District Setup - AzEDS

Data Element

Additional Information

[Table]FieldName

Used in these Reports

Calendar Membership Types

Calendar Membership Types > Edit/New > Calendar Membership Type

Code

Enter the calendar membership type code.

[Gen]Value

[Gen]Cat=dailymembtypes

AzEDS:
CalendarDate

Meaning

Enter the calendar membership type meaning.

[Gen]Name

[Gen]Cat=dailymembtypes

AzEDS:
CalendarDate

Courses

Courses > Edit Course District Information

Courses > View Master Course List > New

Course Name

Enter the course name.

[Courses]Course_Name

Student-Teacher-Course Connection Reports

AzEDS:

Course
CourseOffering
CourseTranscript

Course Number

Enter the course number.

[Courses]Course_Number

Student-Teacher-Course Connection Reports

AzEDS:

Course
CourseOffering
CourseReference

Alternate Course Number

Enter the alternate course number.

[Courses]Alt_Course_Number

Student-Teacher-Course Connection Reports

AzEDS:

Course
CourseOffering
CourseReference

Credit Hours

Enter the number of potential credit hours available for the course.

[Courses]Credit_Hours

Student-Teacher-Course Connection Reports

AzEDS:

Graduation Plan
Section

Maximum Credit Hours

Enter the maximum number of credits a student receives for taking the course. The value must be greater than or equal to the Credit Hours. Once a value is entered, the value will be evaluated against the credit earned on stored grades to determine if it should be excluded from graduation progress/graduation planner based on the association to the grade policy related to the grade scale for the course or section.

[Courses]MaxCredit

AzEDS:

Required Setup

CIP Code            

If needed, enter the CIP code to identify courses as part of a state-managed vocational program.

[Courses]Code

AzEDS:

StudentCTEProgramAssociation

CTE Enrollment

CIP Course Sub-Code

Enter the CIP program number.

[S_AZ_CRS_X]CIPProgramNumber

CTE Enrollment

Instructional Setting

Enter the instructional setting for the course

Note: Defaults to “Regular Departmentalized Classroom”, if blank.

Drop down values:

• Regular Departmentalized Classroom

• Resource Room

• Self-Contained Classroom

• Co Taught

• Structured English Immersion

• Distance Learning (All Students)

• Distance Learning (tome Students)

• Virtual

[S_AZ_CRS_X]InstSet

Student-Teacher-Course Connection Reports

AzEDS:

Section

Course Level Characteristic

An indication of the level of rigor in a course.

Note: Defaults to “General” or “Regular”, if blank.

Valid values:

• Students with Disabilities

• Basic

• General or Regular

• Enriched or Advanced

• Honors

• Gifted or Talented

• College level

• English Language Learners

• High School Equivalent

• Untracked

[S_AZ_CRS_X]CourseLevel

Student-Teacher-Course Connection Reports

AzEDS:

Section

End of Course Assessment Code

For courses that end with Assessment testing, choose a course assessment code.

See the Appendix for valid values.

[S_AZ_CRS_X]EOC_AssessmentCodeType

AzEDS:

Course

Low Grade Level

Select the lowest grade level of students either enrolled in the course or for which the course is targeted.

[S_AZ_CRS_X]LowGrade

Student-Teacher-Course Connection Reports

AzEDS:

Section

High Grade Level

Select the highest grade level of students either enrolled in the course or for which the course is targeted.

[S_AZ_CRS_X]HighGrade

Student-Teacher-Course Connection Reports

AzEDS:

Section

Standards Grades Identifier (Populate if using Standards instead of Traditional grades for course)

Enter Standard Identifier if using Standards instead of Traditional grades for course.

Ex: LA.11.3.12

[S_AZ_CRS_X]StandardID

Student-Teacher-Course Connection Reports

AzEDS:

StudentAcademicRecord
CourseTranscript

Exclude from AZ Student-Teacher –Course Connection Reports

Click the checkmark to exclude From AZ Student-Teacher-Course Connection Reports.

[S_AZ_CRS_X]ExcludesSTC

Student-Teacher-Course Connection Reports

AzEDS:

Section
Course

Is Dual Credit (HS Only)

Click the checkmark if students enrolled in the course are concurrently enrolled in a post-secondary institution and receiving credit at both levels.

Note: High School Course Only.

[S_AZ_CRS_X]DualCredit

Student-Teacher-Course Connection Reports

AzEDS:

Section

Concurrent Enrollment (HS Only)

Click the checkmark if students enrolled in the course are concurrently enrolled in a post-secondary institution and receiving credit at both levels.

Note: High School Course Only.

[S_AZ_CRS_X]ConcurEnroll

Student-Teacher-Course Connection Reports

AzEDS:

Section

Is CTE Certificate (HS Only)

Click the checkmark if the course is part of a career or technical education program leading to a specific technical certification.

Note: High School Course Only.

[S_AZ_CRS_X]CTECert

Student-Teacher-Course Connection Reports

AzEDS:

Section

Is Required for Graduation (HS Only)

Click the checkmark if the course is one of the required courses a student must take to meet graduation requirements.

Note: High School Course Only

[S_AZ_CRS_X]ReqGrad

Student-Teacher-Course Connection Reports

AzEDS:

Section

Course Duration (Total Instructional Minutes)

The total number of minutes of instructional time for the course.

* Used by the MCESA Student Teacher Course Report.

If sections level setting is blank, course level settings will be used. If the course and section settings are blank, the value will be calculated based on Bell Schedule minutes for the section.

[Courses]CourseDuration

MCESA Student Teacher Course Report

Sequence of Course

When a Section is part of a sequence of parts for a course, the number if the sequence.

If Sections value is blank, Courses value will be used.

Defaults to 1 if blank.

[S_AZ_CRS_X]SequenceOfCourse

AzEDS:

Section

21st CCLC Program Course

Select the checkbox to use this course in CCLC Program Attendance records.

Note: It is recommended that this course be excluded from attendance.

[S_AZ_CRS_X]CCLCProgramCourse

AzEDS:

StudentProgramAttendanceEvent

District Information

Name of District

Enter the district name.

[Prefs]Value

[Prefs]Name=districtname

AzEDS:

Required Setup

District Number

Enter the six-digit CTD in the district number field.

[Prefs]Value

[Prefs]Name=districtnumber

Required Setup

District Entity ID

Enter the LEA’s state assigned Entity ID.

[Prefs]AZLEAEntityId

AzEDS:

Required Setup

Report JTED Enrollments and Attendance Through AzEDS (Ed-Fi)

Check the box to have JTED Enrollments and Attendance records reported through AzEDS transactions.

Note: This option should only be used by Districts who do NOT report JTED information to their JTEDS, but instead are required by their JTED to report the information directly to ADE.

When this box is checked, AzEDS Reporting will generate JTED School Enrollment records with .25 membership based on a Student’s continuous enrollment in a JTED section at his Home school, along with applicable absence records.

[Prefs]AzEDS_ReportJTED

AzEDS:

StudentSchoolAssociation
StudentSchoolAttendanceEvents

Enable Per-Minute Meeting Attendance Times

Check the box to enable Meeting Period Clock-in / Clock-out functionality on the Students Edit Meeting Attendance (week view) screen.

Meeting Period Clock-in / Clock-out functionality is used with the following Arizona-specific Attendance Methods (selected on the School Attendance Preferences page):

• Percent of Day Present (K-8 schools)

• Method 2: Minutes Attended (High schools)

• Minutes of Attendance (Alternative schools)

[Prefs]PSSR_AttendanceMeetingTime_Enabled

AzEDS:

StudentSchoolAttendanceEvents

Districts of Residence > New/Edit District of Residence

District ID

Enter the district ID.

The district of residence is used as the District of Funding. Funding is provided to the district f

or each student whose school enrollment is associated with the district. The district of residence must be a nine-digit value that does not include dashes.

[Gen]Value

[Gen]Cat=districts

AzEDS:

EducationOrganizationReference

Entry Codes

Start Page > District Setup > Code Sets > EntryCode

For more information, see Code Sets and Entry and Exit Codes pages in SIS Administration Guide.

Code set

Select the Code set type.

[CODESET]CODETYPE=EntryCode

Code

Enter the entry code.

See the Appendix for valid values.

[CODESET]Code

2

Display Value

Enter the code display value.

[CODESET]DisplayValue

Description

Enter the entry code description.

See the Appendix for valid values.

[CODESET]Description

N/A

Sort Order

Enter a sort order to determine where the code displays on the page.

[CODESET] UIDisplayOrder

N/A

Start Date

Enter a start date to activate this code.

[CODESET]EffectiveStartDate

8

End Date

Enter an end date to inactivate this code.

[CODESET]EffectiveEndDate

8

Exit Codes

Start Page > District Setup > Code Sets > ExitCode

For more information, see Code Sets and Entry and Exit Codes pages in SIS Administration Guide.

Code set

Select the Code set type.

[CODESET]CODETYPE=ExitCode

Code

Enter the exit code.

See the Appendix for valid values.

[CODESET]Code

2

Display Value

Enter the code display value.

[CODESET]DisplayValue

Description

Enter the exit code meaning.

See the Appendix for valid values.

[CODESET]Description

N/A

Sort Order

Enter a sort order to determine where the code displays on the page.

[CODESET] UIDisplayOrder

N/A

Start Date

Enter a start date to activate this code.

[CODESET]EffectiveStartDate

8

End Date

Enter an end date to inactivate this code.

[CODESET]EffectiveEndDate8

8

Federal Ethnicity and Race Settings

Description

Enter the district race description.

Valid values:

• White

• Black or African American

• Asian

• American Indian

• Native Hawaiian / Other Pac Islander

[Gen]ValueT

[Gen]Cat=race

AzEDS:

Student

Federal Category

Choose the associated federal race category from the pop-up menu.

The federal category values match with the codes listed above.

Valid values:

• WH

• BL

• AS

• AM

• PI

[Gen]Value

[Gen]Cat=race

AzEDS:

Student

Alt Race Code

Enter an alternate, equivalent race code.

Note: This field can be used for SIF.

[Gen]Value2

[Gen]Cat=race

N/A

Sort Order

When you click Submit, the Federal Ethnicity and Race Settings page appears. Enter a sort order for the district race code.

Sort order values:

• WH – 1

• BL – 2

• AS – 3

• AM – 4

• PI – 5

[Gen]SortOrder

[Gen]Cat=race

NA

Ethnicity Code

Scheduling/Reporting Ethnicity Codes > New/Edit Ethnicity Code

Code

Enter the ethnicity code.

[Gen]Value

[Gen]Cat=ethnicity

Student Needs Extract

Community College Extract

AzEDS:

Student

Description

Enter the ethnicity description.

[Gen]Name

[Gen]Cat=ethnicity

Student Needs Extract

Community College Extract

AzEDS:

Student

Schools/School Info

Schools/School Info > Edit School

For AzEDS reporting of Tuitioned-Out students, it will be necessary to create a separate Tuitioned-Out school (or schools) to house your tuitioned-out students. Tuitioned-Out students can either be placed in separate schools within PowerSchool (one school for each separate entity), or can be placed in a single PowerSchool school (overriding the School EntityID at the student level). See Knowledgebase article 75918 located on PowerSource for more information on Tuitioned-Out schools and students.

Note: Typically Districts will use the Separate Schools model for their Head Start programs and the Single School model for their Private Care Facility students.

AOI Schools require specific setup steps for accurate AzEDS reporting. See the Arizona Online Instruction (AOI) Information Page located on PowerSource for more information regarding AOI School and Student setup requirements.

School Name

Enter the school name.

[Schools]School_Name

AzEDS:

Required Setup

School Abbreviation

Enter the school abbreviation.

[Schools]Abbreviation

Required Setup

School Address

Enter the school’s street address.

[Schools]SchoolAddress

AzEDS:

School

School City

Enter the school’s city.

[Schools]SchoolCity

AzEDS:

School

School Postal/Zip Code

Enter the school’s zip code.

[Schools]SchoolZip

AzEDS:

School

School County Name

Enter the school county name.

[Schools]CountyName

AzEDS:

School

School County Number

Enter the school county number

[Schools]CountyNbr

AzEDS:

School

School Phone Number

Enter the school phone number.

[Schools]SchoolPhone

AzEDS:

School

School Fax Number

Enter the school fax number.

[Schools]Fax

AzEDS:

School

School Number

Enter the 3-digit school number.

[Schools]School_Number

Required Setup.

Alternate School Number

Enter the alternate school number.

Alternate School Number is used in SAIS reporting to allow for multiple schools with different school numbers to report as a single school with the same CTDS number.

Because AzEDS uses EntityID and not CTDS number in reporting, Alternate School Number is not needed for AzEDS.

Multiple schools in PowerSchool can have the same EntityID, allowing for multiple schools to report as the same Entity to AzEDS.

[Schools]Alternate_School_Number

SAIS Summer School

Exclude From State Reporting?

Select the checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

AzEDS:

Required Setup

Grades

Enter the school grades (lowest - highest).

Note: Grade levels must be in the range -10 to 20.

Use the following grades to represent the SAIS codes when sending transactions to the state:

• 0 = KG

• -1 = PK

• -2 = UE

[Schools]Low_Grade

[Schools]High_Grade

AzEDS:

BellSchedule

Historical Grade Levels

Enter the historical low and high grade levels for the school.

Only historical data in this range of grade levels is used for cumulative GPAs, graduation credit, etc.

[Schools]Hist_Low_Grade

[Schools]Hist_High_Grade

AzEDS:

StudentAcademicRecord

School Type

Choose the type of school.

See School Type Codes for valid values.

Note: When you do not make a selection, the default for School Type is Traditional School.

[S_AZ_SCH_X]SchoolType

Required Setup

Is this School Title I?

Choose Yes or No from the menu to indicate that the school has one or more school wide Title I programs.

Note: The default for Title I is No.

[S_AZ_SCH_X]SchoolTitleOneFlag

Required Setup

Select the Title I Programs

If this is a Title I school, select the applicable Title I Programs.

• (28) Title I Mathematics

• (29) Title I Other Instructional Services

• (30) Title I Reading/ Language Arts

• (31) Title I Science

• (32) Title I Social Studies

Note: If this is a Title I school, you must select at least one (1) program.

[S_AZ_SCG_TITLEPROG_C] SchoolWideTitleOnePrograms

School CTDS Number Override

If this field displays, enter the full 9-digit school CTDS number.

• Required for Main SAIS Reporting schools (alternate school number field is not populated), optional for Alternate Schools (alternate school number is populated).

Note: This field displays on servers with sub-district functionality enabled. For more information regarding sub-district functionality, please contact your Sales Representative.

[S_AZ_SCH_X]CTDSOverride

SAIS Reporting

School Entity ID

The state assigned public or charter school identifier

(Enter an EntityID of 00000 when setting up a school for Tuitioned-Out students.)

[S_AZ_SCH_X]EntityID

AzEDS:

School

Auto-Calculate 150 CTED Instructional Hours

Select this field to publish the Total Planned Instructional Hours for a full year-round enrollment record as 150. The value is 150 only if the auto-calculated value is less than 150. This field is not selected by default.

[S_AZ_SCH_X]Auto_Calculate_150_CTED_Hrs

Schools/School Info > Edit School > Student Course Enrollment/Final Grade Mapping Page

Use this page to map the Store Code(s) which designates Final Grade(s) for the specified term.  You must map each term for each school, for which a Final Grade is to be reported to the state. 

To enter a new mapping: 

1. Navigate to District > District Setup > Schools/School Info > Edit School > Student Course Enrollment / Final Grade Mapping Page

2. Working within the Year Filter shown on the AZ Final Grade Mapping page, click New to display the New AZ Final Grade Mapping Record page.

3. From the Term Length Classes drop-down list of terms for the designated school year, select a scheduling term for which students have class enrollments, such as Semester 1 or 2018-2019.  

4. Enter a comma delimited list of Final Grade Store Codes to report to AzEDS in either the 40 Day, 100 Day, or EOY Collection boxes (AzEDS reads from all three). A grade is published for each unique store code entered in any of the three fields if it exists for the student section enrollment. 

Note: At least one final grade is required for each class upon class completion, but more may be reported if desired. For instance, year-long high school courses may receive two final grades, an S1 and S2 grade.

1. Enter the Session Type Code. This value represents the course length. 

2.  Enter the Term Type Code. This value represents the specific term of the course.

3. Click Submit to save the record.

Term Length Classes

Select a term for which final grades must be submitted, such as Semester 1.

[S_AZ_StuTchCrsConnection_S]TermID

Student-Teacher-Course Connection Reports

40 Day Final Grade Store Code

Enter the Store Code(s) used to store the grades.

[S_AZ_StuTchCrsConnection_S]Day40Grade

Student-Teacher-Course Connection Reports

AzEDS:

StudentAcademicRecord

CourseTranscript

100 Day Final Grade Store Code

Enter the Store Code(s) used to store the grades.

[S_AZ_StuTchCrsConnection_S]Day100Grade

Student-Teacher-Course Connection Reports

AzEDS:

StudentAcademicRecord

CourseTranscript

EOY Final Grade Store Code

Enter the Store Code(s) used to store the grades.

[S_AZ_StuTchCrsConnection_S]EOYGrade

Student-Teacher-Course Connection Reports

AzEDS:

StudentAcademicRecord

CourseTranscript

Session Type Code

Choose the session type code from the pop-up menu.

See Session Type Codes for valid values.

[S_AZ_StuTchCrsConnection_S] SessionTypeCode

Student-Teacher-Course Connection Reports

AzEDS:

Session

Term Type Code

Choose the term type code from the pop-up menu.

See Term Type Codes for valid values.

[S_AZ_StuTchCrsConnection_S] TermTypeCode

Student-Teacher-Course Connection Reports

AzEDS:

Session

Schools/School Info > Edit School > State Calendar Mapping > New/Edit

Use this page to map a PowerSchool Track to a State Calendar Track. Create as many mappings as you have different calendar scenarios at your school. The Calendar Mappings along with School Calendar information will be used to publish separate Calendar Tracks to AzEDS.

Notes:

• Duplicate State Calendar Mapping records cannot be created.

• Each PowerSchool track can only be mapped to a single state track, per school, per school year.

PowerSchool Track

Choose a PowerSchool track to map to a state track number.

See Track Codes for valid values.

[S_AZ_SCH_CALENDAR_C]PSTrack

AzEDS:

Calendar Setup

State Track Number

Choose which state track number the PowerSchool track should map to.

See Track Codes for valid values.

[S_AZ_SCH_CALENDAR_C]StateTrackNo

AzEDS:

Calendar Setup

Instructional Days Per Week

Choose the number of instructional days per week.

See Instructional Days Per Week Codes for valid values.

[S_AZ_SCH_CALENDAR_C] InstrctnlDysInWeek

AzEDS:

Calendar Setup

Years & Terms

Name of School Year

Enter the name of the school year, such as 2012 - 2013.

[Terms]Name

AzEDS:

Required Setup

Abbreviation

Enter an abbreviation, such as 12-13.

[Terms]Abbreviation

AzEDS:

Required Setup

First Day of School

Enter the first in session day of school.

[Terms]FirstDay

AzEDS:

Required Setup

Last Day of School

Enter the last in session day of school.

[Terms]LastDay

AzEDS:

Required Setup

Years & Terms

Define term names and abbreviations with term beginning and ending dates.

[Terms]FirstDay

[Terms]LastDay

Required Setup

Sub-District Configuration

Use the Sub-district Configuration only if your organization runs a single version of PowerSchool with multiple districts.  You can use this option to create CST_Subdistricts and CST_SchoolSubDistricts database tables to store sub-district data.

Each sub-district created should correspond to an LEA Reporting District (a single LEA entity). If using sub-district functionality, it is recommended that ALL schools be associated with a sub-district (except the graduated students school), even if there is only one school in the district (sub-district).

Click the ‘New Sub-District’ button to create a new sub-district.

Click the ‘School/Sub-District lookup’ button to see a list of all school/sub-district associations.

Note: The sub-district configuration link displays on servers with sub-district functionality enabled. To enable sub-district functionality for your server, contact PowerSchool Support.

District Number

Enter the number assigned to this district by the state.

Enter the LEA EntityID for the District.

Ex: 1234

[CST_Subdistricts]SubDistrict_Number

Name

Enter the name of the district.

[CST_Subdistricts]SubDistrict_Name

Abbreviation

Enter an abbreviation to identify this district.

[CST_Subdistricts]SubDistrict_Abbr

Address

Enter the mailing street address for the district.

[CST_Subdistricts]SubDistrict_Address

City

Enter the city for the district’s mailing address.

[CST_Subdistricts]SubDistrict_City

State

Enter the two-digit state abbreviation for the district’s mailing address.

[CST_Subdistricts]SubDistrict_State

Zip Code

Enter the zip code for the district’s mailing address

[CST_Subdistricts]SubDistrict_ZipCode

Phone Number

Enter the district’s phone number with area code

[CST_SubDistrict]SubDistrict_Phone

Fax Number

Enter the district’s fax number with area code

[CST_Subdistricts]SubDistrict_Fax

Superintendent

Enter the name of the district’s superintendent

[CST_Subdistricts]SubDistrict_Superintendent

Superintendent Phone Number

Enter the district superintendent’s phone number with area code.

[CST_Subdistricts] SubDistrict_Superintendent_Phn

Superintendent Fax Number

Enter the district superintendent’s fax number with area code.

[CST_Subdistricts] SubDistrict_Superintendent_Fax

Superintendent Email

Enter the district superintendent’s email address.

[CST_Subdistricts] SubDistrict_Superintendent_Eml

Schools

In the Available Schools list, click to select each school in the list that belongs to this district.

Click the Right Arrow button to move the schools to the Assigned Schools list.

[CST_SchoolSubDistricts]SchoolID

[CST_SchoolSubDistricts]SubdistrictID

District Entity ID

Enter the LEA’s state assigned Entity ID.

[Prefs]AZLEAEntityId

Report JTED Enrollments and Attendance Through AzEDS (Ed-Fi)

Check the box to have JTED Enrollments and Attendance records reported through AzEDS transactions.

Note: This option should only be used by Districts who do NOT report JTED information to their JTEDS, but instead are required by their JTED to report the information directly to ADE.

When this box is checked, AzEDS Reporting will generate JTED School Enrollment records with .25 membership based on a Student’s continuous enrollment in a JTED section at his Home school, along with applicable absence records.

[Prefs]AzEDS_ReportJTED