-6-5102. Social security number to be provided to admissions officer.  At the time of admission of a student into an LEA, the student or the student's parent or guardian shall provide the student's social security number to the admissions officer of the agency. • McKinney-Vento Act says you cannot deny enrollment to students who are classified as homeless or migrant students who fall under the homeless designation. • PIN numbers can be assigned to students who cannot provide Social Security Number

11. State Attendance Manual • Front Cover Title is Student Membership and Attendance Accountability Procedures Manual • Defines minimum standards for attendance and membership reporting. • When board policy does not clearly define policy or procedure it directly refers to or expects the guidelines set forth in this manual to be followed.

12. Key Manual Highlights • Local School Office/Principal Guidelines • Section A • A104 –Confidentiality and FERPA • A105 – Teacher Responsibilities Item 3 and 6 • A106 –Local School Office/Principal • A107 – Items 3,7,8,10 and 11 • C-103 – Items 3 and 4 • C-106 – Immigrant Students • E-101 – PIN • E-102 – Types of Enrollment • G-101 - Transportation

13. Monitoring data in STAR • ADA/ADM Report Problems- Things to Check Memo (Sent on STAR listserv dated 10/12/05) • Student Detail Report – check prior to last day of funding period and definitely run and check on the first day after the end of a funding period. • Excessive Absence Report (Run for five or more consecutive days to proactively check for possible withdrawals) Run weekly.

14. Monitoring Errors and Corrections in EIS • Usernames and passwords • Email Mildred with password resets or new accounts to be added or deleted. • EIS Navigation • School Level Training • http://www.state.tn.us/education/eis/eistrain.pdf • (Refresher Training Powerpoint) http://www.state.tn.us/education/eis/refreshertraining.ppt • EIS Business Rules • http://www.state.tn.us./education/eis/eisbusr01.pdf • Review ADM and reports from EIS.

15. Timelines • Before School Starts • Course /Section Data is setup and complete before scheduling students into STAR. • Teachers are in with the proper assignment codes and if responsible for students, have a schedule of courses assigned to them. • All students scheduled and enrolled. Students who matriculate from elementary to middle or high school are verified for membership on the last day of school. If they withdrew before the last day of school they need to be deleted from the middle or high school database before the first day of school.

16. Timeline cont2. • Attendance Records will be created for daily attendance and class/period attendance prior to the first day of school. No exceptions. • First day of school and forward • All students who enroll after school and forward will need to be scheduled when they are enrolled. No Exceptions. • Students who are enrolled but do not show will be kept in membership until the 10th day. • Daily attendance procedures should be followed and entered into the student management program.

17. Timeline cont3. • 10th day of School- Front Office/Principal should review list of students who did not show up but are enrolled at their school. Withdraw them back to the first day of school with the appropriate withdrawal code. • Weekly – Run excessive absence report and verify what students need a five day letter notification. Send it and also begin investigating whereabouts of student. If student misses ten consecutive days they are to be withdrawn from school.

18. Timeline cont4. • Prior to first upload to EIS. • Verify all students have valid SSN or PIN. Also verify if name changes have occurred that student is in EIS with the same name. If not, make sure name matches in both STAR and EIS and wait until student is loaded in EIS before changing. This is extremely important as it is more difficult to load students into EIS if their records have been sent once and rejected.

19. Timeline cont5. • Weekly • Login to EIS and monitor school level errors every Monday morning. Every effort should be made to correct errors prior to next upload which occurs on the next Friday night. This includes working with the district to restage student data and verify student is in EIS and reporting ADM before checking off of to do list. This will be done every week from the middle of August until the end of the school year.

20. Timeline cont6. • Every funding period • Run Student Detail Report at the end of the funding period and verify every student is accounted for and corrections made in STAR before looking at ADM numbers in EIS. • Followup on all EIS errors accumulated during that funding period and ensure they are corrected and data is in EIS correctly. • Run school level attendance reports in EIS and report to Mildred any discrepancies between STAR and EIS.

21. Timeline cont7. • Transportation ADT (Weekly) • Make sure students have a green card that designates if they ride a bus and how many miles they live from school. • Verify the busing record has the required data and students show up correctly in STAR and EIS for ADT. • Since buses are shared, communicate to each other numbers being reported on ADT. • By September 15th • Ensure all active teachers have assignment codes and are scheduled in STAR. • School Approval checks for teacher endorsement against the course codes they are scheduled in and the assignment code. • All final changes to course schedules and teacher assignments made at this point. • School Approval also checks for classroom sizes and this is where you ensure teachers are not teaching two classes at the same time which can skew class size counts.

22. What do I check and where is it located? • Checklist Routine for Enrollment and Attendance Reporting in STAR and EIS • Monthly ADM Report to Mildred • Tennessee STAR Extract Mapping • Pre-K Guidelines and Program Codes

23. Year at a Glance (Things to be doing at given times of the year.) • Before Start of School • Setup Master Schedule (Course/Section Data) • Homeroom Assignments for students • Update Local Teacher Tables • Check Valid Period Table • Remove Students from new year if they were not at your school on the last day of school(High Schools).

24. Enrollments and withdrawals • Enrollment Process • Green Card • ESL - Non English Language Background • Walkthrough enrollment process • Relation Resides Record. • Busing • Withdrawal Process • Permanent Record Checksheet • Transfer or Withdrawal? • Inactivate Schedules or Delete? • Grade Change or Social Promotion

25. At the Start of School • Finalize Master Schedule • Recalculate Seat Counts • Enroll new students and schedule them • Begin taking attendance • Print out Homeroom Rosters and have teachers verify who is there and who is not. • Begin looking at Student Scheduled Minutes Report to verify they have required minutes.

26. Daily Attendance • Gradebook portal – Teachers can submit online if homerooms are setup. • Secretary can post attendance or update absences and tardies through Post Daily Attendance • Post Tardy Records (School Wide or Individual Student) • Daily Attendance Audit • Daily Absence List Reporting

27. 10th day of school • Refer back to your list of students who have not returned to school. Determine what happened to them and on the tenth day, withdraw them back to the first day of school with the appropriate withdrawal code.

28. Discipline • Posting Discipline • Enter via student record • Post Discipline Routine • Need to enter one student for one discipline record. • Viewing Discipline • Click on Magnifying Glass to view student discipline events. • Run Discipline Detail Report

29. Twentieth Day of School • Begin reviewing the status of your school’s ADA/ADM by checking the reports listed in the handout called “Checklist Routine for Enrollment and Attendance Reporting in STAR and EIS” • Begin preparing the monthly report due to Mildred for each twenty day funding period. Due five days after funding period has ended. • ADM Correction – This will be the largest batch of corrections to be done for the year. Refer back to the “Checklist” to assist in troubleshooting these issues.

30. Fall and Spring of each year • Verify Special Program Codes for Free and Reduced Lunch Status. • High School – Student Vocational Club status for E-tiger • Verify Special Program Codes for Pre-K Students and all Pre-K data has been entered into the program. (Scheduled, Funding Source, free and reduced lunch status)

31. Each Marking Period • Handout from Jennifer Teague • Marking Period Table • Valid Grades Table • Grade Collection Table • Make sure this is run prior to report cards being printed. May also run on a regular basis when students are enrolled new and teachers using gradebook portal complain they cannot see new student.

32. High School - Academic History • General Process • Live Side – Grade Reporting • Live Side is rolled into Academic History manually by school. • Academic History is where transcripts are run and graduation data is kept.

33. End of School Year • Report Cards and the Grade Calculation Routine • Permanent Record Label Guide • Promotions and Retentions • District will work with you at various points in the spring to verify data between STAR and EIS match. This will be the last time this will be checked for the current school year.

34. OOPS! TN DATA AUDIT REPORT • GLOBAL>>>REPORTS>>Tenn Data Audit Report • Closest thing you will have to a single report that can tell you if you have some data missing or incorrectly configured in STAR. • This is useful to run once you are about ten days into the school year. • Can be run as often as needed if items are changed or new enrollments occur.