District Setup

Defining District Courses

Courses > Edit Course District Information

Courses > View Master Course List > New

Course Name

Enter the course name.

[Courses]Course_Name

40

Federally Funded Check

Ed-Fi:

Course

CourseOffering

CourseTranscript

Course Number

Enter the SDE course code for this course. If a special number is needed for university or vocational rehab center, enter a code from the Correlation of Course Codes document:
https://www.tn.gov/education/lea-operations/correlations-of-course-and-endorsment-codes.html

Download the Entire Course Code/Endorsement Code Document.

Note: The alternate course number is reported if populated. Otherwise, the course number is reported.

[CoursesCoreFields]Alt_Course_Number

[Courses]Course_Number

5

030 – Class Section

063 – Staff Member Class Assignment

080 – Student Final Grade

Ed-Fi:

Course

CourseOffering

CourseReference

Alternate Course Number

Enter the SDE course code for this course. If a special number is needed for university or vocational rehab center, enter a code from the Correlation of Course Codes document: https://www.tn.gov/education/lea-operations/correlations-of-course-and-endorsment-codes.html

Download the Entire Course Code/Endorsement Code Document.

Note: The alternate course number is reported if populated. Otherwise, the course number is reported.

[CoursesCoreFields]Alt_Course_Number

[Courses]Course_Number

5

030 – Class Section

080 – Student Final Grade

Ed-Fi:

Course

CourseOffering

CourseReference

Credit Hours

Enter the number of credits a student receives for taking the course.

[Courses]Credit_Hours

N/A

Ed-Fi:

Graduation Plan

Section

Maximum Credit Hours

Enter the maximum number of credits a student receives for taking the course. The value must be greater than or equal to the Credit Hours. Once a value is entered, the value will be evaluated against the credit earned on stored grades to determine if it should be excluded from graduation progress/graduation planner based on the association to the grade policy related to the grade scale for the course or section.

[Courses]MaxCredit

N/A

Ed-Fi:

Required Setup

CIP Code

If needed, enter the CIP code to identify courses as part of a state-managed vocational program.

[Courses]Code

20

Ed-Fi:

StudentCTEProgramAssociation

Vocational Class

Select the checkbox for vocational courses.

[Courses]Vocational

1

Vocational Monthly FTEADM

Vocational Monthly FTEADA

Vocational Annual FTEADM

Vocational Annual FTEADA

Department

Click Associate. Choose the appropriate department from the list. Click Submit.

For vocational/Career and Technical Education (CTE) courses, choose codes based on the year being entered. See the Appendix for year specific code values.

[Courses]Sched_Department

N/A

Vocational Monthly FTEADM

Vocational Monthly FTEADA

Vocational Annual FTEADM

Vocational Annual FTEADA

Exclude from Attendance

Select the checkbox if attendance for the course is to be excluded from student ADA/ADM calculations.

[Courses]ExcludeADA

1

Ed-Fi:

StudentSchoolAttendanceEvent

StudentSectionAttendanceEvent

Exclude from Storing Final Grades

Select the checkbox if the course is to be excluded from storing final grades.

[Courses]ExcludeFromStoredGrades

1

Ed-Fi:

CourseTranscript

Grade

Report Card

StudentAcademicRecord

Grade Scale

Choose the grade scale for the course from the pop-up menu.

[Courses]GradeScaleID

2

Ed-Fi:

CourseTranscript

StudentAcademicRecord

GPA Added Value Points

Enter any added value for the grade points, such as 1 for one additional grade point. You can also use fractions of a point.

[Courses]GPA_AddedValue

N/A

Ed-Fi:

StudentAcademicRecord

Exclude from GPA?

Select the option to include or exclude the course from GPA calculations.

[Courses]ExcludeFromGPA

1

Ed-Fi:

StudentAcademicRecord

Exclude from Class Rank?

Select the option to include or exclude the course from class rank calculations.

[Courses]ExcludeFromClassRank

1

Ed-Fi:

StudentAcademicRecord

Exclude from Honor Roll?

Select the option to include or exclude the course from honor roll calculations.

[Courses]ExcludeFromHonorRoll

1

Ed-Fi:

StudentAcademicRecord

Report as Course Code

Enter a state assigned course code to identify the course as receiving college credit on transcripts. See https://www.tn.gov/education/lea-operations/correlations-of-course-and-endorsment-codes.html for a list of state course codes.

[S_TN_CRS_X]ReportAsCourseCode

6

Required Setup

Quality Points

Enter the number of quality points to be awarded for this course. Quality points are awarded for honors, advanced placement, and IB courses. For example, if the numeric final grade for all students who complete this course is increased by 10 points, then enter 10.

This field flags the course as using quality points; however, the value is not automatically added to student final grades. Rather, the teacher must override the final grade for every student in the class and add the correct number of quality points.

[S_TN_CRS_X]QualityPoints

1

080 – Student Final Grade

Homeroom Class

Check if the class is a homeroom class

[S_TN_CRS_X]HomeroomClass_TF

1

Ed-Fi:

StudentAcademicRecord

CTE Funding

Check if the course is a CTE funded course

[S_TN_CRS_X]CTE_Funding_TF

1

CTE Monthly FTEADA Report

College Prep Indicator

Check if this course should be indicated as a college prep course on the XAP student transcript.

[S_TN_CRS_X]CollegePrepIndicator_YN

1

XAP Student Transcript

Configuring Graduation Plans

Graduation Planner Setup

Only the key elements used by Ed-Fi are listed below. Additional setup is required in order to fully configure Graduation Plans.

Graduation Plan Name

Enter the name of the graduation plan. The name must be unique for the district.

[GradPlan]PlanName

80

Ed-Fi:

Graduation Plan

Version Applies to Years

Enter the start year and end year of the gradation plan.

Note: Multiple versions in a plan may not overlap years.

[GPVersion]StartYear

[GPVersion]EndYear

4

Ed-Fi:

Graduation Plan

Subject Group > Name

Enter the name of the graduation plan subject group requirement.

[GPNode]Name

80

Ed-Fi:

Graduation Plan

Subject Group > Credits Required

Enter the number of required credits for the subject group.

[GPNode]CreditCapacity

15

Ed-Fi:

Graduation Plan

Subject Group > Credits from Courses

Select the courses or course credit types to be assigned to the subject group.

[GPSelectedCrs]CourseNumber

20

Ed-Fi:

Graduation Plan

Entering District Information

District Info

Name of District

Enter the district name.

[Prefs]Name=districtname

N/A

Required Setup

District Number

Enter the district number.

[Prefs]Name=districtnumber

3

All Extracts

Ed-Fi:

EducationOrganizationReference

District Office Phone Number

Enter the district phone number.

[Prefs]Value

[Prefs]Name=DistrictPhone

N/A

200 Day Accountability

Does District Stockpile?

Choose Yes or No from the pop-up menu to indicate whether the district sets aside school days for specific purposes, such as inclement weather or teacher professional development days. A local board of education, private, or church-related school may exceed the full six and one-half (6 ½) hours of instructional time required by law by at least one-half hour daily for the full academic year. The excess instructional time may be accumulated up to 13 instructional days each year, and applied toward meeting instructional time requirements missed due to extreme weather conditions. The time may also be used for professional development, meetings, teacher-parent conferences, etc.

[Prefs]Value=Y or N

[Prefs]Name=TN_DistStockpile

1

010 – 200 Day Calendar

200 Day Accountability

Annual Membership/ Attendance

Report SSN

Choose Yes or No from the pop-up menu to determine whether to report student social security numbers on Tennessee extracts. If reporting SSN the SSN will send if available. The PIN will send if the SSN is not available. If not sending SSN then only students with a PIN will extract.

[Prefs]Value=Y or N

[Prefs]Name=TN_ReportSSN

1

All Student Extracts (040 – 052, 080-083)

Extracts as [Course.Section]

Selecting “Yes” will result in the local class number being reported as the course.section in the 030, 031, 048n 063 and 80 extracts. Reporting course.section will impact the ability to import assessment scores as the import function cannot accurately parse course.section. This is due to various lengths of course and section that can be used. Selecting “No” will report the section ID value and this will allow the assessment import to function as expected.

Note: There are customers that want to report the course.section information as they prefer this value in EIS over the section ID value. At a future date the course.section values may be supported with the assessment import.

Yes results in the [Courses]Course_number.[Sections]Section_number being reported

No result in the [Section]ID field being reported.

15

030 – Class Section

031 – Class Section Schedule

048 – Student Class Assignment

063 – Staff Member Class Assignment

Import Special Education Data using the EDPlan import

Select Either Yes or No if using EDPlan integration to manage special education options in PowerSchool.

Note: See EDPlan Setup for further detail.

Yes - Results in the reports using the EDPlan import data to determine option status 07-09 in reports.

No - Results in Special Programs option information being used to determine option status 07-09 in reports.

15

The Director's Monthly/ Annual Membership/ Attendance

The Director's Monthly/ Annual Membership/ Attendance Audit

Vocational Monthly and Annual FTE ADA/ADM Audit

Vocational Monthly and Annual FTEADA Summary

Vocational Monthly and Annual FTEADM Summary

Preliminary Staff Report

Number of Promotions and Retentions By School and District

Special Education Number of Promotions and Retentions

End of Month Membership By School and District

Director's Monthly Special Education Options by Primary & Secondary ADM Report

Director's Annual Special Education Options by Primary & Secondary ADM Report

Preliminary School Report - Grades PK-12

Special Education Report of 12th Graders

048 Student Class Assignment

Select the mode through which you want to report Discipline. 

• Blank
• L - Log
• I - Incident Management

046 Report

Suspension, Explusion and Remand

Entering District Bus Information

District Info > District Bus Information

Bus Number

Enter bus number.

Note: The bus number must be unique. If the bus number is not unique the following error will be received: ORA-00001: unique constraint (PS.SYS_C0067885) violated.

The bus number value reported to EIS is 10 characters. Special characters are not reported, but can be part of the bus number in PowerSchool. Up to two special characters can be entered. Validation is present that prevents parsed special characters from resulting in non-unique bus numbers when being reported.

[S_TN_DistrictBus_S]BusNumber_New

12

015 District Bus

Bus Type

Select bus type. Valid values are A, B, C and D.

[S_TN_DistrictBus_S]BusType

1

015 District Bus

Daily Miles One Way AM

Total of whole miles traveled daily by the bus. Maximum field entry is 9999. The “Daily miles” - one-way AM miles, starting from where the bus is parked to the last school drop off.

[S_TN_DistrictBus_S]DailyMiles

5

015 District Bus

Year Began Operation

Enter year the bus first became operational.

[S_TN_DistrictBus_S]YearBeganOperation

4

015 District Bus

Fuel Type

Select Fuel Type. Valid values are Gas, Diesel and CNG

[S_TN_DistrictBus_S]FuelType

6

015 District Bus

Specially Equipped 

Select if bus is specially equipped. Valid values are Y or N.

[S_TN_DistrictBus_S]Specially
Equipped

1

015 District Bus

Department of Safety Inspection Current  

Select if the bus safety inspection is current. Valid values are Y or N.

[S_TN_DistrictBus_S]DOSInspectionCurrent

1

015 District Bus

Privately Owned  

Select if the bus is privately owned. Valid values are Y or N.

[S_TN_DistrictBus_S]PrivatelyOwned

1

015 District Bus

Wheel Chair Lifts  

Select if the bus has a wheel chair lift. Valid values are Y or N.

[S_TN_DistrictBus_S]WheelChairLifts

1

015 District Bus

Commercial Advertising  

Select if the bus displays commercial advertising. Valid values are Y or N.

[S_TN_DistrictBus_S]CommercialAdvertising

1

015 District Bus

Involved in Accident  

Select if the bus has been in an accident in the current year. Valid values are 0 – 9.

[S_TN_DistrictBus_S]InvolvedAccident_NEW

1

015 District Bus

Occupant Restraints 

Select if the bus has occupant restraints. Valid values are Y or N.

[S_TN_DistrictBus_S]OccupantRestraints

1

015 District Bus

Two Way Communication  

Select if the bus has two way communications. Valid values are Y or N.

[S_TN_DistrictBus_S]TwoWayCommunication

1

015 District Bus

Audio Video Surveillance  

Select If the bus has audio surveillance. Valid values are Y or N.

[S_TN_DistrictBus_S]AudioVideoSurveillance

1

015 District Bus

GPS System 

Select if the bus has a GPS system. Valid values are Y or N.

[S_TN_DistrictBus_S]GPSSystem

1

015 District Bus

Air Conditioning 

Select if the bus has air conditioning. Valid values are Y or N.

[S_TN_DistrictBus_S]AirConditioning

1

015 District Bus

Personal Injury Accidents 

Number of personal injury accidents

[S_TN_DistrictBus_S]PersonalInjury

4

 015 District Bus

Treated and Released

Number of students treated and released

[S_TN_DistrictBus_S]TreatedAndReleased

4

015 District Bus

Hospitalized Overnight or Longer 

Number of Students hospitalized overnight or longer

[S_TN_DistrictBus_S]Hospitallized

4

015 District Bus

Fatalities on board 

Deaths on bus

[S_TN_DistrictBus_S]FatalitiesOnBoard

4

015 District Bus

Fatalities off board 

Deaths off bus

[S_TN_DistrictBus_S]FatalitiesOffBoard

4

015 District Bus

 Property Damage Accidents

Number of property damage accidents

[S_TN_DistrictBus_S]PropertyDamage

4

015 District Bus

Entering Bus Staff Information

District Info > District Bus Staff

Number of regular drivers  

Number of regular drivers

[S_TN_DistrictBusStaff_S]RegularDriver

4

016 District Bus Staff

Number of substitute drivers

Number of substitute drivers

[S_TN_DistrictBusStaff_S]SubtituteDriver

4

016 District Bus Staff

Number of employed bus drivers with CDL

Number of employed bus drivers with CDL

[S_TN_DistrictBusStaff_S]EmployedDriverCDL

4

016 District Bus Staff

Number of contracted drivers with CDL

Number of contracted drivers with CDL

[S_TN_DistrictBusStaff_S]ContractedDriverCDL

4

016 District Bus Staff

Number of bus assistants

Number of bus assistants

[S_TN_DistrictBusStaff_S]BusAssistants

4

016 District Bus Staff

Does district own and operate a bus garage and perform bus maintenance 

Does district own and operate a bus garage and perform bus maintenance

[S_TN_DistrictBusStaff_S]BusGarageMaint

1

016 District Bus Staff

Does the bus garage mechanics perform maintenance on non-school bus vehicles

Does the bus garage mechanics perform maintenance on non-school bus vehicles

[S_TN_DistrictBusStaff_S]MaintenancenOnSchBus

1

016 District Bus Staff

Number of full time mechanics employed by the district

Number of full time mechanics employed by the district

[S_TN_DistrictBusStaff_S]FullTimeMechanics

4

016 District Bus Staff

Defining Calendar Membership Types

Calendar Membership Types > Edit/New

Note: Districts must define each calendar type to be used in both the district and school calendars. Types can be of a single event type or a comma separated list of multiple event type codes. An example of this is the attendance start date and calendar start date. In this case, the code value entered would be AS, CS to denote that this is both the attendance start date and calendar start date. Any meaning can be entered for these values. Please note that very long meaning values can distort how the calendar draws.

See the Appendix for the full list of event type codes.

Code

Enter either a single two-letter code or multiple two-letter codes separated by a comma. This may be required if two events occur on the same day.

[Gen][dailymembtypes]Value

30

Ed-Fi:

CalendarDate

Meaning

Any value can be entered for the meaning but note that long value names tend to alter how the data in the calendar is viewed in the UI. 

[Gen][dailymembtypes]Name

30

Ed-Fi:

CalendarDate

Creating Cycle Days

District Calendar Cycle Days > Edit/New

Note: Districts must define the district calendar cycle days, information to be used in the district calendars. This detail is not reported to the State but is required for a complete district calendar and for use in copying the district calendar to the school level. The cycle day name must exist at the district level with the exact same naming convention to any school calendar to which it will be copied. If a district calendar is to be copied to multiple schools, then the schools must follow the exact same naming convention for the cycle day name.

Cycle Day Name

Enter the cycle day name. If the district calendar is to be copied to a school, then enter the cycle day name must be identical at the school and district level. If the district calendar is to be copied to multiple schools each school must share a common cycle day naming convention.

[DistrictCycleDay]Name

30

Setting Up Bell Schedules

District Calendar Bell Schedules > Edit/New

Note: Districts must define the district calendar bell schedule information to be used in the district calendars. This detail is required to determine the length of a school day. The name “Full”, “Third”, or “Half” must be in the district calendar bell schedule name. The bell schedule name must exist at the district level with the exact same naming convention to any school calendar to which it will be copied. If a district calendar is to be copied to multiple schools, then the schools must follow the exact same naming convention for the bell schedule name.

Bell Schedule Name

Enter the bell schedule name. If the district calendar is to be copied to a school, then enter the bell schedule name must be identical at the school and district level. If the district calendar is to be copied to multiple schools each school must share a common bell schedule naming convention.

The bell schedule name must contain the value that will be reported to the State. The values are “Full”, “Third” and “Half”. This value is parsed and any other descriptions can be used in the bell schedule name as long as one of these values is present in the name.

[districtbellschedule]Name

30

Creating Calendars

District Calendars > Edit/New

Note: Districts can set up a calendar for each unique attendance schedule used at the school level. Students, teachers, and sections (classes) are associated to each calendar using school-specific Instructional Program numbers. For example, Calendar Number 01 may be associated with Instructional Program number 01 at School 100. At School 100, assign Instructional Program number 01 to data elements that use that attendance schedule: teachers (Edit Information staff page), sections (Edit Section page), and students (using tracks on the Transfer Info > Edit Current/Previous Enrollment page).

Calendar Name

Enter a Calendar Name.

[districtcalendar]CalendarName

1

Calendar Description

Enter a Calendar Description.

[districtcalendar]Description

1

Calendar Start Date

Enter the calendar Start date. This will be the first day marked as in session in the calendar.

[districtcalendar]StartDate

1

Calendar End Date

Enter the calendar End date. This will be the last day marked as in session in the calendar.

[districtcalendar]EndDate

1

Weekdays Setup

Setup the standard school week to be used as the basic weekly setup for a newly submitted district calendar. Select Day, Schedule, Tracks, in-session indicator, membership value, calendar day type and notes for the standard school week.

Not Saved

1

Calendar Number

Enter a number to uniquely identify a 200-Day Calendar within the district, such as 01, 02, or 03. There may be multiple 200-Day calendars per district.

Make sure you create new calendars in the correct context of the current year term. To view calendars of different term years, you must change the context of the current term year by clicking the term link in the upper right hand corner.

A unique district calendar must be created for each calendar number to report. Each school that a district calendar is to be reported to must use the same cycle day name and bell schedule name for the copy function to work successfully.

At this time the copy function should only be used for the original population of the district calendar and not to propagate latter changes.

[tndistrictcalendar]calendarNumber

2

010 – 200 Day Calendar

Instructional Calendar

Choose the type of calendar from the pop-up menu to define how the calendar will operate during the school year.

Valid values:

• Traditional
• Year-round

[tndistrictcalendar]instructional
calendar

1

010 – 200 Day Calendar

Scheduled Days

Choose the days of the week that students attend school on a regular basis from the pop-up menu.

Valid values:

• M – F (Monday – Friday)
• M – S (Monday – Saturday)

[tndistrictcalendar]scheduledays

1

010 – 200 Day Calendar

Stockpile Inclement Weather Days

Choose the number of stockpile days that may be designated for inclement weather from the pop-up menu. A maximum of 13 days is allowed in combination with Stockpile-Professional-Development days.

[tndistrictcalendar]stockpileiwd

2

010 – 200 Day Calendar

200 Day Accountability

Stockpile Professional Development Days

Choose the number of stockpile days that may be designated for professional development from the pop-up menu. A maximum of 13 days is allowed in combination with Stockpile-Inclement-Weather days.

[tndistrictcalendar]stockpilepdd

2

010 – 200 Day Calendar

200 Day Accountability

In-Service Days

Choose the number of days that may be designated for discretionary in service days from the pop-up menu. There must be at least 5 in-service days. There may be more than 5 in-service days through funding by the local board of education.

[tndistrictcalendar]inservicedays

4

010 – 200 Day Calendar

200 Day Accountability

Optional In-Service Days

Choose the number of days allocated for individual choice of professional development activities from the pop-up menu.

[tndistrictcalendar]optionalinservice
days

4

010 – 200 Day Calendar

200 Day Accountability

Parent/Teacher Conference Days

Choose the number of days allotted for parents and teachers to meet from the pop-up menu. There must be at least 1 day. A district may have more than 1 day for parent-teacher conference through funding by the local board of education.

[tndistrictcalendar]parentteacherdays

1

010 – 200 Day Calendar

200 Day Accountability

Teacher Vacation Days

Choose the number days allotted for teacher paid vacation from the pop-up menu. There must be at least 10 days of paid vacation per year. There may be more than 10 days of paid vacation through funding by the local board of education.

[tndistrictcalendar]teachervacationdays

2

010 – 200 Day Calendar

200 Day Accountability

Abbreviated Days

Choose the number of days allotted for instructional days that are shortened to less than the state minimum school day (6.5 hours) from the pop-up menu.

[tndistrictcalendar]abbreviateddays

1

010 – 200 Day Calendar

Discretionary Teacher Vacation Days

Choose the number of days allotted for discretionary teacher vacation days from the pop-up menu.

[tndistrictcalendar]discretteachervac
days

4

010 – 200 Day Calendar

200 Day Accountability

Discretionary In-Service Days

Choose the number of days allotted for discretionary in-service days from the pop-up menu.

[tndistrictcalendar]discretinservicedays

4

010 – 200 Day Calendar

200 Day Accountability

Discretionary Administrative Days

Choose the number of days allotted for discretionary administrative days from the pop-up menu.

[tndistrictcalendar]discretadmindays

4

010 – 200 Day Calendar

200 Day Accountability

Discretionary Instructional Days

Choose the number of days allotted for discretionary instructional days from the pop-up menu.

[tndistrictcalendar]discretinstructional
days

4

010 – 200 Day Calendar

Discretionary Other Days

Choose the number of days allotted for discretionary other days from the pop-up menu.

[tndistrictcalendar]discretotherdays

4

010 – 200 Day Calendar

200 Day Accountability

Instructional Days (000)

Choose the number of instructional days allotted for classroom instruction from the pop-up menu. There must be at least 180 days. A district may have more than 180 instructional days through funding by the local board of education.

[tndistrictcalendar]instructionaldays

3

010 – 200 Day Calendar

200 Day Accountability

Extended Day Makeup

Choose the number of extended day makeup days for this calendar from the pop-up menu.

Note: Enter a value only when amending the calendar to add make-up days.

[tndistrictcalendar]ExtendedDay
MakeUp

N/A

200 Day Accountability

District Calendars > Edit 

Note: Click the district calendar name and then select the Days tab.

Event Date (MM/DD/YYYY)

Each date should have the appropriate values selected

[districtcalendarday]Datevalue

8

011 – 200 Day Event Calendar

200 Day Accountability

Day

Choose the Day Type from the pop-up menu.

Note: See District Calendar Cycle Day setup detail for more information.

[districtcalendarday]DistrictCycle
DayID

1

011 – 200 Day Event Calendar

Schedule

Choose the schedule duration from the pop-up menu.

Notes:

• See District Calendar Bell Schedule setup detail for more information.
• The bell schedule name must contain Full, Third, or Half.

[districtcalendarday]DistrictBell
ScheduleID

3

011 – 200 Day Event Calendar

200 Day Accountability

Tracks

Check the appropriate tracks for the day.

[districtcalendarday]A, B, C, D, E, and F

2

011 – 200 Day Event Calendar

200 Day Accountability

In Session

Check if the Day is In Session.

[districtcalendarday]InSession

2

011 – 200 Day Event Calendar

Membership Value

Define the Membership Value. This is required for the copy function.

[districtcalendarday]Membership
Value

2

Type

Choose the day type from the pop-up menu.

Note: See Calendar Membership Types in district setup for detail on setting up Calendar Membership Types.

[districtcalendarday]TN_200School
DayType

1

011 – 200 Day Event Calendar

Note

Add any notes as needed.

[districtcalendarday]Note

1

Copying Calendars

District Calendars > Edit Calendar > Copy

Note: Districts can copy the district calendar days to the selected schools. Each school must have the same cycle day name and bell schedule name defined as found in the district setup. Validations are in place that will inform the user if the setup between the district and schools is not complete when the copy calendar is submitted.

Creating Discipline Incident Letter Template

Discipline Incident Letters > New/Edit

You can create discipline incident letter templates for each school in the district. You can also create multiple templates for each school. After you have defined the templates, the school can send discipline incident letters to parents by running the Discipline Incident Letters report.

Action Code

Defining Districts of Residence

Districts of Residence > [New/Edit] District of Residence

District ID

Enter the 4-digit state assigned District ID for the residence district.

[Gen]Value

[Gen]Cat=districts

3

041 – Student Enrollment

Ed-Fi:

StudentEducationOrganizationAssociation

District Name

Enter the district name.

[Gen]Name

[Gen]Cat=districts

50

Required Setup

Ed-Fi:

StudentEducationOrganizationAssociation

Defining Federal Ethnicity and Race Settings

Federal Ethnicity and Race Settings

Ethnicity Decline to Specify

Select the checkbox if ethnicity is not required.

Enter a value to display as the label for the checkbox on the Demographics student page.

[Prefs]FRE_AllowDeclineEthnicity

[Prefs]FRE_DeclineEthnicityText

N/A

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Race Decline to Specify

Select the checkbox if race is not required.

Enter a value to display as the label for the checkbox on the Demographics student page.

[Prefs]FRE_AllowDeclineRace

[Prefs]FRE_DeclineRaceText

N/A

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Creating Federal Race Categories

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

Code

Enter the federal race category code.

[Gen]Name

[Gen]Cat=federalrace

1

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Description

Enter the federal race category description.

[Gen]Value

[Gen]Cat=federalrace

40

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

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

10

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Required Setup

Creating District Race Codes

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

Code

Enter the district race code.

[Gen]Name

[Gen]Cat=race

1

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Description

Enter the district race description.

[Gen]ValueT

[Gen]Cat=race

40

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Federal Category

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

[Gen]Value

[Gen]Cat=race

N/A1

Review additional information about TN Federal Ethnicity and Race settings.

Ed-Fi:

Student

Alt Race Code

Enter an alternate, equivalent race code.

Note: This field can be used for SIF.

[Gen]Value2

[Gen]Cat=race

N/A

Review additional information about TN Federal Ethnicity and Race settings.

Setting Up Log Entries

Log Entry Fields > Log Entry Setup

Field Name

The name of the field as saved in the database. The following default field names cannot be removed:

• Entry_Date
• Entry_Time
• Entry_Author
• LogType
• Subtype
• Consequence
• Subject
• Entry

The following field names are required for Tennessee state reporting:

• Discipline_ActionTaken
• Discipline_ActionTakenDetail
• Discipline_ActionDate
• Discipline_ActionTakenEndDate
• Discipline_IncidentTypeCategory
• Discipline_IncidentDate

[Gen]Name

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Field Label

The name of the field as seen on the Log Entries student page.

[Gen]FieldLabel

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Description

The description of the field.

[Gen]ValueT

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Sort Order

The order of the field as seen on the current page, as well as the Log Entry student page.

Choose a sort order for the following fields, so that they are available for data entry on the Log Entry student page:

• Discipline_ActionTaken
• Discipline_ActionTakenDetail
• Discipline_ActionDate
• Discipline_ActionTakenEndDate
• Discipline_IncidentTypeCategory
• Discipline_IncidentDate

[Gen]SortOrder

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Defining Log Entry Fields

Log Entry Fields > Log Entry Setup > Edit Log Entry Field

Field Name

Enter the name of the field as saved in the database. The following default field names cannot be removed:

• Entry_Date
• Entry_Time
• Entry_Author
• LogType
• Subtype
• Consequence
• Subject
• Entry

The following field names are required for Tennessee state reporting:

• Discipline_ActionTaken
• Discipline_ActionDate
• Discipline_ActionTakenDetail
• Discipline_ActionTakenEndDate
• Discipline_IncidentTypeCategory
• Discipline_IncidentDate

[Gen]Name

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

StudentDiscipline

Field Label

Enter the name of the field as seen on the Log Entries student page. Verify that a label is entered for each of the fields required for Tennessee state reporting.

[Gen]FieldLabel

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

StudentDiscipline

Input Type

Choose the following input types:

• Discipline_ActionTaken = Popup Menu
• Discipline_ActionTakenDetail = Popup Menu
• Discipline_ActionDate = Entry Field
• Discipline_ActionTakenEndDate = Entry Field
• Discipline_IncidentTypeCategory = Popup Menu
• Discipline_IncidentDate = Entry Field

[Gen]Valute2 = Entry field or popup

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

StudentDiscipline

Width

The width of the entry field. Leave the value as zero for the default width.

[Gen]ValueLi

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

Required Setup

Height

The height of the entry field. Leave the value as zero for the default height.

[Gen]ValueLi2

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

Required Setup

Data for Pop-up or Radio Buttons

Enter the data for the pop-up menus used for Discipline Action Taken and Discipline Incident Category.

See Disciplinary Action Type Codes for instructions on setting up this data for the Discipline Action Taken (Disciplinary Action Type), Discipline Action Taken Detail and Discipline Incident Type Category (Disciplinary Primary Reason) fields.

[Gen]Valuet2

[Gen]Cat=logentrycodes

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

StudentDiscipline

Defining Log Types

Log Types > Edit Log Type

Log Type

Enter the log type.

Note: One log type is required for Tennessee state reporting. Use the label Discipline for reporting discipline incidents to the state.

[Gen]Name

[Gen]Cat=logtype

N/A

046 – Student Discipline

Suspension, Expulsion & Remands

Ed-Fi:

Student Discipline

Log Code

Enter the subtype code, for internal reference only.

[Gen]Value

[Gen]Cat=subtype

[Gen]Name=logtype

N/A

Not Required

Description

Enter the subtype description, for internal reference only.

[Gen]Valuet

[Gen]Cat=subtype

[Gen]Name=logtype

N/A

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

1

040 – Student

060 – Staff Member

Ed-Fi:

Student

Description

Enter the ethnicity description.

[Gen]Name

[Gen]Cat=ethnicity

N/A

Required Setup

Ed-Fi:

Student

Setting Up District Schools

Schools/School Info > Edit School

School Name

Enter the school name.

[Schools]Name

60

Required Setup

Is Summer School?

Select the checkbox if the school is a summer school.

[Schools]IsSummerSchool

10

Ed-Fi:

Required Setup

School Address

Enter the street address of the school.

[Schools]SchoolAddress

40

Report of 12^th Graders

XAP Student Transcript

SPED Report of 12^th Graders

Ed-Fi:

School

School City

Enter the city in which the school is located.

[Schools]SchoolCity

35

Roster of Graduates

Report of 12^th Graders

SPED Report of 12^th Graders

XAP Student Transcript

Ed-Fi:

School

School Postal/Zip Code

Enter the school’s zip code.

[Schools]SchoolZip

10

Report of 12^th Graders

SPED Report of 12^th Graders

XAP Student Transcript

Ed-Fi:

School

School County Name

Enter the school county name.

[Schools]CountyName

79

Ed-Fi:

School

School County Number

Enter the school county number

[Schools]CountyNbr

79

Ed-Fi:

School

School Phone Number

Enter the school phone number.

[Schools]SchoolPhone

31

Roster of Graduates

Report of 12^th Graders

SPED Report of 12^th Graders

Ed-Fi:

School

School Fax Number

Enter the school fax number.

[Schools]Fax

31

Ed-Fi:

School

School Number

Enter the school number.

[Schools]School_Number

4

All Extracts

Exclude from State Reporting?

Select the checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

1

Vocational Monthly FTEADA

Vocational Annual FTEADM

Vocational Annual FTEADA

Ed-Fi:

Required Setup

Grades

Enter the school grades (lowest - highest).

[Schools]Low_Grade

[Schools]High_Grade

2

043 –Student Instructional Grade

Ed-Fi:

BellSchedule

Historical Grade Levels

Enter the historical low and high grade levels for the school.

Only historical data in this range of grade levels is used for cumulative GPAs, graduation credit, etc.

[Schools]Hist_Low_Grade

[Schools]Hist_High_Grade

2

Ed-Fi:

StudentAcademicRecord

CEEB Code

A CEEB code is required for the XAP student transcript. To obtain a school’s CEEB code go to the following URL and search for school that will report the XAP student transcript: https://collegereadiness.collegeboard.org/k-12-school-code-search

[S_TN_SCH_X]CEEBCode

6

XAP Student Transcript

Adding School Calendar Information

Schools/School Info > Edit School > Additional Calendar Information

Enter additional Calendar Information relating to calendar number and stockpile information.

Calendar Number

Choose the district calendar number from the pop-up menu to link the school to the appropriate district calendar.

[S_TN_SCH_X]CalendarNumber

N/A

Required Setup

Does School Stockpile?

Choose Yes or No from the pop-up menu to indicate if the school stockpiles days. A local board of education, private, or church-related school may exceed the full six and one-half (6 ½) hours of instructional time required by law by at least one-half hour daily for the full academic year. The excess instructional time may be accumulated up to 13 instructional days each year, and applied toward meeting instructional time requirements missed due to extreme weather conditions. The time may also be used for professional development, meetings, teacher-parent conferences, etc.

[S_TN_SCH_X]SchoolStockpile

N/A

200 Day Accountability

Preliminary School Report

Stockpile Reason

Choose the primary reason the school stockpiles days from the pop-up menu.

Valid values:

• IW – Inclement Weather Days
• PB – Professional Development Days
• B – Both

[S_TN_SCH_X]SchoolStockpileReason

N/A

200 Day Accountability

Stockpile Professional Development Days

Not currently used.

N/A

N/A

Not Required

Stockpile Inclement Weather Days

Not currently used.

N/A

N/A

Not Used

Creating Instructional Programs

Schools/School Info > Edit School > Click Here to Create/Edit Instructional Program Entries > Edit/New

Districts can set up a calendar for each unique attendance schedule used at the school level (Start Page > District Setup > District Info > TN 200 Day Calendar). Students, teachers, and sections (classes) are associated to each calendar using school-specific Instructional Program numbers. For example, Calendar Number 01 may be associated with Instructional Program number 01 at School 100. At School 100, assign Instructional Program number 01 to data elements that use that attendance calendar: teachers (Edit Information staff page), sections (Edit Section page), and students (using tracks on the Transfer Info > Edit Current/Previous Enrollment page).

Calendar Number

Choose the calendar number for this instructional program from the pop-up menu.

[S_TN_SCH_InstrProgram_C]CalendarNumber

2

020 – Instructional Program

PowerSchool Track

If the school runs more than one instructional program for the selected calendar, select the track for this program from the pop-up menu.

[S_TN_SCH_InstrProgram_C]PowerSchoolTrack

N/A

020 – Instructional Program

Instructional Program Number

Choose the instructional program number from the pop-up menu.

[S_TN_SCH_InstrProgram_C]InstructionalProgramNbr

2

020 – Instructional Program

022 – School Days

Instructional Calendar

Choose the type of instructional calendar from the pop-up menu.

Valid values:

• Traditional
• Year Round

[S_TN_SCH_InstrProgram_C]InstructionalCalendar

1

020 – Instructional Program

Kindergarten Student Day Length

Enter the length of a normal school day for kindergarten students in minutes.

[S_TN_SCH_InstrProgram_C]KGStudentDayLength

N/A

Not Required

Student Day Length

Enter the length in minutes for a standard full-time day of instruction, including lunch, for students in this program.

[S_TN_SCH_InstrProgram_C]StudentDayLength

3

020 – Instructional Program

Preliminary School Report

Teacher Day Length

Enter the length in minutes of a standard full-time day of instruction, including lunch, for teachers in this program. This value is usually the student day plus the time teachers are required to be at the school both before student arrival and after student departure.

[S_TN_SCH_InstrProgram_C]TeacherDayLength

3

020 – Instructional Program

Preliminary School Report

Block Schedule

Choose Yes or No from the pop-up menu to indicate whether a block scheduled is used for this school.

[IS_TN_SCH_InstrProgram_C]BlockSchedule

1

020 – Instructional Program

Preliminary School Report

Spring Block Begin Date

Enter the date that the spring block schedule begins. This field should only be populated if Block Schedule is Yes.

[S_TN_SCH_InstrProgram_C]SpringBlockScheduleDate

8

020 – Instructional Program

Stockpile Professional Development Days

This value is reported if the district does not stockpile days but specifically stockpiles professional development days.

[S_TN_SCH_InstrProgram_C]Stockpile_PDD

8

020 – Instructional Program

Setting Up Special Programs

Special Programs > Special Program Information

Special Programs are also used to track Ed-Fi based Programs. No additional setup is required to populate Ed-Fi programs, as they will be automatically added with “(Ed-Fi)” appended to the program name. “(Ed-Fi)” is appended to program names so as not interfere with existing programs types.

To view only Ed-Fi Programs, only Non-Ed-Fi Special Programs, or only Ed-Fi Cohorts, click the appropriate checkbox on the Special Programs page. For further information about TN Ed-Fi, see the Ed-Fi Reference section.

Program Name

Enter the special program name.

For Tennessee reports, special education students must be enrolled in a special program with the name Option 01, Option 02, Option 03, Option 04, Option 05, Option 06, Option 07, Option 08, Option 09, or Option 10. Enter the name exactly as seen. For example, do not enter Option1, Option01, or Option 1 for the Option 01 program.

To be included in vocational reports, students must be enrolled in a special program with the name Option 07, Option 08, or Option 09.

Note: There are no specific program names for Tennessee extracts. [Students]EntryDate

[Students]ExitDate

[ReEnrollments]EntryDate

[ReEnrollments]ExitDate

Note: If using EDPlan Integration please see the EDPlan setup section. Creating options under special programs is not necessary if using EDPlan Integration.

[Gen]Name

[Gen]Cat=specprog

50

048 – Student Class Assignment

Preliminary School Report

Director’s Monthly/ Annual Membership/ Attendance

Vocational Monthly FTEADM

Vocational Monthly FTEADA

End of Month Membership

Monthly SPED Options

Promotions & Retentions

Annual Dropout

Vocational Annual FTEADA

Annual SPED Options

Ed-Fi:

Student Program

ProgramReference

Qualifies as a special education program

Select the checkbox to indicate a special education program.

[Gen]spedindicator

[Gen]Cat=specprog

N/A

Director’s Monthly/ Annual Membership/ Attendance

Vocational Monthly FTEADM

Vocational Monthly FTEADA

Cohort Program

Select Yes or No to indicate whether this Special Program is a Cohort Program.

The default is “No”. If you select Yes, Cohort Type and Educational Environment fields appear.

[S_TN_GEN_X]CohortEnabled

1

Cohort Type

When you select Yes for Cohort Program, this field appears. Select the type of cohort from the pop-up menu.

[S_TN_GEN_X]CohortType

255

Educational Environment

When you select Yes for Cohort Program, this field appears. Select the environment in which the cohort meets from the pop-up menu.

[S_TN_GEN_X]EducationalEnvironment

255

Defining Years & Terms

Years & Terms

The year term for each reporting year, such as 2009-2010, 2010-2011, etc., must be set up via Start Page > District > Years & Terms. To report the correct year term in Tennessee extracts, a special function must be run to set the current year term. Use the following steps to set the current year term:

1. Click Term at the top of the page.
2. Choose the current year term from the pop-up menu.
3. Click Special Functions.
4. Click Interfaces to Other Systems.
5. Click Tennessee Educational Information System (EIS) from the Operations pop-up menu.
6. Click on the Maintenance tab.
7. Click Set Current Term Year.
8. Check the Set Current Term Year Check Box.
9. Submit.

Years & Terms

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

[Terms]Name

[Terms]Abbreviation

[Terms]First_Day

[Terms]Last_Day

N/A

All Extracts & Reports

Ed-Fi:

Required Setup

Setting Up EDPlan

EDPlan Setup

See the EDPlan section for complete setup steps.

To use the EDPlan Import of Special Education and Option information a remote connection must be created:

1. Navigate to System Administrator > System Settings > Plugin Management Configuration > Remote Connection Manager > Remote Connection Manager
2. Click Create Connection.
3. Enter a Name for the connection. This name will be used in the steps below under step 8 when scheduling the EDPlan import.
4. Enter a description for the connection.
5. Set Protocol to SFTP.
6. Contact PCG – EDPlan for the following information: Host, Port, Username, Password, Confirm Password.
7. Test Connection.
8. Submit.

To Schedule the EDPlan Import complete the following steps: Navigate to Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > Schedule EDPlan Imports.

1. Click New.
2. Enter a name for the import.
3. Enter a description for the import.
4. Enter a time to run the import.
5. Select the days to run the import.
6. Enter the import file name (This name is provided by EDPlan.)
7. Select the connection name from the drop-down. The name to select is the name entered in the previous steps where a remote managed connection was made. The name was entered in step 3 of the remote managed connection steps above.
8. Select the Data Service name from the drop-down. The name to select is IEPDataSevice.
9. Click Enable if you are ready to enable the import.
10. Click Submit.

Notes:

• If enabled the import will now run at the selected time importing a complete set of all special education data as provided by EDPlan.
• See the Tennessee state reporting data dictionary for table structure for tables associated with EDPlan and the storing of student special education information.

To View EDPlan import errors navigate to Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > EDPlan Import Errors. The List EDPlan Imports Errors page displays the Date of the import, the index of the record in error, the type of error encountered, the student number provided in the errored record and the complete record text that errored out. This is provided for reference and to troubleshoot records that will not import with EDPlan.

Code

Enter the entry code.

[CODESET]Code

2

Description

Enter the entry code description.

[CODESET]Description

N/A

Code

Enter the exit code.

[CODESET]Code

2

Description

Enter the exit code meaning.

[CODESET]Description

N/A