District Setup
Introduction
The following data elements are required for state reporting.
To perform district specific tasks:
- Click the School link at the top of the page. The School pop-up menu appears.
- Choose District Office. The district Start Page appears.
Under District, click Setup.
Note: The following information describes the setup required for State Reporting. For information about general school setup, see Help > System Help.
Data Element | Additional Information | [Table]FieldName | Length | Used in these Extracts |
---|---|---|---|---|
Defining District CoursesCourses > 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: 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 PlansGraduation 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 InformationDistrict 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 |
Reporting Discipline | Select the mode through which you want to report Discipline.
| [prefs][TN_Reporting_Discipline] | 046 Report Suspension, Explusion and Remand | |
Entering District Bus InformationDistrict 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 | 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 InformationDistrict 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 TypesCalendar 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 DaysDistrict 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 SchedulesDistrict 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 CalendarsDistrict 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:
| [tndistrictcalendar]instructional | 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:
| [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 | 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 | 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 | 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 | 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 | 1 | 011 – 200 Day Event Calendar |
Schedule | Choose the schedule duration from the pop-up menu. Notes:
| [districtcalendarday]DistrictBell | 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 | 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 | 1 | 011 – 200 Day Event Calendar |
Note | Add any notes as needed. | [districtcalendarday]Note | 1 | |
Copying CalendarsDistrict 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 TemplateDiscipline 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. | ||||
Letter Title | Enter the title of the letter. | [S_IM_Letter_Setup_S]Title | 2000 | Discipline Incident Letters |
School | The name of the school for which the template needs to be created. Select the name of the school from the drop-down list. | [S_IM_Letter_Setup_S]SchoolID | 11 | Discipline Incident Letters |
Incident Type | Select the incident type from the drop-down list. | [S_IM_Letter_Setup_S]IncidentType | 11 | Discipline Incident Letters |
Action Code | Select the action code from the drop-down list. | [S_IM_Letter_Setup_S]ActionCode | 11 | Discipline Incident Letters |
Action Subcode | Select the action subcode from the drop-down list. | [S_IM_Letter_Setup_S]ActionSubcode | 11 | Discipline Incident Letters |
Opening Paragraph | Enter the text that will be the opening paragraph of the letter. | [S_IM_Letter_Setup_S]OpeningParagraph | 4000 | Discipline Incident Letters |
Closing Paragraph | Enter the text that will be the closing paragraph of the letter. | [S_IM_Letter_Setup_S]ClosingParagraph | 4000 | Discipline Incident Letters |
Signature | Enter the signature to be used in the letter. | [S_IM_Letter_Setup_S]Signature | 4000 | Discipline Incident Letters |
Defining Districts of ResidenceDistricts 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 SettingsFederal 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 CategoriesFederal 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 CodesFederal 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 EntriesLog 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:
The following field names are required for Tennessee state reporting:
| [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:
| [Gen]SortOrder [Gen]Cat=logentrycodes | N/A | 046 – Student Discipline Suspension, Expulsion & Remands |
Defining Log Entry FieldsLog 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:
The following field names are required for Tennessee state reporting:
| [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:
| [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 TypesLog 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/ReportingScheduling/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 SchoolsSchools/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 12th Graders XAP Student Transcript SPED Report of 12th Graders Ed-Fi: School |
School City | Enter the city in which the school is located. | [Schools]SchoolCity | 35 | Roster of Graduates Report of 12th Graders SPED Report of 12th Graders XAP Student Transcript Ed-Fi: School |
School Postal/Zip Code | Enter the school’s zip code. | [Schools]SchoolZip | 10 | Report of 12th Graders SPED Report of 12th 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 12th Graders SPED Report of 12th 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 InformationSchools/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:
| [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 ProgramsSchools/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:
| [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 ProgramsSpecial 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 & TermsYears & 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:
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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 EDPlanEDPlan 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:
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.
Notes:
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. |
Creating Entry Codes
Data Element | Description | [Table]FieldName | Length |
Code set | Select the Code set type. | [CODESET]CODETYPE=EntryCode | |
Code | Enter the entry code. | [CODESET]Code | 2 |
Display Value | Enter the code display value. | [CODESET]DisplayValue | |
Description | Enter the entry code description. | [CODESET]Description | N/A |
Sort Order | Enter a sort order to determine where the code displays on the page. | [CODESET] UIDisplayOrder | N/A |
Start Date | Enter a start date to activate this code. | [CODESET]EffectiveStartDate | 8 |
End Date | Enter an end date to inactivate this code. | [CODESET]EffectiveEndDate | 8 |
Creating Exit Codes
Data Element | Description | [Table]FieldName | Length |
Code set | Select the Code set type. | [CODESET]CODETYPE=ExitCode | |
Code | Enter the exit code. | [CODESET]Code | 2 |
Display Value | Enter the code display value. | [CODESET]DisplayValue | |
Description | Enter the exit code meaning. | [CODESET]Description | N/A |
Sort Order | Enter a sort order to determine where the code displays on the page. | [CODESET] UIDisplayOrder | N/A |
Start Date | Enter a start date to activate this code. | [CODESET]EffectiveStartDate | 8 |
End Date | Enter an end date to inactivate this code. | [CODESET]EffectiveEndDate8 | 8 |