School Setup

Introduction

The following data elements are required for school setup. The first two pages of navigation are removed for brevity:

Start Page > School Setup.

On the Start Page, click the School link. The school list appears.
Choose a school from the pop-up menu. The school start page appears.
Click School. The School Setup page appears.

Note: For more information on code values, see the Appendix.

Data Element	Additional Information	[Table]FieldName	Length	Used in these Reports
Defining Attendance Codes Attendance Codes
Code	Enter the attendance code abbreviation.	[Attendance_Code]Att_Code	N/A	Required Setup Average Daily Attendance Fall and Spring Attendance
Description	Enter the attendance code description.	[Attendance_Code]Description	N/A	Required Setup
Presence Status	Select Present or Absent as the presence status.	[Attendance_Code]Presence_Status_CD	N/A	Required Setup Fall and Spring Attendance Average Daily Attendance
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	Required Setup
Earns ADA credit	Select whether the attendance code affects attendance calculation.	[Attendance_Code]Calculate_ADA_YN	N/A	Fall and Spring Attendance Average Daily Attendance
Counts toward membership	Select whether the attendance code affects membership calculation.	[Attendance_Code]Calculate_ADM_YN	N/A	Fall and Spring Attendance Average Daily Attendance
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
Defining Attendance Code Categories Attendance Code Categories 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.	[Code_Entity]CE_Code	N/A	Required Setup
Name	Enter the name of the attendance code category.	[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 Attendance Conversions > New/Edit > Attendance Conversion
Name	Enter the attendance conversion name.	[Attendance_Conversion]Name	N/A	Required Setup
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 for schools that use meeting attendance Fall and Spring 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 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 for schools that use daily attendance Fall and Spring Attendance
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 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 for schools that use time attendance Fall and Spring Attendance
Creating Full-Time Equivalencies Full-Time Equivalencies (FTE)
Name	Enter the FTE name.	[FTE]Name	N/A	Required Setup Fall and Spring Attendance
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 Fall and Spring Attendance
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 Fall and Spring Attendance
Defining Attendance Preferences Attendance Preferences
Attendance Recording Methods	Select the appropriate checkboxes to enable the attendances methods used for this school.	[Prefs]Value [Prefs]Name=ATT_RecordModeMeeting [Prefs]Name=ATT_RecordModeDaily	N/A	Required Setup Fall and Spring Attendance
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 to count present or absent codes for period-to-day attendance conversions.	[Prefs]Value [Prefs]Name=ATT_CalcCntPresentsAbsences	N/A	Required Setup Fall and Spring Attendance
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
Defining School Calendars 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	Required Setup
Cycle Day	Choose the appropriate cycle day from the pop-up menu.	[Calendar_Day]Cycle_Day_ID	N/A	Required Setup
Bell Schedule	Choose the appropriate bell schedule from the pop-up menu.	[Calendar_Day]Bell_Schedule_ID	N/A	Required Setup
School In-Session	Check the checkbox to count the calendar day in attendance calculation.	[Calendar_Day]InSession	N/A	Required Setup
Membership 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 Average Daily Attendance
Tracks In-Session	Check the appropriate tracks.	[Calendar_Day]A, B, C, D, E, F	N/A	Required for schools that use tracks
Type	Choose the appropriate calendar membership type from the pop-up menu.	[Calendar_Day]Type	N/A	Not Required
Note	Enter a note to describe the calendar day.	[Calendar_Day]Note	N/A	Not Required
Defining Cycle Days Cycle Days
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
Defining Schedule Periods Periods
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
Entering Sections Information Sections Sections > select course > select section > Edit Section
Course Number	Enter the course number for the section.	[Sections]Course_Number	N/A	Required for Scheduling
Term	Choose the term for the section from the pop-up menu.	[Sections]TermID	N/A	Required for Scheduling
Schedule	Select the meeting schedule for the section.	[Sections]Expression [Section_Meeting]SectionID = [Sections]ID	N/A	Required for Scheduling
Teacher	Choose the teacher for the section from the pop-up menu.	[Sections]Teacher	N/A	Required for Scheduling Teacher Class Extract
Section Number	Enter the section number.	[Sections]Section_Number	N/A	Required for Scheduling Teacher Class Extract
State Staff Settings Sections > select course > select section > Edit Section > Teacher or Teachers/Staff
Exclude from State Reporting	Select the checkbox to exclude this teacher assignment from the Teacher Class Extract (TEAMS) – Co-Teacher Inclusion report.	[S_MT_STC_X]State_ExcludeFromReporting	1	Teacher Class Extract (TEAMS) – Co-Teacher Inclusion report.
Entering Staff Sections Information Sections > select course > select section > Edit Section > Montana State Information
Delivery Mode Code		[S_MT_SEC_X]DeliveryModeCode	2	No longer used for State Reporting
Teacher Location Legal Entity Code	OPI 4-digit unique identifier for the district that provides the class.	[S_MT_SEC_X]LocationLegalEntityCode	4	Teacher Class Extract
Teacher Location School Code	OPI 4-digit unique identifier for the school that provides the class under its program, regardless of whether the class is taught at the school site or elsewhere	[S_MT_SEC_X]LocationSchoolCode	4	Teacher Class Extract AIM
Academic Level Code	Code indicating the academic level of the class.	[S_MT_SEC_X]AcademicLevelCode	2	Teacher Class Extract AIM
Class Minutes Override	The number of planned minutes per year for this class.	[S_MT_SEC_X]ClassMinutesOverride		Teacher Class Extract AIM
Distance Learning Class	Indicates the students and teachers are separated by time and/or location with synchronous or asynchronous content, instruction, and communication between student and teacher.	[S_MT_SEC_X]DistanceLearningInd	1	Teacher Class Extract AIM
Dual Enrollment or Dual Credit Class	Indicates the class allows the high school students to be enrolled in high school and postsecondary courses at the same time	[S_MT_SEC_X]DualEnrollmentCreditInd	11	Teacher Class Extract AIM
Alternative Education Program	Indicates the class is a restructured academic program to serve at-risk students, operated within an accredited public school.	[S_MT_SEC_X]AltEdProgramInd		Teacher Class Extract AIM
Session Number	Indicates the section's session number.	[S_MT_SEC_SectionInfo_X]Session_Number	2	Teacher Class Extract AIM
Teacher Role ID	Indicates the teacher role and code: Blank 00 Teacher of Record 02 Co-Teacher General Education 03 Co-Teacher Special Education 04 Co-Teacher Title I 05 Co-Teacher Alternative Education 07 Instructional Para General Ed 08 Instructional Para SPED 09 Instructional Para Title I 10 Instructional Para AE 12 Facilitator 13 Not Applicable/Not State Reported	[S_MT_SEC_X]TeacherRoleID	25	Teacher Class Extract AIM
Staff Type	Indicates the staff type	[roledef]name	N/A	Teacher Class Extract AIM
Support Staff Type	Indicates the type of support staff for the section.	[S_MT_SEC_SectionInfo_X] Support_Staff_Type_Code	2	Teacher Class Extract – Legacy only
Co-Teacher Type	Indicates the type of co-teacher for the section.	[S_MT_SEC_SectionInfo_X] Co_Teacher_Type_Code	2	Teacher Class Extract – Legacy only
Instructional Para Type	Indicates the type of instructional paraprofessional for the section.	[S_MT_SEC_SectionInfo_X] Instructional_Para_Type_Code	2	Teacher Class Extract – Legacy only
Grade Low	Indicates the low grade for the section.	[S_MT_SEC_SectionInfo_X]Grade_Low_Code	2	Teacher Class Extract AIM
Grade High	Indicates the high grade for the section.	[S_MT_SEC_SectionInfo_X]Grade_High_Code	2	Teacher Class Extract AIM
NCES Code	If the section has the same NCES Code as the course, choose Same as Course from the pop-up menu (default). If the section has a different NCES Code from the course, choose Other. A text entry field appears to enter the NCES Code for the section. Note: Click the NCES Codes link that appears below the text entry field to view a full list of valid NCES Codes.	[S_MT_SEC_X]NCESCode	5
TEAMS Reporting	Click Include or Exclude to indicate whether or not this section should be included in TEAMS reporting. If the value is the same as the course, click Same as Course.	[S_MT_SEC_X]TeamReporting	1
Defining Years & Terms Years & Terms Term Setup > New/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 Teacher Class Extract
Last Day of Term	Enter the last day of the term.	[Terms]LastDay	N/A	Required Setup Teacher Class Extract
Montana State Report Information
Term Session Type Code Note: A known issue in PS 8.3 and earlier in the extended schema framework will NOT allow this field to be saved when creating a term. Create the term first and then edit the term to add this value. This issue is fixed in PS 9.0.	Select the code from the drop down list that correlates with this term. Valid Values: SY – Full Term SM – Semester TM – Trimester QT – Quarter QN – Quinmester MT – Mini Term TW – Twelve Month ST – Summer Term IS – Inter Session LS – Long Session	[S_MT_TRM_X]TermSessionTypeCode	2	Teacher Class Extract

Defining Attendance Codes

Defining Attendance Code Categories

Setting Up Attendance Conversions

Creating Full-Time Equivalencies

Defining Attendance Preferences

Defining Bell Schedules

Defining School Calendars

Defining Cycle Days

Defining Schedule Periods

Entering Sections Information

State Staff Settings

Entering Staff Sections Information

Defining Years & Terms