School Setup

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.

• For the Instructor Type field, select Substitute or College to indicate if the teacher is a substitute or a college teacher respectively. If the field is blank, null value is stored in the database.

[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