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School Setup

Contents

Introduction

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

Start Page > School Setup.

  1. On the Start Page, click the School link. The school list appears.
  2. Choose a school from the pop-up menu. The school start page appears.
  3. 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

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

Tracks

Check the appropriate tracks.

[Calendar_Day]A, B, C, D, E, F

N/A

Required for schools that use tracks

In Sess

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

[Calendar_Day]InSession

N/A

Required Setup

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

Average Daily Attendance

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

Academic Level Code

Code indicating the academic level of the class.

[S_MT_SEC_X]AcademicLevelCode

2

Teacher Class Extract

Class Minutes Override

The number of planned minutes per year for this class.

[S_MT_SEC_X]ClassMinutesOverride

 

Teacher Class Extract

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

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

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

Session Number

Indicates the section's session number.

[S_MT_SEC_SectionInfo_X]Session_Number

2

Teacher Class Extract

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

Grade High

Indicates the high grade for the section.

[S_MT_SEC_SectionInfo_X]Grade_High_Code

2

Teacher Class Extract

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]NCESCode5 
TEAMS ReportingClick 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]TeamReporting1 

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

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