District Setup

Setting Attendance Preferences

Partial Daily (AM/PM) Attendance Preference

This attendance preference is set using a repo schema update.

Enable Partial Daily Attendance

Set attendance preference for the school district to enable partial daily attendance

[Prefs]Value=1 where

[Prefs]Name=att_daypartenabled

Process for AM/PM Attendance

Defining Calendar Membership Types

Calendar Membership Types > [Edit/New]

Note: Set up codes as is for Oklahoma State Reporting.

Code

Enter the calendar membership type code.

• IN = In Session

• H = Holiday

• PD = Professional Day

• PT = Parent/Teacher Conference

• EM = Emergency Out

• DVL = Distance/Virtual Learning Day

• LAED = Late Arrival/Early Dismissal

• O = Other

[Gen]Value

[Gen]Cat=dailymembtypes

CalendarDate/ CalendarDateType/ OtherCodeList

Meaning

Enter the calendar membership type meaning.

• In Session

• Holiday

• Professional Day

• Parent/Teacher Conference

• Emergency Out

• Distance/Virtual Learning Day

• Late Arrival/Early Dismissal

• Other

[Gen]Name

[Gen]Cat=dailymembtypes

Defining District Courses

Courses > Edit Course District Information

Courses > View Master Course List > New

Course Name

Enter the course name.

[Courses]Course_Name

SchoolCourseInfo

Course Number

Enter the course number.

[Courses]Course_Number

SchoolCourseInfo

Alternate Course Number

Enter the alternate course number.

[Courses]Alt_Course_Number

SchoolCourseInfo

Department

Enter the course department.

[Courses]Sched_department

SchoolCourseInfo

Oklahoma State Information

Core Academic Course

Indicates that the course meets the state definition of a core academic course. Select Yes or No from the list.

[S_OK_CRS_X]CoreCourse

SchoolCourseInfo

LDV

Instruction Level

Indicates the general nature and difficulty of instruction provided.

See Instruction Level Codes for valid values.

Rule: Must be a valid code from the list.

Note: Instruction Level is a required field when Credit Hours is greater than 0.

An override at the Section level for reporting to Wave is under review. Currently, Instruction Level is sent to the WAVE through the CourseInfo object.

[S_OK_CRS_X]InstructionLevel

SchoolCourseInfo

LDV

Entering District Info

District Information

Name of District

Enter the district name.

[Prefs]Value

[Prefs]Name=districtname

All

District Number

Enter the district number.

[Prefs]Value

[Prefs]Name=districtnumber

LEAInfo

District NCES ID

Enter the district NCES identification number.

[Prefs]Value

[Prefs]Name=OK_DIST_NCESID

LEAInfo

Website Address (URL)

Enter the district’s public website address.

[Prefs]Value where

[Prefs]Name=OK_Website

LEAInfo

Contact 1 Information

Name

Enter the contact’s name as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact1Name

LEAInfo/ContactList

Title

Enter the contact’s title as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact1Title

LEAInfo/ContactList

Phone

Enter the contact’s phone number as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact1Phone

LEAInfo/ContactList

Fax

Enter the contact’s fax number as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact1FAX

LEAInfo/ContactList

Email

Enter the contact’s email address as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact1Email

LEAInfo/ContactList

Contact 2 Information

Name

Enter the contact’s name as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact2Name

LEAInfo/ContactList

Title

Enter the contact’s title as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact2Title

LEAInfo/ContactList

Phone

Enter the contact’s phone number as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact2Phone

LEAInfo/ContactList

Fax

Enter the contact’s fax number as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact2FAX

LEAInfo/ContactList

Email

Enter the contact’s email address as it should appear in a directory

[Prefs]Value where

[Prefs]Name=OK_Contact2Email

LEAInfo/ContactList

Creating Entry and Exit Codes

Entry Codes > [New/Edit] Entry Code

Code

Enter the entry code.

[Gen]Name

[Gen]Cat=entrycodes

StudentSchoolEnrollment

Meaning

Enter the entry code meaning.

[Gen]Value

[Gen]Cat=entrycodes

N/A

Exit Codes > [New/Edit] Exit Code

Code

Enter the exit code.

[Gen]Name

[Gen]Cat=exitcodes

All

Meaning

Enter the exit code meaning.

[Gen]ValueT

[Gen]Cat=exitcodes

N/A

Defining Federal Ethnicity and Race Settings

Federal Ethnicity and Race Settings

Ethnicity Decline to Specify

Federal race and ethnicity “decline to specify”’ settings are not required for Oklahoma.

[Prefs]FRE_AllowDeclineEthnicity

[Prefs]FRE_DeclineEthnicityText

Not Required

Race Decline to Specify

Federal race and ethnicity “decline to specify”’ settings are not required for Oklahoma.

[Prefs]FRE_AllowDeclineRace

[Prefs]FRE_DeclineRaceText

Not Required

Federal Ethnicity and Race Settings > [New/Edit] Federal Race Category

Code

Enter the federal race category code.

[Gen]Name

[Gen]Cat=federalrace

Demographics

Description

Enter the federal race category description.

[Gen]Value

[Gen]Cat=federalrace

Demographics

Sort Order

When you click Submit, the Federal Ethnicity and Race Settings page appears. Enter a sort order for the federal race category.

[Gen]SortOrder

[Gen]Cat=federalrace

Demographics

Federal Ethnicity and Race Settings > [New/Edit] District Race Code

Code

Enter the district race code.

[Gen]Name

[Gen]Cat=race

Demographics

Description

Enter the district race description.

[Gen]ValueT

[Gen]Cat=race

Demographics

Federal Category

Choose the associated federal race category from the pop-up menu.

[Gen]Value

[Gen]Cat=race

Demographics

Alt Race Code

Enter an alternate, equivalent race code.

Note: This field can be used for SIF.

[Gen]Value2

[Gen]Cat=race

Not Required

Defining Ethnicity Codes for Scheduling/Reporting

Scheduling/Reporting Ethnicity Codes > Edit/New Ethnicity Code

Code

Enter the ethnicity code.

[Gen]Value

[Gen]Cat=ethnicity

Not Required

Description

Enter the ethnicity description.

[Gen]Name

[Gen]Cat=ethnicity

Not Required

Defining District Schools

Schools/School Info > Edit School

School Name

Enter the school's name.

[Schools]School_Name

All

School Abbreviation

Enter the school's abbreviation.

[Schools]Abbreviation

School Address

Enter the school's address.

[Schools]SchoolAddress

School City

Enter the school's city.

[Schools]SchoolCity

School State/Province

Enter the school's state/province.

[Schools]SchoolState

School Postal/Zip Code

Enter the school's postal/zip code.

[Schools]SchoolZIP

School Phone Number

Enter the school's phone number.

[Schools]SchoolPhone

School Number

Enter the school's number.

[Schools]School_Number

All

Alternate School Number

Enter the alternate school number.

[Schools]Alternate_School_Number

SchoolInfo

Exclude From State Reporting?

Select the checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

Grades

Enter the school grades (lowest-highest).

Note: Grade levels must be in the range -10 to 20.

[Schools]Low_Grade

[Schools]High_Grade

SchoolInfo

Principal’s Name

Enter the principal’s name.

[Schools]Principal

SchoolInfo

County Number

Enter the county number, including any leading zeros as necessary.

[Schools]CountyNbr

Address

NCESId

Enter the NCES-assigned identifier for this school.

Rule: Must be text. Can be up to 12 characters.

[S_OK_SCH_X]NCESId

SchoolInfo

LDV

Website Address (URL)

Enter the school’s public website address.

Rule: Must be text. Can be up to 100 characters.

[S_OK_SCH_X]Website

SchoolInfo

LDV

Title 1 Status

Choose the Title 1 Status of the school.

Valid values:

• N/A
• Targeted
• School Wide

Rule: Must be a valid code from the list.

[S_OK_SCH_X]Title1Status

SchoolInfo

LDV

Term Type

Choose the term/session type for this school.

Rule: Must be a valid code from the list.

[S_OK_SCH_X]TermType

SchoolInfo

LDV

School Accreditation Status

Choose the accreditation status.

Valid values:

• A – Accredited (default)
• N – Non-accredited

Note: If the School Accreditation Status is A (Accredited), then all the fields under Calendar Information on the Schools/School Info > Edit School page are mandatory. If the status is N (Non-accredited), then the Non-Accredited School Support cannot be blank.

[S_OK_SCH_X]AccreditedStatus

SchoolInfo

LDV

Non-Accredited School Support

Choose the school support status for a non-accredited school.

Valid values:

• Blank (default)
• S – Single
• M – Multiple

Note: The SIF agent will publish the student’s Accredited School ID when reporting to the Wave if this is set to multiple.

Note: This field cannot be blank if the School Accreditation Status is N (Non-accredited)

[S_OK_SCH_X]NonAccreditedSchoolSupport

SchoolInfo

LDV

List of Accredited Schools Supported

Enter a comma-separated list of accredited School IDs for the schools supported by a non-accredited school with a Multiple status.

Note: This field is reserved for future use by the SIF agent for reporting to the Wave.

[S_OK_SCH_X]AccreditedSchoolsList

SchoolInfo

Is a CTE School

This is required for Career and Technology Education (CTE) schools only. Checking this box allows CTE-related fields to show up on the Sections page and the student's State/Province page.

[S_OK_SCH_X]CTESchool

None

Defining School Calendar Information

Schools/School Info > Edit School > Calendar Information

Note: If the School Accreditation Status is A (Accredited), then all the fields under Calendar Information are mandatory.

Calendar Description

Enter a description for the calendar.

Rule: Maximum length is 50 characters

If this is an exception calendar, enter one of the following codes:

[S_OK_SCH_X]CalendarDescription

Calendar Summary

LDV

Start Date

(Professional Date)

Enter the first date that teachers and staff return to school (non-instructional time).

Note: Include all professional days, work days, and in-service days worked before the student start date.

[Schools]Start_Date

CalendarSummary

LDV

End Date

(Professional Date)

Enter the last date that teachers and staff are in school. This includes non-instructional time.

[Schools]End_Date

CalendarSummary

LDV

Instructional Minutes

(Enter Total for Year)

Enter the total minutes of instruction for the year.

Rule: Must be numeric. Can be up to 15 characters.

[Schools]Instructional_Minutes

CalendarSummary

LDV

Minutes Per Day

Enter the number of minutes in the day for a normal in-session day.

Rule: Must be numeric. Can be up to 15 characters.

[Schools]Minutes_Per_Day

CalendarSummary

LDV

Lunch Minutes

Enter the total number of minutes per day allocated for lunch.

Rule: Must be numeric. Can be up to 15 characters.

[Schools]Lunch_Minutes

CalendarSummary

LDV

First Quarter End Date

This element is used to determine the date range for pulling the First Quarter of the StudentAttendanceSummary.

The date must fall between the Calendar Start and End dates.

[S_OK_SCH_X]Q1EndDate

StudentAttendanceSummary

Used as an override and mapped to SIF_ExtendedElements/ SIF_ExtendedElementName ="FirstNineWeeks"

LDV

Contact 1 Information

Name

Enter the contact’s name as it should appear in a directory.

Rule: Must be text. Can be up to 35 characters.

[S_OK_SCH_X]Contact1Name

SchoolInfo/ SchoolContactList

LDV

Title

Enter the contact’s title as it should appear in a directory.

Rule: Must be text. Can be up to 50 characters.

[S_OK_SCH_X]Contact1Title

SchoolInfo/ SchoolContactList

LDV

Phone

Enter the contact’s phone number as it should appear in a directory.

Rule: Must be text. Can be up to 15 characters.

[S_OK_SCH_X]Contact1Phone

SchoolInfo/ SchoolContactList

LDV

Fax

Enter the contact’s fax number as it should appear in a directory.

Rule: Must be text. Can be up to 15 characters.

[S_OK_SCH_X]Contact1FAX

SchoolInfo/ SchoolContactList

LDV

Email

Enter the contact’s email address as it should appear in a directory.

Rule: Must be text. Can be up to 35 characters.

[S_OK_SCH_X]Contact1Email

SchoolInfo/ SchoolContactList

LDV

Contact 2 Information

Name

Enter the contact’s name as it should appear in a directory.

Rule: Must be text. Can be up to 35 characters.

[S_OK_SCH_X]Contact2Name

SchoolInfo/ SchoolContactList

LDV

Title

Enter the contact’s title as it should appear in a directory.

Rule: Must be text. Can be up to 50 characters.

[S_OK_SCH_X]Contact2Title

SchoolInfo/ SchoolContactList

LDV

Phone

Enter the contact’s phone number as it should appear in a directory.

Rule: Must be text. Can be up to 15 characters.

[S_OK_SCH_X]Contact2Phone

SchoolInfo/ SchoolContactList

LDV

Fax

Enter the contact’s fax number as it should appear in a directory.

Rule: Must be text. Can be up to 15 characters.

[S_OK_SCH_X]Contact2FAX

SchoolInfo/ SchoolContactList

LDV

Email

Enter the contact’s email address as it should appear in a directory.

Rule: Must be text. Can be up to 35 characters.

[S_OK_SCH_X]Contact2Email

SchoolInfo/ SchoolContactList

LDV

Student Program Information

Start Page, District Setup, Student Programs

Defining Years & Terms

Years & Terms

Note: The Terms setup must include a Quarter term for the District Office.

Years & Terms

Define term names and abbreviations with term beginning and ending dates.

[Terms]

All

Civil Rights Data Collection (CRDC)

District Setup > Civil Rights Data Collection (CRDC) > See CRDC District Setup (2020-2021)

Setting Up CTE Feeder Schools

CTE Feeder School

School Code

School Code from Oklahoma Department of Career and Technology Education (ODCTE) for the feeder school.

[Gen]Value where [Gen]Cat=feederschool

CME Report

School Name

Name of the feeder school.

[Gen]Name where [Gen]Cat=feederschool

CME Report

Sort Order

Sort order in which the feeder school appears in the list on the CTE tab of the State/Province – OK page

[Gen]SortOrder where [Gen]Cat=feederschool

CME Report

Creating Discipline Incident Letters

Discipline Incident Letters > New/Edit

Choose the action subcode from the pop-up menu.

Note: Options for the Action Subcode will change automatically based on the Action Code selection.