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Student Cycle Reporting for eSchoolPlus 2013-2014

Student Cycle Reporting for eSchoolPlus 2013-2014. APSCN. Helpful Documents. APSCN website for eSchoolPlus documentation : http:// www.apscn.org/eschool/eschool.htm SMS Required Fields for State Reporting SIS Code Conversion Chart ALE Coding State Reporting Advanced Searches

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Student Cycle Reporting for eSchoolPlus 2013-2014

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  1. Student Cycle Reporting for eSchoolPlus2013-2014 APSCN

  2. Helpful Documents • APSCN website for eSchoolPlus documentation: http://www.apscn.org/eschool/eschool.htm • SMS Required Fields for State Reporting • SIS Code Conversion Chart • ALE Coding • State Reporting Advanced Searches • APSCN website for ADE Contact Information: http://www.apscn.org/sis/sis.htm • Contact List 2013/2014 • Statewide Information System site: https://adedata.arkansas.gov/sis/ • SIS Manual 2013-2014 • Cycle Instructions for Web-Based System • Certification of Data Accuracy • Statement of Assurances

  3. Helpful Documents (con’t) • Course Code Management System (CCMS) site: http://adedata.arkansas.gov/ccms • Course Code Management System as stated in Commissioner’s Memo LS-12-021 08/30/2011 • Job Code Management System (JCMS) site: http://adedata.arkansas.gov/jcms

  4. District • The 7 digit State Equivalency Code pulls in Cycles 1 through 9. Menu Access:Administration > System Setup > District > District (Preferences tab)

  5. District • The districts mailing address and phone number pull in Cycles 1 through 9. Menu Access:Administration > System Setup > District > District (Contact Information tab)

  6. District Menu Access: Administration > System Setup > District > District Data Entry > District Demographics (click on district name link)

  7. GPA Summary • GPA Type pulled is determined by the District Configuration’s State Rank Type field. Menu Access: Student Center > Mark Reporting > GPA Summary

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

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

  10. School Demographics Menu Access: Administration > System Setup > Building > Building Data Entry > School Demographics

  11. School Demographics Menu Access: Administration > System Setup > Building > Building Data Entry > School Type Indicator

  12. Calendar Menu Access: Registration Center > Setup > Calendars • Collected in Cycles 1-7. • Calendars should be as accurate as possible for Cycle 1 submission. • Commissioner’s Memo FIN-09-088 6/4/09 States that five (5) extra days should be built into the calendar as non membership days using the Day Type of XDY. • Attendance quarter days should be between 40 and 50 days.

  13. Staff Information - District Menu Access: Registration Center > Staff Information

  14. Staff Information - Building Menu Access: Registration Center > Staff Information

  15. Demographics – Registration Menu Access: Student Center > Demographic > Registration

  16. Demographics – Personal Menu Access: Student Center > Demographic > Personal

  17. Demographics – Personal (Continued) Menu Access: Student Center > Demographic > Personal

  18. Demographics – Academic Menu Access: Student Center > Demographic > Academic

  19. Demographics – Contacts Menu Access: Student Center > Demographic > Contacts

  20. Demographics – Addresses Menu Access: Student Center > Demographic > Addresses

  21. Demographics – SIS/Misc Items Menu Access: Student Center > Demographic > SIS/Misc Items

  22. Demographics – Programs Menu Access: Student Center > Demographic > Programs > ARRS – Residency

  23. Residency New Residency Codes (ACT 1469) • “1 – Resident Home School No ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are not enrolled in a credit-bearing course. • “2 – Resident Home School with ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are also enrolled in a credit-earning course.

  24. Demographics – Programs Menu Access: Student Center > Demographic > Programs > ARELL – ELL Entry/Exit

  25. Gifted &Talented Dr. Mary Kathryn Stein, Program Coordinator ADE Gifted & Talented and Advanced Placement Phone: 501-682-4224 Email:mary.stein@arkansas.gov

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

  27. Demographics – SSN Correction Menu Access: Student Center > Demographic > SSN Correction

  28. Demographics – Pull-Out Teachers Menu Access: Student Center > Demographic > Pull Out Teachers

  29. Demographics – Entry/Withdrawal Withdrawal Code and Withdrawal Date • Dropout counts are determined by the withdrawal code used. • The Dropout and Retention data will pull in cycle 3 (due November 15). • Early Graduates should have a drop code of 140 and should have a status of Inactive.

  30. Demographics – Entry/Withdrawal Menu Access: Student Center > Demographic > Entry/Withdrawal

  31. Attendance • Day Totals and Interval Calculations must be run prior to attendance cycles which are in cycles 3, 5, 6, and 7. • Day Total Calculation must be completed before running Interval Calculations. • Attendance quarters must be between 40 and 50 days

  32. Discipline • When adding an Incident be careful to select the appropriate building for the Offender. • All Incidents must have an Offender added with the Action taken. • All Actions of Suspension and Expulsion (codes 01-04 and 11-18) must have a the number of days suspended or expelled entered in the duration fields.

  33. Discipline Menu Access: Student Center > Discipline > Incident List

  34. Discipline Menu Access: Student Center > Discipline > Incident List

  35. Scheduling – Master Schedule Menu Access: Scheduling Center >Master Schedule > Master Schedule

  36. Scheduling – Master Schedule (Continued) Menu Access: Scheduling Center >Master Schedule > Master Schedule

  37. Scheduling – Master Schedule • Verify that the correct course code numbers are being used by checking the Course Code Management System for the MOST CURRENTcodes (http://adedata.arkansas.gov/ccms). • Use Concurrent Credit teacher for concurrent credit classes taught by college instructor.

  38. Scheduling – Course SIS Data Menu Access: Scheduling Center > Master Schedule > Course SIS Data

  39. Scheduling – HQT • HQT (Highly Qualified) – indicates how the teacher is highly qualified to teach the course • 1 – Passed Content Test • 2 - Housse • 3 – Teacher/Degree/NBC • 4 – Multi-Subject Housse • 5 - No • 6 – Not Applicable • It is recommended that the HQT status be reviewed on ALL master schedule records.

  40. Scheduling – Distance Learning • Distance learning courses should be designated Distance Learning on the Course SIS Data screen. • The distance learning teacher should be reported, not the room monitor. • Distance Ed Provider: Indicates the organization providing the distance learning instruction.

  41. Scheduling – Alternative Environment • All students in an ALE program must have courses scheduled. • All ALE courses must have the Alternative Ed field marked “Y”. • All ALE courses should indicate the MINUTES PER DAYthe course meets.

  42. Scheduling – ALE FTE Calculation (ALE Minutes Per Day ÷ Minutes in School Day) Multiplied by (ALE Days ÷ Total Days in Year) =  ALE FTE Example (360 ÷ 360) x (45 ÷ 178) = .26 ALE FTE 1.0 X .26 = .26

  43. Scheduling – Common Errors in Coding ALE • Student Curriculum code not changed to AE at the time student enters ALE. • Master schedule courses not indicated as Alternative Environment on the Course SIS Data screen. • Master Schedule courses do not have Course Minutes on the Course SIS Data screen. • Schools other than high school not following ALE process. • Failure to verify the accuracy of ALE days in SIS Reports.

  44. Scheduling – Concurrent Credit • The College Credit field is used in conjunction with Institution Issuing Credit field. • Concurrent Credit courses should have the College Credit field checked and the institution that is providing the concurrent credit course indicated in the Institution Issuing Credit field.

  45. Scheduling – Course Minutes • Course Minutes is required for Elementary Art, Music and PE. These courses must be entered in minutes per week. • All ALE courses require entries in the Course Minutes field to be included in the calculation. Minutes per day would be used for ALE courses.

  46. Scheduling – ‘Other’ Course SIS Data • Not Included in Cycle 2 – Used to indicated that a course-section should NOT be pulled for cycle reporting. • Vocational LEA – Used to indicate the Vocational or secondary Center that this course-section is being taken. • Special Education – Used to indicate that the course-section is taught in a Special Education environment offered exclusively to Special Ed students. • Kindergarten Overage Flag – Used to indicate that this course-section has more students than allowed but is acceptable due to having a teacher aide.

  47. Mark Reporting Menu Access: Student Center > Mark Reporting > Report Card Summary

  48. Mark Reporting Menu Access: Student Center > Mark Reporting > GPA Summary

  49. Medical • Hearing Screening information for each student will be pulled in Cycle 7. • Scoliosis Screening information for each student will be pulled in Cycle 7. • Vision Screening information for each student will be pulled in Cycles 3 and 6. • All screening that have a Referral require a Follow-up • Immunizations for students in grades KF & 07 will pull in Cycle 3.

  50. QUESTIONS?

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