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.

Data Element	Additional Information	[Table]FieldName	Length	Used in these Reports
Entering Attendance Codes Attendance: Attendance Codes > [New/Edit]
Code	Enter the attendance code abbreviation. Create the following suspension codes as needed for each school: Set up In-School Suspension attendance codes using the examples shown below. All codes must start with the letters “ISS.” Absent ISSE: Status: Absent - Categories: In-School Suspension, Excused Absence ISSU: Status: Absent - Categories: In-School Suspension and Unexcused Absence Tardy ISST-I: Status: Present - Categories: In-School Suspension, Tardy - In Person ISST-R: Status: Present - Categories: In-School Suspension, Tardy - Remote ISST-B: Status: Present - Categories: In-School Suspension, Tardy - BOTH Present ISSP-I: P: Status: Present - Categories: In-School Suspension, In Person ISSP-R: Status: Present - Categories: In-School Suspension, Remote ISSP-B: Status: Present - Categories- In-School Suspension and BOTH Set up 'Out of School Suspension' attendance codes. All OSS codes must start with the letters “OSS.” Absent OSSE: Status: Absent - Categories: Out-of-School Suspension and Excused Absence OSSU: Status: Absent - Categories: Out-of-School and Unexcused Absence Tardy OSST-I: Status: Present - Categories: Out-of-School Suspension, Tardy - In-person OSST-R: Status: Present - Categories: Out-of-School Suspension, Tardy - Remote OSST-B: Status: Present - Categories: Out-of-School Suspension, Tardy - Both Present OSSP-I: Status: Present - Categories: Out-of-School Suspension, In-person OSSP-R: Status: Present - Categories: Out-of-School Suspension, Remote OSSP-B: Status: Present - Categories: Out-of-School Suspension, Both If a code maps to the OSS or ISS attendance codes and to another state attendance code, then it is only applicable for the other code and not for ISS or OSS.	[Attendance_Code]Att_Code	N/A	AT-6 SA-129 Student Daily 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 Codes (SFTP) extract to include Present codes. These records publish a value of 'PRSNT-IN' or 'PRSNT-OUT' in column 9 and 'Present In School' or 'Present Out of School' in column 10 - State Attendance Code. In order to report the Present Attendance Codes, ensure that all such codes have been entered on the Enter Comma-delimited list of attendance codes to be reported as Present field on the School → School Info page.	[Attendance_Code]Presence_Status_CD	N/A	AT-6 SA-129 Staff Student Course
Code Categories	Select the appropriate categories for this attendance code.	[Attendance_Code_Code_Entity]Attendance_CodeID [Attendance_Code_Code_Entity]Code_EntityID	N/A	Staff Student Course Student Daily Attendance
Teacher can assign	Choose Yes or No to determine whether the teacher can assign the attendance code.	[Attendance_Code]Assignment_Filter_YN	N/A	Suggested Setup
This attendance code is considered in ADA calculations	Select whether the attendance code affects attendance calculation.	[Attendance_Code]Calculate_ADA_YN	N/A	AT-6 SA-129
This attendance code counts towards membership	Select whether the attendance code affects membership calculation.	[Attendance_Code]Calculate_ADM_YN	N/A	AT-6 SA-129
Sort order for display	Choose the sort order to determine where the code displays on the page.	[Attendance_Code]SortOrder	N/A	Required Setup
Defining Attendance Code Categories Attendance: Attendance Code Categories > [New/Edit] > Attendance Code Category When the following attendance code category has been created, ‘Present’ codes that represent non-instructional time should be marked as belonging to this category. Meeting (Period) attendance entered using any of these codes will result in the subtraction of the appropriate number of instructional minutes in related Staff Student Course calculations.
Code	Enter a code for the attendance category. Category for all codes that will be assigned to students who were taught entirely in person on any given day IN Category for all codes that will be assigned to students who were taught entirely remotely on any given day R Category for all codes that will be assigned to students who were taught both remotely and in-person on any given day B	[Code_Entity]CE_Code	N/A	Staff Student Course
Name	Enter a name that clearly defines the category. Examples: In-Person Instruction Remote Instruction Mixed Instruction Absent Unexcused – In Person Absent Unexcused – Remote Absent Unexcused – Mixed instruction (BOTH)	[Code_Entity]External_Name	N/A	Staff Student Course
Description	Enter the desired description for this attendance code category.	[Code_Entity]Description	N/A	N/A
Sort	Choose the desired sort order. This value determines this category order in the Code Categories list on the New/Edit Attendance Code pages.	[Code_Entity]SortOrder	N/A	N/A
Configuring Attendance Conversion Settings
Attendance: Attendance Conversions > [New/Edit] > Attendance Conversion
Name	Enter the attendance conversion name.	[Attendance_Conversion]Name	N/A	Required Setup
Attendance: Attendance Conversions > Period-To-Day Attendance Conversion
Day Attendance Value	Enter the day attendance value for the period-to-day attendance conversion for the FTE. Note: This setup item is required for all schools	[Attendance_Conversion_Items] Conversion_Mode_Code=periodday [Attendance_Conversion_Items]Attendance_Value	N/A	AT-6 SA-129 (Schools that use period attendance)
Attendance: Attendance Conversions > Code-To-Day Attendance Conversion
Code	The code for the code-to-day attendance conversion for the FTE. Note: This setup item is only required for schools that use code to day attendance.	[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	AT-6 SA-129 (Schools that use code to day attendance)
Day Attendance Value	Enter the day attendance value for the code-to-day attendance conversion for the FTE. Note: This setup item is only required for schools that use code to day attendance.	[Attendance_Conversion_Items] Conversion_Mode_Code=codeday [Attendance_Conversion_Items]Attendance_Value	N/A	AT-6 SA-129 (Schools that use code to day attendance)
Attendance: Attendance Conversions > Time
Minutes Present	Enter the minutes present for the time-to-day attendance conversion for the FTE. Note: This setup item is only required for schools that use time attendance.	[Attendance_Conversion_Items] Conversion_Mode_Code=timeday [Attendance_Conversion_Items]Input_Value	N/A	AT-6 SA-129 (Schools that use time attendance)
Day Attendance Value	Enter the day attendance value for the time attendance conversion for the FTE. Note: This setup item is only required for schools that use time attendance.	[Attendance_Conversion_Items] Conversion_Mode_Code=timeday [Attendance_Conversion_Items]Attendance_Value	N/A	AT-6 SA-129 (Schools that use time attendance)
Adding Full-Time Equivalencies Attendance: Full-Time Equivalencies (FTE) > [New/Edit]
Name	Enter the FTE name.	[FTE]Name	N/A	AT-6 SA-129
Default Attendance Mode	Choose the default attendance mode for the FTE from the pop-up menu.	[FTE]Dflt_Att_Mode_Code	N/A	AT-6 SA-129
Default Attendance Conversion	Choose the default attendance conversion for the FTE from the pop-up menu.	[FTE]Dflt_Conversion_Mode_Code	N/A	AT-6 SA-129
Setting Up Attendance Preferences 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]Value [Prefs]Name=ATT_RecordModeDaily	N/A	Staff Student Course Student Daily Attendance
Meeting and daily attendance bridge	If both Daily and Meeting attendance are enabled, a Meeting and Daily Attendance Bridge option must be selected,	[Prefs]ATT_RecordSectionDailySynchMode	NA	Staff Student Course Student Daily Attendance
Count these codes for period conversion	Choose [Absences/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	AT-6	Required Setup
Defining Bell Schedules Calendaring: Bell Schedules > [New/Edit] Note: When the Daily Attendance Mode has been enabled, each Bell Schedule must have one period where the flag to “Use this period for daily attendance” has been set.
Name	Enter the bell schedule name.	[Bell_Schedule]Name	N/A	AT-6 SA-129 Staff Student Course
Attendance Conversion Method	Choose the attendance conversion method for the bell schedule from the pop-up menu.	[Bell_Schedule]Attendance_Conversion_ID	N/A	AT-6 SA-129 Staff Student Course
Editing Bell Schedule Items Calendaring: Bell Schedules > Edit Schedule > [New/Edit]
Period	Choose the appropriate period from the pop-up menu	[Bell_Schedule_Items]Period_ID	N/A	Staff Student Course
Start time	Enter the start time for the bell schedule item.	[Bell_Schedule_Items]Start_Time	N/A	Staff Student Course
End time	Enter the end time for the bell schedule item.	[Bell_Schedule_Items]End_Time	N/A	Staff Student Course
Counts for ADA	Select the checkbox to include this period in attendance calculations.	[Bell_Schedule_Items]ADA_Code	N/A	Staff Student Course
Use this period for daily attendance	When the Daily Attendance Mode has been enabled, each Bell Schedule must contain one period where this flag has been set.	[Bell_Schedule_Items]Daily_Attendance_Code	NA	Staff Student Course Student Daily Attendance
Setting Up the School Calendar Calendaring: Calendar Setup > [Select Month]
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 the current school year.	[Calendar_Day]Date	N/A	AT-6 SA-129 Student Daily Attendance
Cycle Day	Choose the appropriate cycle day from the pop-up menu.	[Calendar_Day]Cycle_Day_ID	N/A	AT-6 SA-129 Student Daily Attendance
Bell Schedule	Choose the appropriate bell schedule.	[Calendar_Day]Bell_Schedule_ID	N/A	AT-6 SA-129 Student Daily Attendance
School In-Session	Select to count the calendar day in attendance calculation.	[Calendar_Day]InSession	N/A	AT-6 SA-129 Student Daily Attendance
Membership Value	Enter the membership value for the calendar day to use when calculating membership. The value is normally 1 for each day. Records will not include days marked School In-Session if the Membership Value is 0.	[Calendar_Day]MembershipValue	N/A	AT-6 SA-129 Student Daily Attendance
Tracks	Check the appropriate tracks.	[Calendar_Day]A, B, C, D, E, F	N/A	Not Required
Type	Choose the appropriate calendar membership type:	[Calendar_Day]Type	N/A	SA-129
Note	Enter a note to describe the calendar day.	[Calendar_Day]Note	N/A	Not Required
Defining Final Grades/Reporting Terms Final Grade/Reporting Term Setup > [New/Edit] Notes: Beginning with the 2016-2017 school year, New York-specific Marking Period Information is defined on this page (under New York State Information). This information is only required in cases where a Marking Period record should be generated. Marking periods are displayed according to the selected term. Important: Do not delete marking periods; instead, clear out the values in the fields.
Name	Enter the name of the final grade. This name must match a name used for a NY Marking Period.	[TermBins]StoreCode	N/A	Marking Period Code Location Marking Period
Starting Date	Enter the starting date for the final grade, usually the first day of the term.	[TermBins]Date1	N/A	Marking Period Code Location Marking Period
Ending Date	Enter the ending date for the final grade, usually the last day of the term.	[TermBins]Date2	N/A	Marking Period Code Location Marking Period
New York State Information
Store Code	Enter the store codes, comma-separated, to map to this Marking Period.	[S_NY_TRB_X]Store_Code	2	Student Class Grade Detail
Term Code	Choose the term code.	[S_NY_TRB_X]Term_Code	20	Marking Period Code Location Marking Period Student Class Grade Detail Staff Student Course
Marking Period Number	Choose the appropriate marking period number.	[S_NY_TRB_X]Marking_Period_Number	NA	Marking Period Code Location Marking Period Student Class Grade Detail Staff Student Course
Grade Type Code	Choose the grade type code. Note: Marking Periods with a Grade Type of FG are required. You must define one Marking Period with a grade type code of FG for all terms in which classes are being offered (e.g., yearlong and semester classes/terms). Creating Marking Period records for Grade Type Codes other than FG is optional, but records will be extracted if they exist.	[S_NY_TRB_X]Grade_Type_Code	2	Marking Period Code Location Marking Period Student Class Grade Detail Staff Student Course
District Course Information Scheduling: Courses > [Edit/New] > See the Courses section of District Setup for information on editing district courses.
Defining Cycle Days Scheduling: Days > [Edit]
Day Letter	The day letter is view-only on this page. To edit the number of days associated with 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	Not Required
Defining Schedule Periods Scheduling: Periods > [Edit]
Period Number	The period number is view-only on this page. To edit the number of periods associated with 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	Not Required
Creating/Editing Course Sections Scheduling: Sections > [Select Section] > [New/Edit]
Course Name	The course name appears.	[Sections]Course_Name	30	Required Setup
Course Number	Enter the course number for the section	[Sections]Course_Number	12	Required Setup
Schedule	Select the expression for the section – the days and periods that the section is taught.	[Sections]Expression	N/A	Staff Student Course
Term	Choose the appropriate term.	[Sections]TermID	N/A	Course Extract Staff Snapshot Staff Student Course
Teacher - Section Lead	Click Add to enter information about the lead teacher of the section. Click the notes icon under Actions and enter information into the following fields: In the Notes field, enter any notes about the lead teacher. In the Special Ed Indicator Override field, click Same as Staff Record, Yes, or No to indicate the instructor's status as a special ed teacher. A note below the field indicates the value in the teacher's staff record. In the ENL Instructor Indicator Override field, click Same as Staff Record, Yes, or No to indicate the instructor's status as a special ed teacher. A note below the field indicates the value in the staff record. In the Primary instructor field, select the checkbox to indicate the teacher is the primary instructor of the course.	[S_NY_STC_TeacherWeight_C]SectionTeacherId [S_NY_STC_TeacherWeight_C]Teacherweight [S_NY_STC_X]SpecialEdIndicator_TF [S_NY_STC_X]ENL_Instructor [S_NY_STC_X]PrimaryInstructor_TF	19 25 1 1 1	Course Extract Staff Student Course
Teacher/Staff - Additional	Click Add to enter information about the co-teacher of the section. Click the notes icon under Actions and enter information into the following fields: In the Notes field, enter any notes about the co-teacher. In the Special Ed Indicator Override field, click Same as Staff Record, Yes, or No to indicate the instructor's status as a special ed teacher. A note below the field indicates the value in the staff record. In the ENL Instructor Indicator Override field, click Same as Staff Record, Yes, or No to indicate the instructor's status as a special ed teacher. A note below the field indicates the value in the staff record. In the Primary instructor field, select the checkbox to indicate the teacher is the primary instructor of the course.	[S_NY_STC_TeacherWeight_C]SectionTeacherId [S_NY_STC_TeacherWeight_C]Teacherweight [S_NY_STC_X]SpecialEdIndicator_TF [S_NY_STC_X]ENL_Instructor [S_NY_STC_X]PrimaryInstructor_TF	19 25 1 1 1	Course Extract Staff Student Course
Section Number	Enter the section number.	[Sections]Section_Number	25	Course Extract Staff Student Course
Current Enrollment	The number of students enrolled in the section appears. This field is not editable.	[Sections]No_Of_Students	4	Course Extract Staff Snapshot
Grade Level	Enter the grade level associated with the majority of students in the section.	[Secrtions]Grade_Level		Staff Student Course
Grade Scale	Select a grade scale to override the value set at the Course level. Otherwise, leave set to Same as Course (Default value)	[Sections]GradeScaleID		Historical Grade Update Script
School Where Taught	To override the school associated with this section, enter the appropriate school ID in this space. Otherwise, leave blank.	[Sections]WhereTaught		Staff Student Course
Primary Instruction Delivery Method	Select the primary method of instruction delivery.	[S_NY_SEC_X]PrimaryInstructDeliveryMethod	8	Course Instructor Assignment
Primary Course Instruction Language Indicator	Enter the primary language of instruction for this section. Begin entering into the smart search field and choose the language.	[S_NY_SEC_X]PrimaryInstructLangCode	20
New York State Reporting Information
Regent Exam Grade is Factored into Course Grade	Select this checkbox if the grade awarded for this course is affected by the regent exam. This field overrides the value entered at the course level.	[S_NY_SEC_X]RegentExam [S_NY_CC_X]RegentExam	N/A	Student Class Grade Detail
Dual Credit Indicator	Select Yes or No from the pop-up to indicate whether this section is eligible for dual/concurrent credit.	[S_NY_SEC_X]DualCrInd [S_NY_CC_X]DualCrInd	N/A	Student Class Entry Exit Student Class Grade Detail
Dual /Concurrent Credit Code	Select the setting where students are taking the course for college credit. Valid values: Blank BOCES (BOCES) COLLEGE (College) OTHDST (Other District) OTH (Other) INDST (In District) Notes: Validation on this field does not allow for conflicting data between Section, Enrollment (CC), and Historical Grade records. This field is additionally located on the following pages: Start Page > [Select Student] > Historical Grades Start Page > [Select Student] > All Enrollments > Edit	[S_NY_SEC_X]DualConCrCode [S_NY_CC_X]DualConCrCode [S_NY_SRG_X]DualConCrCode	20	Student Class Grade Detail
STUDENT DISTRICT CODE (COURSE DISTRICT)	Enter the code to identify the district where the course takes place. Note: This field is used for situations in which students are enrolled in a geographic district other than the one where the course is offered.	[S_NY_SEC_X]StuDistCode	8	Student Class Grade Detail
Incidental Teaching Assignment Indicator	Choose Yes or No to indicate if this is a course that an instructor can teach outside of their designated certification area. The default value is Blank.	[S_NY_SEC_X]IncTeaAssignInd	3	Course Instructor Assignment
Viewing Teaching Weighting Records Scheduling: Sections > [Select Section] > Student/Teacher Weighting Records Note: This is a read-only page that displays each of the teachers who are assigned to a section. To update the Student/Teacher weightings for a specific teacher, select the Edit link to the right.
Lead Teacher	The lead teacher's name.	[S_NY_STC_TeacherWeight_C]SectionTeacherId [S_NY_STC_TeacherWeight_C]Teacherweight [S_NY_STC_X]SpecialEdIndicator_TF	9 25 1	Staff Student Course
Course.Section	The section ID for the currently selected section.	[S_NY_STC_TeacherWeight_C]sections.ID	N/A	Staff Student Course
Teacher Name	The section teacher's name.	[S_NY_STC_TeacherWeight_C]TeacherName	N/A	Staff Student Course
Start Date	The date the teacher started teaching the section.	[S_NY_STC_TeacherWeight_C]StartDate	10	Staff Student Course
End Date	This value defaults to June 30th of the selected school year. If the teacher leaves the class before the end of the term, enter the last date the teacher was assigned to the class.	[S_NY_STC_TeacherWeight_C]endDate	10	Staff Student Course
Allocation	The allocation value; set on the section screen.		N/A	Staff Student Course
Student/Teacher Weighting	Select Edit to update records.		N/A	Staff Student Course
Editing Teaching Weighting Records Scheduling: Sections > [Select Section] > Student/Teacher Weighting Records > Edit Note: This screen displays each of the students in the selected section. To enable student-level weighting for the selected teacher, select the checkbox to the left of the student's name and enter the appropriate weighting override value in the applicable field to the right of the student's name and enrollment dates.
Select a Student	Select the checkbox to indicate the instructional responsibility weight for this student.	[S_NY_STC_TeacherWeight_C]User_defined_numeric	1	Staff Student Course
Teacher Weight	Enter a value between 0.0 and 1.0 to indicate the instructional responsibility weight for the student for this teacher. The default value is 1.0.	[S_NY_STC_TeacherWeight_C]TeacherWeight	6	Staff Student Course
Defining Years & Terms Years & Terms > [New/Edit]
Name	Enter the name of the term.	[Terms]Name	N/A	All Reports
Abbreviation	Enter an abbreviation for the term.	[Terms]Abbreviation	N/A	All Reports
First Day of Term	Enter the first day of the term.	[Terms]FirstDay	N/A	All Reports
Last Day of Term	Enter the last day of the term.	[Terms]LastDay	N/A	All Reports
What portion of the school year does this term represent?	Choose the portion of the year that the term represents. For example, for semester terms, choose ½ and for quarter terms, choose ¼.	[Terms]Portion	N/A	SA-129
Setting Up Guidance Counselors New York State Information: Guidance Counselor Setup > [Edit/New]
Record ID	The record identification number.	[S_NY_SCH_COUNSELOR_C]Record_ID	10
Counselor ID	Enter the guidance counselor's identification number.	[S_NY_SCH_COUNSELOR_C]Id_Number	12
Counselor Name	Enter the guidance counselor's name.	[S_NY_SCH_COUNSELOR_C]Counselor_Name	30
District Code	The extract will use the District Code for the school unless an override is specified.	[Schools]District_Code	10
District Code Override	Enter the override for the District Code.	[S_NY_SCH_COUNSELOR_C]District_Code	10
Status	Select the checkbox if the counselor is active.	[S_NY_SCH_COUNSELOR_C]CounselorStatus_TF	1

[data-colorid=xlsrxpk6d7]{color:#1d1c1d} html[data-color-mode=dark] [data-colorid=xlsrxpk6d7]{color:#e3e2e3}Introduction

Entering Attendance Codes

Defining Attendance Code Categories

Configuring Attendance Conversion Settings

Adding Full-Time Equivalencies

Setting Up Attendance Preferences

Defining Bell Schedules

Editing Bell Schedule Items

Setting Up the School Calendar

Defining Final Grades/Reporting Terms

District Course Information

Defining Cycle Days

Defining Schedule Periods

Creating/Editing Course Sections

Viewing Teaching Weighting Records

Editing Teaching Weighting Records

Defining Years & Terms

Setting Up Guidance Counselors

Introduction