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	Reports/Objects/ Validations
Adding Attendance Codes Attendance Codes > [New/Edit] Note: For absences to be correctly categorized, all attendance codes with a Presence Status of Absent must be set to Excused or Unexcused Attendance codes are associated with a specific school and a specific school year. Therefore, they have to be set up every year at the start of the school year.
Code	Enter the attendance code abbreviation.	[Attendance_Code]Att_Code	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Description	Enter the attendance code description.	[Attendance_Code]Description	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Presence Status	Select Present or Absent as the presence status.	[Attendance_Code]Presence_Status_CD	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Code Categories	Select the applicable attendance code category for this attendance code. Note: If the Presence Status for this code is set to Absent, this field should be set to either Excused or Unexcused.	[Code_Entity]External_Name [Code_Entity]Description	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
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	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	Not Required
Earns ADA credit	Select whether the attendance code affects attendance calculation.	[Attendance_Code]Calculate_ADA_YN	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Counts toward membership	Select whether the attendance code affects membership calculation.	[Attendance_Code]Calculate_ADM_YN	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Sort Order	Choose the sort order from the pop-up menu to determine where the code displays on the page.	[Attendance_Code]SortOrder	Not Required
Defining Attendance Code Categories Attendance Code Categories > [New/Edit] Note: Confirm that Attendance Code Categories for Excused, Unexcused, and In School Suspension are set up and spelled as “Excused”, “Unexcused” “Suspension”, “SDA” and "OSSSIF". These terms are case sensitive. Attendance code categories are associated with a specific school, but not a specific school year, and are copied from year to year. For information about attendance calculations, see Attendance Rules and Calculations.
Name	Enter the name of the attendance code category.	[Code_Entity]External_Name	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Code	Enter the attendance code category abbreviation. Note: Valid state reporting codes are Excused, Unexcused, Suspension, and SDA.	[Code_Entity]CE_Code	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Description	Enter a description for the attendance code category.	[Code_Entity]Description	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
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	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Setting Up Attendance Conversion Attendance Conversions > [New/Edit] > Attendance Conversion
Name	Enter the attendance conversion name.	[Attendance_Conversion]Name	N/A
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
Adding Full-Time Equivalencies Full-Time Equivalencies (FTE)
Name	Enter the FTE name.	[FTE]Name
Default Attendance Mode	Choose the default attendance mode for the FTE from the pop-up menu.	[FTE]Dflt_Att_Mode_Code
Default Attendance Conversion	Choose the default attendance conversion for the FTE from the pop-up menu.	[FTE]Dflt_Conversion_Mode_Code
Setting Attendance Preferences Attendance Preferences Note: For information about attendance calculations, see Attendance Rules and Calculations.
Attendance Recording Methods	Select the Meeting checkbox to enable meeting attendance. Meeting attendance is required for Oklahoma state reporting. Select the Daily checkbox to enable daily attendance. Select the Time checkbox to enable time attendance. Select the Interval checkbox to enable interval attendance. Note: Meeting attendance must be selected for Oklahoma state reporting, but additional recording methods can also be selected.	[Prefs]Value where [Prefs]Name=ATT_RecordModeMeeting	AttendanceCodeInfo Statistical Summary Attendance Register Transportation Register
Enable multiple character attendance codes	Select the checkbox to enable multiple-character attendance codes. Note: This field is used to set up FDA, HDA, and FDP attendance codes for Oklahoma State Reporting.	[Prefs]Value where [Prefs]Name = att_attcodemulticharenabled
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 where [Prefs]Name=ATT_CalcCntPresentsAbsences	Nightly Process for AM/PM Attendance
Count Meeting attendance recorded at another school for students enrolled at this school	Check this box to include attendance recorded for classes that the student takes at another school	[Prefs]Value where [Prefs]Name=ATT_CalcCntAttOthSchEnrThisSch	Nightly Process for AM/PM Attendance
Defining Bell Schedules Bell Schedules
Name	Enter the bell schedule name.	[Bell_Schedule]Name	CalendarSummary Statistical Summary Attendance Register Transportation Register
Attendance Conversion Method	Choose the attendance conversion method for the bell schedule from the pop-up menu.	[Bell_Schedule]Attendance_Conversion_ID	CalendarSummary Statistical Summary Attendance Register Transportation Register
Defining Bell Schedule Items Bell Schedule Item > [New/Edit]
Period	Select the number for the Period with which this record is associated.	[Bell_Schedule_Items]Period_ID	Nightly Process for AM/PM Attendance
Start time	Enter the time of day this period starts for this Bell Schedule.	[Bell_Schedule_Items]Start_Time	Nightly Process for AM/PM Attendance
End time	Enter the time of day this period ends for this Bell Schedule.	[Bell_Schedule_Items]End_Time	Nightly Process for AM/PM Attendance
Counts for ADA	Select the checkbox if this bell schedule idem should count for Average Daily Attendance calculations.	[Bell_Schedule_Items]ADA_Code	Nightly Process for AM/PM Attendance
Day Part	Choose AM or PM to indicate with which day part this bell schedule item is associated. Note: AM or PM must be assigned to each period for which attendance is reported.	[Bell_Schedule_Items]DayPartID	Nightly Process for AM/PM Attendance
Setting Up 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	CalendarDate Statistical Summary Attendance Register Transportation Register
Day	Choose the appropriate cycle day from the pop-up menu.	[Calendar_Day]Cycle_Day_ID
Schedule	Choose the appropriate bell schedule from the pop-up menu.	[Calendar_Day]Bell_Schedule_ID	CalendarSummary Statistical Summary Attendance Register Transportation Register
Tracks	Check the appropriate tracks.	[Calendar_Day]A, B, C, D, E, F
In Sess	Check the checkbox to count the calendar day in attendance calculation.	[Calendar_Day]InSession	CalendarSummary Statistical Summary Attendance Register Transportation Register
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	CalendarSummary Statistical Summary Attendance Register Transportation Register
Type	Choose the appropriate calendar membership type from the pop-up menu. Note: At least one value must be set up as IN = In session.	[Calendar_Day]Type	CalendarSummary Statistical Summary Attendance Register Transportation Register
Note	Enter a note to describe the calendar day.	[Calendar_Day]Note
School-Specific Course Information Courses
Core Academic Course	Choose Yes or No from the pop-up menu to indicate if the course meets the Oklahoma definition of a core academic course.	[S_OK_CRS_X]CoreCourse
Instruction Level	Choose the Instructional Level from the pop-menu. Indicates the general nature and difficulty of instruction provided. Note: The Instruction Level field is required when Credit Hours is greater than zero. 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
Defining Schedule Periods Periods
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	SectionInfo Statistical Summary Attendance Register Transportation Register
Period Abbreviation	Enter the period abbreviation.	[Period]Abbreviation
Period Name	Enter the period name.	[Period]Name
Defining Course Sections Sections Sections > [select course] > [select section] > Edit Section
Course Number	Enter the course number for the section.	[Sections]Course_Number	SectionInfo Fitnessgram
Term	Choose the term for the section from the pop-up menu.	[Sections]TermID	SectionInfo Fitnessgram
Schedule	Select the meeting schedule for the section.	[Sections]Expression [Section_Meeting]SectionID = [Sections]ID	SectionInfo
Teacher	Choose the teacher for the section from the pop-up menu.	[Sections]Teacher	SectionInfo
Section Number	Enter the section number.	[Sections]Section_Number	SectionInfo Fitnessgram
Entering OK State Section Information Oklahoma State Information
Medium Of Instruction	Indicates the medium through which the student receives instructional communication from the teacher. Valid values are: 0603 = Technology-based instruction 0604 = Correspondence instruction 0605 = Face-to-Face instruction 0608 = Virtual/Online Distance learning 0609 = Center-based instruction 0610 = Independent study 0611 = Internship 9999 = Other Rule: Must be a valid code from the list.	[S_OK_SEC_X]MediumOfInst	SectionInfo LDV
Location Of Instruction	Describes the location in which the section is taught. Valid values are: 0340 = In school 0341 = Other K-12 educational institution 0342 = Postsecondary facility 0752 = Community facility 0754 = Hospital 0997 = Business 2192 = Home 3018 = Library/media center 3506 = Mobile 9999 = Other Rule: Must be a valid code from the list.	[S_OK_SEC_X]LocOfInst	SectionInfo LDV
Instruction Level	Choose the Instruction Level from the pop-menu. Indicates the general nature and difficulty of instruction provided. 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 Note: The Instruction Level field is required when Credit Hours is greater than zero.	[S_OK_SEC_X]InstructionLevel
Civil Rights Data Collection (CRDC) See CRDC School Setup (2020-2021).
Defining Career Technology Information Oklahoma Career Technology
Contract Number	Alpha/numeric code assigned to each class by Oklahoma CTE Department. Rule: Must be 5 characters alphanumeric.	[S_OK_SEC_X]ContractNumber	BIS Report LDV
Clock Hours	Number of clock hours for the class. Rule: Must be numeric. Can be up to 7 characters.	[S_OK_SEC_X]ClockHours	BIS Report LDV
Start Date	Start date of the class. Note: This field is required for BIS only.	[S_OK_SEC_X]StartDate	BIS Report LDV
End Date	End date of the class. Note: This field is required for BIS only.	[S_OK_SEC_X]EndDate	BIS Report LDV
MIS Code	MIS Code that best describes the occupational area of instruction for the class. Rule: Must be a valid code from the list.	[S_OK_SEC_X]MISCode	BIS Report LDV
Program Type	Two digit code that defines the type of class. Rule: Must be a valid code from the list.	[S_OK_SEC_X]ProgramType	BIS Report LDV
Provider Identification (PID)	Teacher/Instructors provider identification (section override) number that is responsible for the career major. Rule: Must be 5 characters alphanumeric.	[S_OK_SEC_X]ProviderID	CME Report LDV
Certification Number	Teacher/Instructors certification number (section override) that is responsible for conducting the career major. Rule: Must be 6 characters alphanumeric.	[S_OK_SEC_X]CertificationNumber	CME Report LDV
Defining Years & Terms Years & Terms > New Years & Terms > Edit Terms Note: The Terms setup must include Quarter term for every school.
Name	Enter the name of the term.	[Terms]Name	TermInfo
Abbreviation	Enter an abbreviation for the term.	[Terms]Abbreviation	TermInfo
First Day of Term	Enter the first day of the term.	[Terms]FirstDay	TermInfo
Last Day of Term	Enter the last day of the term.	[Terms]LastDay	TermInfo

Introduction

Adding Attendance Codes

Defining Attendance Code Categories

Setting Up Attendance Conversion

Adding Full-Time Equivalencies

Setting Attendance Preferences

Defining Bell Schedules

Defining Bell Schedule Items

Setting Up School Calendars

School-Specific Course Information

Defining Schedule Periods

Defining Course Sections

Entering OK State Section Information

Civil Rights Data Collection (CRDC)

Defining Career Technology Information

Defining Years & Terms