School Setup

Contents

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 and choose a school.
In the left pane, click School under Setup.

Note: School-level attendance setup - correct Attendance setup is required for days of attendance, days of absence, and days of membership calculations used in the CumADM, CTE Student, and CTE Course reports. Detailed setup is not provided in the Oregon State Reporting to allow flexibility to locally determine the method of attendance desired, such as Meeting-Period to Day, Meeting-Time to Day, Daily-Code to Day, etc.

Data Element	Additional Information	[Table]FieldName	Length	Used in these Reports
Entering Attendance Codes Attendance Codes
Code	Enter the attendance code abbreviation.	[Attendance_Code]Att_Code	Max 10	CumADM CTE Course CTE Student
Description	Enter the attendance code description.	[Attendance_Code]Description	Max 60	Not Required
Presence Status	Select Present or Absent as the presence status.	[Attendance_Code]Presence_Status_CD	Max 10	CumADM CTE Course CTE Student
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	Max 6	Not Required
Teacher can assign	Choose Yes or No to determine whether the teacher can assign the attendance code.	[Attendance_Code]Assignment_Filter_YN	1	Not Required
Earns ADA credit	Select whether the attendance code affects attendance calculation.	[Attendance_Code]Calculate_ADA_YN	1	CumADM CTE Course CTE Student
Counts toward membership	Select whether the attendance code affects membership calculation.	[Attendance_Code]Calculate_ADM_YN	1	Not Required
Sort Order	Choose the sort order to determine where the code displays on the page.	[Attendance_Code]SortOrder	Max 3	Not Required
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	Max 10	Not Required
Name	Enter the name of the attendance code category.	[Code_Entity]External_Name	Max 80	Not Required
Description	Enter a description for the attendance code category.	[Code_Entity]Description	Max 80	Not Required
Sort Order	Choose the sort order to determine where the attendance code category displays on the page.	[Code_Entity]SortOrder	Max 6	Not Required
Configuring Attendance Conversion Settings
Defining Attendance Conversions Attendance Conversions > New/Edit > Attendance Conversion
Name	Enter the attendance conversion name. Note: Oregon requires only one attendance conversion and it can be assigned to every bell schedule.	[Attendance_Conversion]Name	Max 80	CumADM
Defining Period-To-Day Attendance Conversions 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.	[Attendance_Conversion_Items]Conversion_Mode_Code=periodday [Attendance_Conversion_Items]Attendance_Value	Max 10	CumADM CTE Course CTE Student
AM Attendance Value	Enter the attendance value that students receive for the AM portion of the day.	[Attendance_Conversion_Items]Attendance_Value [Attendance_Conversion_Items]DayPartID = [DayPart]ID where [DayPart]Name = ‘AM’	N/A
PM Attendance Value	Enter the attendance value that students receive for the PM portion of the day.	[Attendance_Conversion_Items]Attendance_Value [Attendance_Conversion_Items]DayPartID = [DayPart]ID where [DayPart]Name = ‘PM’	N/A
Defining Code-To-Day Attendance Conversions Attendance Conversions > 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.	Max 10	CumADM CTE Course CTE Student
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	Max 10	CumADM CTE Course CTE Student
Defining Attendance Time Attendance Conversions > 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	Max 10	CumADM CTE Course CTE Student
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	Max 10	CumADM CTE Course CTE Student
Adding Full-Time Equivalencies Full-Time Equivalencies (FTE)
Name	Enter the FTE name.	[FTE]Name	Max 80	CumADM
Default Attendance Mode	Choose the default attendance mode for the FTE.	[FTE]Dflt_Att_Mode_Code	Max 13	CumADM
Default Attendance Conversion	Choose the default attendance conversion for the FTE.	[FTE]Dflt_Conversion_Mode_Code	Max 11	CumADM
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. Note: Time and Interval methods are not supported for Oregon state reporting.	[Prefs]Value where [Prefs]Name=ATT_RecordModeMeeting [Prefs]Value where [Prefs]Name=ATT_RecordModeDaily	1	CumADM
Use Default Settings in FTE	Select to use default settings in FTE.	[Prefs]Value [Prefs]Att_Calc_Use_Defaults	1	CumADM
Count these codes for period conversion	Choose [Absences/Presents] to determine whether or not to count present or absent codes for period-to-day attendance conversions.	[Prefs]Value where [Prefs]Name=ATT_CalcCntPresentsAbsences	N/A	Not Required
Defining Bell Schedules Bell Schedules
Name	Enter the bell schedule name.	[Bell_Schedule]Name	Max 60	Not Required
Attendance Conversion Method	Choose the attendance conversion method for the bell schedule.	[Bell_Schedule]Attendance_Conversion_ID	N/A	Not Required
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	N/A
Start time	Enter the time of day this period starts for this Bell Schedule.	[Bell_Schedule_Items]Start_Time	N/A
End time	Enter the time of day this period ends for this Bell Schedule.	[Bell_Schedule_Items]End_Time	N/A
Counts for ADA	Select the checkbox if this bell schedule idem should count for Average Daily Attendance calculations.	[Bell_Schedule_Items]ADA_Code	N/A
Day Part	Choose AM or PM to indicate which part of the day this bell schedule item is associated with.	[Bell_Schedule_Items]DayPartID	N/A
Setting Up the School Calendar 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 the current school year.	[Calendar_Day]Date	N/A	Not Required
Day	Choose the appropriate cycle day.	[Calendar_Day]Cycle_Day_ID	N/A	Not Required
Schedule	Choose the appropriate bell schedule.	[Calendar_Day]Bell_Schedule_ID	N/A	Not Required
Tracks	Check the appropriate tracks.	[Calendar_Day]A, B, C, D, E, F	N/A	Not Required
In Sess	Check the checkbox to count the calendar day in attendance calculation.	[Calendar_Day]InSession	N/A	Not Required
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	Not Required
Type	Choose the appropriate calendar membership type.	[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	Not Required
Day Abbreviation	Enter the day abbreviation.	[Cycle_Day]Abbreviation	N/A	Not Required
Day Name	Enter the day name.	[Cycle_Day]Day_Name	N/A	Not Required
Creating/Editing Course Sections Sections Sections > [select course] > [select section] > Edit Section
Course Number	Enter the course number for the section.	[Sections]Course_Number	Max 17	CTE Course Class Roster IUID
Schedule	Select the meeting schedule for the section.	[Sections]Expression [Section_Meeting]SectionID = [Sections]ID	N/A	Not Required
Term	Choose the term for the section.	[Sections]TermID	N/A	Class Roster IUID
Teacher - Section Lead	Choose the lead teacher for the section.	[Sections]Teacher	N/A	Class Roster
Teachers/Staff - Additional	Add additional staff for the section. Note: Roles Administration > Co-Teaching must be set up. Roles to be included in state reports must include a Reference Code of 'O'.	[ROLEAVAILABLEPROPERTYID]propname = 'com.pearson.powerschool.coteach.code' ROLEAVAILABLEPROPERTY[propvalue] = 'OR'	N/A	Class Roster Staff Asgnmt
Room	Enter the classroom identifier.	[Sections]Room	Max 10	Class Roster
Section Number	Enter the section number.	[Sections]Section_Number	Max 10	CTE Course CTE Student Class Roster IUID
Grade Level	Enter the grade level for the content of the section.	[Sections]Grade_Level	Max 10	Staff Asgnmnt
Distance-Learning course that is taught by the web	Select the checkbox to indicate the course is a distance-learning course. Valid values: (1) box is checked	[S_OR_SEC_X]WebOnlyFg	1	IUID Staff Asgnmt (New as of 2015-2016)
Alternative Education Setting Flag	Select the checkbox to indicate the section is an alternative education section. Valid values: (1) box is checked	[S_OR_SEC_X]AltEdSettingFg	1	IUID
Special Education Setting Flag	Select the checkbox to indicate the section is a special education settings section. Valid values: (1) box is checked	[S_OR_SEC_X]SpEdSettingFg	1	IUID Staff Asgnmt (New as 2015-2016)
Instructional Unit Identifier	ODE assigned Instructional Unit Identifier (IUID).	[S_OR_SEC_X]InstrctUnitID	10	Class Roster IUID
Average Daily Minutes Scheduled	Course value: Displays the average daily minutes scheduled for the course. Section value: If the section average daily minutes scheduled are different than the course minutes, enter the section minutes; otherwise, leave blank and the course minutes will be reported.	[S_OR_CRS_X]SchdldInstrctMinCnt [S_OR_SEC_X]ClassInstructHours	10	Staff Asgnmnt
Yearly Course Instructional Hours	Course value: Displays the yearly course instructional hours for the course (if a value exists for the course). Section value: If the section yearly instructional hours are different than the course instructional hours, enter the section minutes; otherwise, leave blank and the course minutes will be reported. If both Course and Section are blank, the value will be calculated at run-time.	[S_OR_CRS_X]YearlyCourseInstructionalHours [S_OR_SEC_X]YearlyCourseInstructionalHours	10	Staff Asgnmnt
Low Grade Responsibility Code (Obsolete as of 2017-2018)	Enter grade indicating the lowest grade level of content that is being taught in the section. Note: This Data Element is obsolete as of 2017-2018.	[S_OR_SEC_X]LoGrdCd	2	Staff Asgnmnt IUID
High Grade Responsibility Code (Obsolete as of 2017-2018)	Enter grade indicating the highest grade level of content that is being taught in the section. Note: This Data Element is obsolete as of 2017-2018	[S_OR_SEC_X]HiGrdCd	2	Staff Asgnmnt IUID
Defining Years & Terms Years & Terms > New Years & Terms > Edit Terms
Name	Enter the name of the term.	[Terms]Name	30	Required Setup
Abbreviation	Enter an abbreviation for the term.	[Terms]Abbreviation	6	Required Setup
First Day of Term	Enter the first day of the term.	[Terms]FirstDay	10	Required Setup
Last Day of Term	Enter the last day of the term.	[Terms]LastDay	10	Required Setup
Creating/Editing Staff Qualification Subject Areas
Oregon State Information > Staff Qualification Subject Area > New This area is used to define Subject Areas. Select New to add a subject area. Select an existing subject area to edit it. Use the Edit feature to associate courses with each Subject Area.
Subject Area Description	Enter a descriptive name for the subject area being defined. Recommendation: Use names similar to ODE Certification names, such as Advanced Math or English/LA. It will be helpful to add grade level or school level naming also, such as MS ELA.	[S_OR_CourseSubjArea_S]SubjAreaDescription	200	Staff Asgnmnt
Number of Associated Courses	Displays number of course currently associated with the Subject Area Description.	Calculated	NA	Not Required
Oregon State Information > Staff Qualification Subject Area > Edit Use the Subject Area Description link to associate courses to the Subject Area.
Associate Another Course	Start typing a course name to invoke the search. All course names that include the search criteria are listed, followed by the course number in parenthesis. Select the desired course and click the green plus sign to add as a Related Course. You can disassociate a course from the Subject Area by clicking the red minus sign on the corresponding row in the Related Courses area.	[S_OR_SubjArea_RelCrs_C]coursesDCID	10	Staff Asgnmnt

Entering Attendance Codes

Defining Attendance Code Categories

Configuring Attendance Conversion Settings

Defining Attendance Conversions

Defining Period-To-Day Attendance Conversions

Defining Code-To-Day Attendance Conversions

Defining Attendance Time

Adding Full-Time Equivalencies

Setting Up Attendance Preferences

Defining Bell Schedules

Defining Bell Schedule Items

Setting Up the School Calendar

Defining Cycle Days

Creating/Editing Course Sections

Defining Years & Terms

Creating/Editing Staff Qualification Subject Areas