School Setup

Updating Attendance Codes

Attendance Codes > New/Edit Attendance Code

Code

Enter the attendance code abbreviation.

To calculate truancy, set up one or more attendance codes for each of the following:

• Unexcused Absences
• Unexcused Tardies –Late to School
• Unexcused Tardies – Early Checkout

Note: Leave this field blank for the standard Present attendance code.

[Attendance_Code]Att_Code

N/A

SIS – ENRL

Calculate Truancy

Description

Enter the attendance code description.

[Attendance_Code]Description

N/A

Required Setup

Presence Status

Select Present or Absent as the presence status.

Note: Tardy codes should have a presence status of “Present.”

[Attendance_Code] Presence_Status_CD

N/A

SIS – ENRL

Calculate Truancy

Attendance Code Categories

Select the checkbox for the appropriate attendance code categories.

The Calculate Truancy report uses attendance code categories to update the “Truant” indicator for students. You may select more than one attendance code category when running the Calculate Truancy report, but you should be able to easily differentiate between unexcused absences, unexcused tardies (late to school) and unexcused tardies (early checkout).

[Attendance_Code] AttendanceCodeInfo_guid

N/A

SIS – ENRL

Calculate Truancy

Points

Enter the number of points associated with the attendance code – can be used to withhold credit when awarding grades.

[Attendance_Code] Course_Credit_Points

N/A

Not Required

Teacher can assign

Choose Yes or No from the pop-up menu to determine whether the teacher can assign the attendance code.

[Attendance_Code] Assignment_Filter_YN

N/A

Recommended Setup

Earns ADA credit

Select whether the attendance code affects attendance calculation.

[Attendance_Code]Calculate_ADA_YN

N/A

SIS – ENRL

Calculate Truancy

Counts toward membership

Select whether the attendance code affects membership calculation.

[Attendance_Code]Calculate_ADM_YN

N/A

SIS – ENRL

Calculate Truancy

Sort Order

Choose the sort order from the pop-up menu to determine where the code displays on the page.

[Attendance_Code]SortOrder

N/A

Required Setup

Updating Attendance Code Categories

Attendance Code Categories > New/Edit Attendance Code Category

Note: Attendance code categories are associated with a specific school, but not a specific school year; i.e. they are copied from year to year.

Code

Enter the attendance code category abbreviation.

The Calculate Truancy report uses attendance code categories to update the “Truant” indicator for students. Specific attendance code categories are also necessary in order to report student attendance to EdLink. Set up an attendance code category for each of the following:

• • code ExcusedNE (Excused Absence - Non-Exempt)
  • code Excused (Excused Absence - Excused)
  • code Unexcused (Unexcused Absence)
  • code TardyLate (Unexcused Tardy - Late to School)
  • code TardyLeave (Unexcused Tardy - Early Checkout)
  • code Suspension (Suspension)

[Code_Entity]CE_Code

N/A

Required Setup

Name

Enter the name of the attendance code category.

The Calculate Truancy report uses attendance code categories to update the “Truant” indicator for students. Specific attendance code categories are also necessary in order to report student attendance to EdLink. Set up an attendance code category for each of the following:

• • Excused Absence - Non-Exempt, using code ExcusedNE
  • Excused Absence - Excused, using code Excused
  • Unexcused Absence, using code Unexcused
  • Unexcused Tardy - Late to School, using code TardyLate
  • Unexcused Tardy - Early Checkout, using code TardyLeave
  • Suspension, using code Suspension

You may set up multiple attendance code categories and label them using any wording, but you should be able to easily differentiate between unexcused absences, unexcused tardies (late to school) and unexcused tardies (early checkout).

[Code_Entity]External_Name

N/A

Required Setup

Description

Enter a description for the attendance code category.

[Code_Entity]Description

N/A

Required Setup

Sort Order

Choose the sort order from the pop-up menu to determine where the attendance code category displays on the page.

[Code_Entity]SortOrder

N/A

Required Setup

Setting Up Attendance Conversions

Adding Attendance Conversions

Attendance Conversions > New/Edit > Attendance Conversion

Name

Enter the attendance conversion name.

[Attendance_Conversion]Name

N/A

Required Setup

Updating Period-To-Day Attendance

Attendance Conversions > (NONE)/Defined > Period-To-Day Attendance Conversion

Day Attendance Value

Enter the day attendance value for the period-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=periodday

[Attendance_Conversion_Items] Attendance_Value

N/A

Required Setup for Schools that use period/ meeting attendance

Defining Code-To-Day Attendance

Attendance Conversions > (NONE)/Defined > Code-To-Day Attendance Conversion

Code

The code for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=codeday

[Attendance_Conversion_Items] Input_Value

Note: The value in the Input_Value field is the ID of an attendance code in the [Attendance_Code] table.

N/A

Required Setup for Schools that use daily attendance

Day Attendance Value

Enter the day attendance value for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=codeday

[Attendance_Conversion_Items] Attendance_Value

N/A

Required Setup for Schools that use daily attendance

Defining Time

Attendance Conversions > (NONE)/Defined > Time

Minutes Present

Enter the minutes present for the time-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=timeday

[Attendance_Conversion_Items] Input_Value

N/A

Required Setup for Schools that use time attendance

Day Attendance Value

Enter the day attendance value for the time attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=timeday

[Attendance_Conversion_Items] Attendance_Value

N/A

Required Setup for Schools that use time attendance

Updating FTE Codes

Full-Time Equivalencies (FTE) > New/Edit FTE Code

Name

Enter the FTE name.

[FTE]Name

N/A

Required setup

Default Attendance Mode

Choose the default attendance mode for the FTE from the pop-up menu.

[FTE]Dflt_Att_Mode_Code

N/A

Required setup

Default Attendance Conversion

Choose the default attendance conversion for the FTE from the pop-up menu.

[FTE]Dflt_Conversion_Mode_Code

N/A

Required setup

Settng Up Attendance Preferences

Attendance > Attendance Preferences

Attendance Recording Methods

Select the Meeting checkbox to enable meeting attendance.

Select the Daily checkbox to enable daily attendance.

Select the Time checkbox to enable time attendance.

Select the Interval checkbox to enable interval attendance.

[Prefs]Value

[Prefs]Name=ATT_RecordModeMeeting

[Prefs]Name=ATT_RecordModeDaily

N/A

Required setup

Count these codes for period conversion

Choose Absences or Presents from the count these codes for period conversion pop-up menu.

Note: This option determines whether or not to count present or absent codes for period-to-day attendance conversions.

[Prefs]Value

[Prefs]Name=ATT_CalcCntPresentsAbsences

N/A

Required setup

Defining Bell Schedules

Bell Schedules

Name

Enter the bell schedule name.

[Bell_Schedule]Name

N/A

Required setup

Attendance Conversion Method

Choose the attendance conversion method for the bell schedule from the pop-up menu.

[Bell_Schedule] Attendance_Conversion_ID

N/A

Required setup

Setting Up Calendar

Calendar Setup

Date

The date is view-only on this page. The days included in the calendar are determined by the start date and end date of current school year.

[Calendar_Day]Date

N/A

Troubleshoot Attendance

Day

Choose the appropriate cycle day from the pop-up menu.

[Calendar_Day]Cycle_Day_ID

N/A

Required setup

Schedule

Choose the appropriate bell schedule from the pop-up menu.

[Calendar_Day]Bell_Schedule_ID

N/A

Required setup

In Sess

Check the checkbox to count the calendar day in attendance calculation.

[Calendar_Day]InSession

N/A

Troubleshoot Attendance

Memb Value

Enter the membership value for the calendar day to use when calculating membership.

Note: The value is normally 1 for each day.

[Calendar_Day]MembershipValue

N/A

Required setup

Defining Class Rank Method

Class Rank > Class Rank Methods > Class Rank Method

Note: Review additional information about setting up and calculating the class rank.

Description

Enter “LASRC” to include Class Rank in the STS report.

[Gen]Name=LASRC

[Gen]Cat=classrankmethod

N/A

STS

GPA Calculation Method

Choose the LASRC GPA calculation method set up at the district level.

[Gen]

[Gen]Cat=classrankmethod

N/A

STS

GPA result is

Choose “Numeric” from the pop-up menu.

[Gen]

[Gen]Cat=classrankmethod

N/A

STS

Defining Honor Roll Levels

Honor Roll > Honor Roll Methods > Levels > Honor Roll Levels

Note: Review additional information about setting up and calculating the honor roll.

Name

Enter DEWS as the name for one honor roll level. The GPA calculated using the honor roll is used in the Calculate GPA report.

[Gen]Name=DEWS

[Gen]Cat=honorrolllevel

N/A

Required setup

GPA Calculation Method

Choose the appropriate GPA Calculation Method from the pop-up menu.

[Gen]gpacalculationmethod

[Gen]Cat=honorrolllevel

N/A

Required setup

GPA result is

Choose numeric from the pop-up menu.

[Gen]gparesulttype=2

[Gen]Cat=honorrolllevel

N/A

Required setup

Comparison

Choose how to determine whether the student qualified for this honor roll level.

[Gen]gpacomparator

[Gen]gpavalue

[Gen]Cat=honorrolllevel

N/A

Required setup

Only include grades

Choose whether to only include grades marked to be included in the honor roll.

N/A

N/A

Required setup

Editing Cycle Day

Days > Cycle Days > Edit Cycle Day

Day Letter

The day letter is view-only on this page. To edit the number of days associated to this school year, navigate to School Setup > Years & Terms > Edit School Year.

[Cycle_Day]Letter

N/A

Required Setup

Day Abbreviation

Enter the day abbreviation.

[Cycle_Day]Abbreviation

N/A

Required Setup

Day Name

Enter the day name.

[Cycle_Day]Day_Name

N/A

Required Setup

Editing Periods

Periods > Edit Period

Period Number

The period number is view-only on this page. To edit the number of periods associated to this school year, navigate to School Setup > Years & Terms > Edit School Year.

[Period]Period_Number

N/A

Required Setup

Period Abbreviation

Enter the period abbreviation.

[Period]Abbreviation

N/A

Required Setup

Period Name

Enter the period name.

[Period]Name

N/A

Required Setup

Editing Sections

Sections > Edit Section

Sections > [select course] > [select section] > Edit Section

Course Number

Enter the course number for the section.

[Sections]Course_Number

6

CURR

PEP

SIS – SCHED

EAGLE – Class Upload

EAGLE – Teacher Class Assignment Upload

EAGLE – Student Class Assignment Upload

Term

Choose the term for the section from the pop-up menu.

[Sections]TermID

N/A

CURR

PEP

EAGLE – Class Upload

EAGLE – Teacher Class Assignment Upload

Schedule

Select the meeting schedule for the section.

[Sections]Expression

[Section_Meeting]SectionID = [Sections]ID

N/A

Required Setup

EAGLE – Class Upload

Teacher

Choose the teacher for the section from the pop-up menu.

[Sections]Teacher

N/A

Required Setup

Section Number

Enter the section number.

[Sections]Section_Number

N/A

PEP

SIS – SCHED

EAGLE – Class Upload

EAGLE – Teacher Class Assignment Upload

EAGLE – Student Class Assignment Upload

Louisiana State Reporting Information

Class Setting Number

Enter the class setting number. This is a sequential number assigned to each class starting time for a given teacher and starting semester number. This number should be the same for classes taught at the same time and semester for a teacher. When the class and course codes are different, the class setting number links the classes together. This code is used to determine a true class size count when the same teacher teaches multiple courses at the same time. An example is when a teacher teaches Algebra and Geometry to two sets of students during the same time slot.

Valid values: 01-99.

[S_LA_SEC_X]ClassSettingIdentifier

2

CURR

Designate as Homeroom

Select the checkbox to designate this class as a homeroom class.

[S_LA_SEC_X]HomeroomDesignationInd_TF

1

Update Homeroom

Duplicate Non-LEA Class

Select the checkbox to indicate that this is a duplicate non-LEA class.

[S_LA_SEC_X]DuplicateNonLEAClassInd_TF

1

EAGLE – Class Upload

Non-LEA Class Code

Enter the non-LEA class code, if applicable.

Note: This field is reported on the SIS and EAGLE – Class Upload report, if populated. Otherwise, the course and section number are reported.

[S_LA_SEC_X]NonLEAClassCode

20

CURR

SIS – SCHED

EAGLE – Class Upload

Non-LEA Site Code

Enter the non-LEA site code, if applicable.

[S_LA_SEC_X]NonLEASiteCode

6

CURR

EAGLE – Class Upload

Override Course Type Code

Choose the course type code from the pop-up menu, if applicable, to override the value chosen at the course level.

Refer to Appendix for a list of valid values.

[S_LA_SEC_X]OverrideCourseType

2

CURR

Override Distance Learning Type Code

Choose the distance learning type code from the pop-up menu, if applicable, to override the code chosen at the course level.

Valid values:

• Blank – Not Applicable
• 01 – Louisiana Virtual Courses (expired 2021-2022)
• 02 – 8g Satellite courses (expired 2021-2022)
• 03 – Other Distance Learning
• 04 - Course Choice/Supplemental Course Providers
• 05 - Dropout Recovery Program Providers (expired 2021-2022)

[S_LA_SEC_X]OverrideDistanceLearningType

2

CURR

Enter a value to override the category set at the courses level.

Valid values;

• 01 = Agriculture, Food & Natural Resources
• 02 = Architecture & Construction
• 03 = Arts, Audio/Video Technology & Communications
• 04 = Business, Management & Administration
• 05 = Education & Training
• 06 = Health Science
• 07 = Hospitality & Tourism
• 08 = Human Services
• 09 = Information Technology
• 10 = Law, Public Safety, Corrections & Security
• 11 = Manufacturing
• 12 = Science, Technology, Engineering & Mathematics
• 13 = Transportation, Distribution & Logistics

EdLink Transcripts

STS

EdLink Transcripts

STS

Override Teacher SSN

Enter a value to override the assigned teacher’s social security number. If the teacher’s social security number is unknown, enter 998 followed by the three-digit sponsor code and a three-digit sequential number.

[Sections]SSN

9

PEP

Special Education Placement Setting Code

Choose the instructional setting of the classroom. This field applies only to special education classes.

See the Appendix for code values.

[S_LA_SEC_X]SPEDPlacementSettingCode

2

CURR

Starting Semester Number

Enter the semester number in which the class starts.

Valid values: 1, 2,3, or 4.

[S_LA_SEC_X]StartingSemesterNumber

1

CURR

Total Class Time

Enter the total number of minutes of class time for the entire year (or shorter term, if applicable).

[S_LA_SEC_X]TotalClassTimeDesc

6

CUR

Twelve Hour Flag

Select the checkbox to indicate that the teacher’s certificate does not list an endorsement for this specific course, but that they earned 12 hours of college credit in the subject area. Under this rule, the teacher is allowed to teach two classes in this subject.

NOTE: Use this section level flag if you are running the legacy version of the PEP report (located in the Legacy Reports section of the State Reports page). If you are using the new SRP version, you must use the Staff Setup version of this flag.

[S_LA_SEC_X]TwelveHourFlag_TF

1

PEP

Team Teaching Flag

Select Yes or No (default) from the dropdown if this section has co-teachers.

[S_LA_SEC_X]TeamTeachingFlag_YN

CUR

PEP

Total Class Time Percent

Enter the percentage of time the lead teacher is assigned to the course if less than 100%

[S_LA_SEC_X]TotalClassTimePercentage

3

PEP

Exclude From State Reporting

Select the checkbox to exclude the section from state reports

[Sections]Exclude_State_Rpt_YN

1

CUR

PEP

EAGLE – Class Upload

EAGLE – Teacher Class Assignment Upload

Course Part Number

Enter a value to distinguish the first half of the course from the second half of the course. This value is required for LEAs that report 1.0 unit courses as two 0.5 unit courses. Use a value of 1 for the first part and 2 for this second part. Leave this field blank if it is not applicable.

[S_LA_SEC_X]CoursePartNumber

1

STS

Dual Enrollment Post Secondary Credit Hours Earned

If this is a dual enrollment course enter the number of post secondary credit hours earned for the course.

[S_LA_SEC_X]DualEnrollPostSecCreditHours

4

STS

Post Secondary Course Sponsor Code

If this is a dual enrollment course enter the sponsor site code for the corresponding post secondary site.

[S_LA_SEC_X]PostSecCourseSponsorCode

3

STS

Post Secondary Course Site Code

If this is a dual enrollment course enter the school site code for the corresponding post secondary site.

[S_LA_SEC_X]PostSecCourseSiteCode

6

STS

Night Class

Select the checkbox if this is a night class.

[S_LA_SEC_X]NightClassInd_TF

1

STS

Defining Civil Rights Data Collection

Sections > (Pick Course) > (Pick Section) > Civil Rights Data Collection

For instructions on completing the CRDC fields, see CRDC School Setup.

Defining Years & Terms

Years & Terms > New

Years & Terms > Edit Terms

Name

Enter the name of the term.

[Terms]Name

N/A

Required Setup

Abbreviation

Enter an abbreviation for the term.

[Terms]Abbreviation

N/A

Required Setup

First Day of Term

Enter the first day of the term.

[Terms]FirstDay

N/A

Required Setup

Last Day of Term

Enter the last day of the term.

[Terms]LastDay

N/A

Required Setup

Select the value which best describes the semester or term.  Mandatory field.

Valid values are defined in the Cal. Term Date Types code set, which is maintained by the District based on values provided by the LDOE.

Defining Final Grade

 School Setup > Final Grade Setups > Edit Final Grade

 School Setup > Final Grade Setups > New Final Grade