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School Setup

Introduction

The following data elements are required for state reporting.

To navigate to the school setup page:

  1. Click the School link at the top of the page. The School pop-up menu appears.
  2. Choose a school. The school Start Page appears.
  3. Under School, 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 Reports

Defining Attendance Codes

Attendance Codes

Attendance codes are used to calculate attendance based on the setup details of the attendance code. Attendance codes are defined as present or absent and then assigned attendance code categories. Attendance code categories include “Excused”, “Unexcused”, “Tardy”, “Left Early”, “Transport”, and “Expelled”. These attendance code categories, used in various combinations, produce the following results:

There should be a blank attendance code with a present status for default present. This attendance code should have no attendance code categories assigned. This value is not transacted to EIS or Ed-Fi. All other attendance codes are not dependent on the code value but on the combination of present/absent status and the assigned attendance code categories.

A present attendance code, other than the default blank present attendance code, is require to set a non-present attendance code back to a present state. Do not use the default blank present attendance code when setting an attendance code back to a present state. Any present attendance code, other than the blank present attendance code, regardless of attendance code categories, reports as a “P” to EIS, which equates to “Present for Attendance”. Present attendance codes are impacted by attendance code categories as noted below.

An absent code with the Excused attendance code category reports as “A”, which equates to an Excused Absence.

An absent code with the Unexcused attendance code category reports as “U”, which equates to an Unexcused Absence

The following codes should be defined for reporting via Ed-Fi. Note: These values can be used to alter an absent code to a present code, but only the present value will be noted to EIS.

A preset attendance code with the Unexcused and Tardy attendance code categories reports as “F”, which equates to an Unexcused Tardy to Ed-Fi.

A present attendance code with the Excused and Tardy attendance code categories reports as “D”, which equates to Excused Tardy to Ed-Fi.

A present attendance code with Unexcused and Left Early “G”, which equates to Unexcused Left Early.

A present attendance code with Excused and Left Early “E”, which equates to Excused Left Early.

Defining Transportation Attendance Codes

Attendance Codes – Transportation

Transportation attendance codes are derived based on the presence of a transportation record, but overriding attendance codes can also be created, if desired. The following attendance codes setups will result in a T or X regardless of the presence of a transportation record. By default, Excused and Unexcused attendance codes convert to T or X if transportation record is present.

An absent attendance code with Excused and Transport attendance code categories reports as a “T”, which equates to an Excused Absence, but Present for Transportation.

An absent attendance code with Unexcused and Transport attendance code categories reports as “X”, which equates to an Unexcused Absence, but Present for Transportation

Note: A “Present for Transportation” mean that a student was absent for the day, but had at least 1 minute of Daily attendance, or was present either the first or last period for Meeting attendance, and had a Transportation table record for the attendance date.

Code

Enter attendance codes with the proper setup to track the following attendance types. Refer to the “Attendance Code” section above.

Note: Once the blank present status is altered and the student attendance must be set back to present do not use the blank present attendance code. Use another attendance code that represents a present status.

[Attendance_Code]Att_Code

1

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
AttendanceEvent

StudentSection
Attendance Event

Description

Enter the attendance code description, based on the codes listed above.

[Attendance_Code]Description

N/A

Required Setup

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Presence Status

Select Present or Absent as the presence status.

[Attendance_Code]Presence_Status_CD

1

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Code Categories

Select the checkboxes for the appropriate attendance code categories.

See Attendance Codes for detail on attendance codes and category setup.

Note: You must assign either the Excused or the Unexcused category to absent attendance codes in order for the codes to be included on the 049 Student Attendance extract.

To designate the student as transported (rides the bus) by way of a specific attendance code, on the 049 Student Attendance extract, you may assign a Transport attendance code category to specific excused and unexcused absent codes. This setting overrides the logic that calculates attendance based on the presence of transportation records.

[Att_Code_Code_Entity]Code_EntityID

N/A

049 – Student Attendance

Code Categories – Continued

Select the checkboxes for the appropriate attendance code categories.

See Attendance Codes for detail on attendance codes and category setup.

The Expelled attendance code category should be assigned to an Excused or Unexcused attendance code that is marked as absent and used to designate attendance and membership that is not to be reported as a result of expulsion.

Present attendance codes should be defined that are both excused and unexcused with both tardy and left early attendance code categories, for a total of four attendance codes. These codes are reported to Ed-Fi, but not reported to EIS.

[Att_Code_Code_Entity]Code_EntityID

N/A

049 – Student Attendance

Points

Enter the number of points associated with the attendance code – can be used to withhold credit when awarding grades.

[Attendance_Code]Course_Credit_Points

N/A

Not Required

Teacher can assign

Choose Yes or No from the pop-up menu to determine whether the teacher can assign the attendance code.

[Attendance_Code]Assignment_Filter_YN

1

Not Required

Earns ADA credit

Select whether the attendance code affects attendance calculation.

[Attendance_Code]Calculate_ADA_YN

1

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Counts toward membership

Select whether the attendance code affects membership calculation.

[Attendance_Code]Calculate_ADM_YN

1

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Sort Order

Choose the sort order from the pop-up menu to determine where the code displays on the page.

[Attendance_Code]SortOrder

2

Ed-Fi:

Required Setup

Creating Attendance Code Categories

Attendance Code Categories

Note: Attendance code categories are associated with a specific school, but not a specific school year; i.e. they are copied from year to year.

Code

Enter the attendance code category abbreviation. Valid codes are “Excused”, “Unexcused”, “Tardy”, "Unex Tardy", "Exc Tardy", “Left Early”, “Transport”, and “Expelled”, DL, DLV, QSI, Homebound, Non Enroll, and Positive.

[Code_Entity]CE_Code

N/A

Required Setup

Name

Enter the name of the attendance code category.

The Excused and Unexcused attendance code categories are used on the 049 Student Attendance extract. You must assign either the Excused or the Unexcused category to absent attendance codes for the codes to be included on the 049 Student Attendance extract.

Enter Transport to create a transportation attendance code category. You may assign this category to attendance codes in order to designate the student as transported (rides the bus) on the 049 Student Attendance extract. This setting overrides the logic that calculates attendance based on the presence of transportation records.

Enter Expelled to create an expelled attendance code category. This code may then be assigned to an Excused or Unexcused attendance absence code to designate periods of expelled attendance for a student.

Membership and attendance will not be included in the Director’s report.

[Code_Entity]External_Name

N/A

049 – Student Attendance

Name - Continued

Enter the name of the attendance code category.

The Tardy attendance code category is used with Ed-Fi reporting. The Tardy attendance code category is used with a Present attendance code that is also either Excused or Unexcused. Changing an excused or unexcused absent code with a present excused or unexcused tardy code will transact a present code to EIS. EIS does not track tardy codes. 

The Left Early attendance code category is used with Ed-Fi reporting. The Left Early attendance code category is used with a Present attendance code that is also either Excused or Unexcused. Changing an excused or unexcused absent code with a present Excused or Unexcused Left Early code will transact a present code to EIS. EIS does not track Left Early codes.

[Code_Entity]External_Name

N/A

049 – Student Attendance

Name - Continued

The descriptions for the DL, DLV, QSI, and Homebound attendance code categories as follows:

  • DL – Distance Learning - Due to Quarantine (updated description)
  • DLV – Distance Learning - Virtual Classrooms (new category)
  • Homebound – Homebound (new category)
  • QSI – Quarantine or Self-Isolation (new category)

The new attendance codes reported in the 049 extract are as follows:

  • H – Code is Present and mapped to the Homebound category
  • I – Code is Absent and mapped to the Homebound category
  • N – Code is Present and mapped to the (DLV) Distance Learning - Virtual Classrooms category
  • Y – Code is mapped to both the Excused and Quarantine or Self-Isolation categories  
  • Z – Code is mapped to both the Unexcused and Quarantine or Self-Isolation categories


049 – Student Attendance

Description

Enter a description for the attendance code category.

[Code_Entity]Description

N/A

Not Required

Sort Order

Choose the sort order from the pop-up menu to determine where the attendance code category displays on the page.

[Code_Entity]SortOrder

N/A

Required Setup

Defining Attendance Conversions

Creating Attendance Conversions

Attendance Conversions > [New/Edit] > Attendance Conversion

Name

Enter the attendance conversion name.

[Attendance_Conversion]Name

50

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Defining Period-To-Day Attendance

Attendance Conversions > [None/Defined] > Period-To-Day Attendance Conversion

Note: Use Period-To-Day (Meeting) or Time-To-Day (Daily) attendance to properly report attendance in the 049 – Student Attendance extract. Review additional information about Meeting attendance.

Periods Present/Absent

A list of the number of periods in the day appears. To edit the number of periods, navigate to Start Page > School Setup > Years & Terms > [click the year term].

The label reads, “Periods Present” or “Periods Absent” based on your selection for “Count these codes for period conversion” on the Attendance Preferences page.

N/A

N/A

N/A

Day Attendance Value

Enter the day attendance value for each period present/absent.

For example, if the student must be present for 3 periods to be counted as present for the day, then enter 1 for Periods Present = 3. Alternatively, if the student earns half-day attendance for being absent for 2 periods, then enter 0.5 for Periods Absent = 2.

Note: Set your school to count attendance based on present or absent attendance on the Attendance Preferences page.

[Attendance_Conversion_Items]
Conversion_Mode_Code=periodday

[Attendance_Conversion_Items]
Attendance_Value

10

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Defining Time-To-Day Attendance

Attendance Conversions > [None/Defined] > Time-To-Day Attendance Conversion

Note: Use Time-To-Day (Daily) or Period-To-Day (Meeting) attendance properly report attendance in the 049 – Student Attendance extracts. Review additional information about Daily attendance.

Minutes Present/Absent

Enter the number of minutes used to calculate attendance.

For example, if half a day of attendance is awarded for attending 180 minutes and a full day of attendance is awarded for attending 360 minutes, then enter 180 in the first text box and 360 in the second text box.

The label reads, “Minutes Present” or “Minutes Absent” based on your selection for “Count these codes for period conversion” on the Attendance Preferences page.

Note: If Daily attendance is used for the school, then the student must have greater than zero minutes of attendance to be considered present for transportation (although absent for school) on the 049 Student Attendance extract. The student’s transportation status is calculated if the student has a transportation record. If the student has no transportation record, then the student’s absence status is based on their attendance code for the day.

If the attendance code is assigned both a Transport and either an Unexcused or Excused code category, then there is no requirement for the student to be present for any period of the day to be reported as present for transportation, but absent for the school. The Transport category overrides the attendance calculation.

[Attendance_Conversion_Items]
Conversion_Mode_Code=timeday

[Attendance_Conversion_Items]
Input_Value

N/A

049 – Student Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Day Attendance Value

Enter the day attendance value for number of minutes present/absent.

For example, if the student must be present for 360 minutes to be counted as present for the day, then enter 1 for Minutes Present = 360. Alternatively, if the student earns half-day attendance for being absent for 180 minutes, then enter 0.5 for Minutes Absent = 180.

Note: Set your school to count attendance based on present or absent attendance on the Attendance Preferences page.

[Attendance_Conversion_Items]
Conversion_Mode_Code=timeday

[Attendance_Conversion_Items]
Attendance_Value

10

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Entering Full-Time Equivalencies

Full-Time Equivalencies (FTE)

Name

Enter the FTE name.

[FTE]Name

80

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

Required Setup

Default Attendance Mode

Choose the default attendance mode for the FTE from the pop-up menu.

Choose Meeting or Daily to properly report attendance in the 049 – Student Attendance extract.

[FTE]Dflt_Att_Mode_Code

13

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

Required Setup

Default Attendance Conversion

Choose the default attendance conversion for the FTE from the pop-up menu.

Choose Period-To-Day for Meeting mode and Time-To-Day for Daily mode, in order to report attendance properly the 049 – Student Attendance extract.

[FTE]Dflt_Conversion_Mode_Code

11

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

Required Setup

Setting Attendance Preferences

Preferences

Attendance Recording Methods

Select the Meeting checkbox to enable meeting attendance.

Select the Daily checkbox to enable daily attendance.

[Prefs]Value

[Prefs]Name = ATT_RecordModeMeeting

[Prefs]Value

[Prefs]Name = ATT_RecordModeDaily

N/A

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:
Required Setup

Meeting and daily attendance bridge

Choose one-way or two-way attendance to properly calculate attendance when using both Meeting and Daily attendance modes. Review additional information about the attendance bridge.

[Prefs]Value = oneway or twoway

[Prefs]Name = ATT_RecordSection
DailySynchMode

N/A

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Count these codes for period conversion

Choose Absences or Presents from the “Count these codes for period conversion” pop-up menu.

Note: This option determines whether or not to count present or absent codes/minutes for period-to-day attendance conversions.

[Prefs]Value

[Prefs]Name= ATT_CalcCntPresentsAbsences

N/A

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
Attendance Event

StudentSection
Attendance Event

Defining Bell Schedules

Bell Schedules

Create a bell schedule that contains the desired periods at their desired lengths. If the school uses the same sequence of periods each day, with the same period length then only define one bell schedule. If the school uses a different sequence of periods or different period lengths on some days, define a bell schedule for each unique sequence setup that is required.

If there is a need to use more than one bell schedule setup on a given day, then it is suggested to define sets of the desired periods with the desired lengths in a single bell schedule setup. Each set of periods can then be used as a separate bell schedule for the purpose of scheduling students.  If the school uses different sequences of periods or different period lengths on some days, define a bell schedule that contains the period sets for each unique sequence setup that is required.

Tennessee schools use three schedule types: Full Day, Half Day, and Third of a Day. The bell schedule name must contain the day value name of Full, Half, Third. The name can have other detail than the value length, such as Full Day, Full A Day, Full A. The requirement is that each day have a length value in the name.

Name

Enter the bell schedule name.

[Bell_Schedule]Name

50

Required Setup

Ed-Fi:
BellSchedule

Attendance Conversion Method

Choose the attendance conversion method for the bell schedule from the pop-up menu.

[Bell_Schedule]Attendance_Conversion_ID

3

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

Required Setup

Setting Up the School Calendar

Calendar Setup

Date

Populate each date with the required values for the day.

[Calendar_day]DateValue

8

022 – School Days

047 – Student Standard Day

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

AcademicWeek

CalendarDate

Day

Enter the day type.

Note: The school day name and the district calendar day name must share a common name to use the copy calendar function.


[Calendar_day]Cycle_Day_ID

  1

022 – School Days

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

ClassPeriodReference

Schedule (Event Duration)

Enter the schedule type, such as:

  • A – Full Day
  • B – Half Day
  • C – Third of a Day

Note: Schedule name must include Full, Half or Third so that the State reported value can be determined for the day.

Note: The school bell schedule and the district calendar bell schedule must share a common name to use the copy calendar function.

[Calendar_day]Bell_Shedule_ID

3

022 – School Days

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

BellSchedule

CalendarDate

A

Select the checkbox to associate students assigned to track A to this calendar day.

[Calendar_day]A

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

B

Select the checkbox to associate students assigned to track B to this calendar day.

[Calendar_day]B

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

C

Select the checkbox to associate students assigned to track C to this calendar day.

[Calendar_day]C

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:
CalendarDate

D

Select the checkbox to associate students assigned to track D to this calendar day.

[Calendar_day]D

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

E

Select the checkbox to associate students assigned to track E to this calendar day.

[Calendar_day]E

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

F

Select the checkbox to associate students assigned to track F to this calendar day.

[Calendar_day]F

2

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

In Session

Select the checkbox to have the day be in session.

[Calendar_day]InSession

1

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

AcademicWeek

CalendarDate

GradingPeriod

Session

StudentSchool
AttendanceEvent

StudentSection
AttendanceEvent

Membership Value

Enter 1 or 0 to assign a school membership value to students for this school day.

[Calendar_day]MembershipValue

4

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

Required Setup

Type

Choose the event for this calendar day from the pop-up menu.

Note: Calendar Membership Types are defined under the district setup. The list of codes can be found in the Appendix under Event Type Codes (200 Day Event Calendar)

If more than one calendar type is required on a day then the code must defined in the district setup and be separated by a comma such as AS,CS for the Attendance Start Date and Calendar Start Date.

[Calendar_day]Type

20

022 – School Days

Ed-Fi:

CalendarDate


Note

Enter any notes about the event.

[Calendar_day]Note

N/A

Not Required

Changes to In-Session Days may take up to Two Minutes to Display in Report Periods. Click “here” to navigate to Report Periods.

Use the link, “here,” to navigate to the Reporting Periods page. Any in-session change will force an event to create the reporting periods, which may take up to two minutes to happen.

N/A

N/A


Defining Reporting Segments

Reporting Segments > New/Edit Next Segment

Segment Name

Enter the name of the reporting segment, such as Reporting Period 1.

[Gen]Name

[Gen]Cat=segment

N/A

Required Setup

Start Date

Enter the start date of the segment.

[Gen]Value

[Gen]Cat=segment

8

021 – Instructional Program Report Period

Director’s Monthly/ Annual Membership/ Attendance

Vocational Annual FTEADM

Transportation ADT

Vocational Annual FTEADA

End Date

Enter the end date of the segment.

[Gen]Value2

[Gen]Cat=segment

8

021 – Instructional Program Report Period

Director’s Monthly/ Annual Membership/ Attendance

Vocational Annual FTEADM

Transportation ADT

Vocational Annual FTEADA

Sort Order

Choose the sort order for the segment from the pop-up menu.

[Gen]SortOrder

[Gen]Cat=segment

N/A

Required Setup

Report Period Number

Choose the number of the report period during the instructional program from the pop-up menu.

[Gen]ValueLi

[Gen]Cat=segment

N/A

021 – Instructional Program Report Period

Director’s Monthly/ Annual Membership/ Attendance

Vocational Annual FTEADM

Transportation ADT

Vocational Annual FTEADA

Instructional Program Number

Choose the number used to uniquely identify the program within the school from the pop-up menu.

[Gen]ValueT

[Gen]Cat=segment

2

021 – Instructional Program Report Period

Defining Additional School Days to Report

Adding New Days

Additional School Days to Report > View > Add/Edit a Day

Date

Populate the date with the required values for the day.

If the fiscal year is set, the field only allows dates between either the start of the fiscal year and the start of the school calendar, or between the end of the fiscal year and the end of the school calendar.

If the fiscal year is not set, the field allows only dates which fall outside of current school term.

[S_Additional_Days_S]Date_Value

022 – School Days

047 – Student Standard Day

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

AcademicWeek

CalendarDate

Cycle Day

Choose the appropriate cycle day from the pop-up menu.

[S_Additional_Days_S]Cycle_Day_ID

022 – School Days

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

ClassPeriodReference

Bell ScheduleChoose the appropriate bell schedule from the pop-up menu.[S_Additional_Days_S]Bell_Schedule_ID

022 – School Days

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

BellSchedule

CalendarDate

School In-Session

The box will be automatically checked or unchecked based on whether or not the date is entered as an in-session day in the core calendar.


[S_Additional_Days_S]InSession


022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

AcademicWeek

CalendarDate

GradingPeriod

Session

StudentSchool
Attendance Event

StudentSection
AttendanceEvent

Membership ValueEnter 1 or 0 to assign a school membership value to students for this school day.[S_Additional_Days_S]Membership_Value

022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

Required Setup

TracksSelect the appropriate checkbox to associate students assigned to track A to this calendar day.

[S_Additional_Days_S]A

[S_Additional_Days_S]B

[S_Additional_Days_S]C

[S_Additional_Days_S]D

[S_Additional_Days_S]E

[S_Additional_Days_S]F


022 – School Days

049 – Student Attendance

Director’s Monthly Attendance/ Membership Audit

Ed-Fi:

CalendarDate

Type

Choose the event for this calendar day from the pop-up menu.

Note: Calendar Membership Types are defined under the district setup. See the Appendix for valid values.

[S_Additional_Days_S]Type_ID

022 – School Days

Ed-Fi:

CalendarDate

NoteEnter any notes.[S_Additional_Days_S]Note50Not Required

Copying Additional Days

Additional School Days to Report > Copy

To copy additional day(s) to multiple schools:

  1. Select the Date to copy.
  2. Select the School Name.
  3. Click Copy days to Schools. The additional day(s) will appear in the Additional School Days section of the other school(s).

Note: If an additional day has been copied to other schools, updates made on one of the copies will NOT update across all of the schools. To apply the updates to all applicable schools, the day must be copied again.

Defining Class Rank Settings

Class Rank Settings

Class Rank Methods

Enter the class rank method name, and configure the related fields that follow.

[ClassRank]GPAMethod

50

Ed-Fi:

StudentAcademic
Record

Description

Enter a description for the class rank.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

GPA Calculation Method

Choose the class rank GPA calculation method from the pop-up menu.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

GPA result is

Choose numeric or text from the pop-up menu.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

Only include grades

Select the checkbox to specify that only grades that count in class rank are to be used.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

Exclude students

Select the checkbox to exclude students who are flagged to be excluded from class rank.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

Include early graduates?

Select the checkbox if early graduates are to be included.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

Early graduation exit code

Enter the early graduation exit code to be referenced by the class rank calculation.

[Prefs]

N/A

Ed-Fi:

StudentAcademic
Record

Setting Up Comment Codes

Comment Setup

Code

Enter the comment code.

[PGCommentBank]

10

Ed-Fi:

Grade

StudentCompetency
Objective

StudentGradebookEntry

Comment

Enter the comment text.

[PGCommentBank]

500

Ed-Fi:

Grade

StudentCompetency
Objective

StudentGradebookEntry

Category

Enter the comment category.

[PGCommentBank]

30

Ed-Fi:

Grade

StudentCompetency
Objective

StudentGradebookEntry

Defining Cohort Programs

Activities Setup > Edit Activities

To indicate that an Activity is part of a Cohort Program, click the link “Click here to Setup Cohort Program”

Cohort Program

Select Yes to indicate that this Activity is part of a Cohort Program.

The default is No.

When 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 Final Grades

Final Grade Setup

Select NEW to create final grades for the school year and terms; configure the following fields for each final grade.

Note: The fields in this section are not published in Ed-Fi, but are required to support the entities related to grading.

Name

Enter the name of the final grade.

[TermBins]StoreCode

2

Ed-Fi:

Course Transcript

Grade

ReportCard

StudentAcademic
Record

Starting Date

Enter the starting date for the final grade.

[TermBins]Date1

N/A

Ed-Fi:

Course Transcript

Grade

ReportCard

StudentAcademic
Record

Ending Date

Enter the ending date for the final grade.

[TermBins]Date2

N/A

Ed-Fi:

Course Transcript

Grade

ReportCard

StudentAcademic
Record

Grade Scale

Select the grade scale for the final grade.

[TermBins]GradeScaleID

10,0

Ed-Fi:

Course Transcript

Grade

ReportCard

StudentAcademic
Record

Excluded Marks

Select the checkbox for any marks that are to be excluded from the final grade.

[TermBins]ExcludedMarks

N/A

Ed-Fi:

Course Transcript

Grade

ReportCard

StudentAcademic
Record

Setting Up Variable Credit

Variable Credit Setup

To support alternative education programs, specify by course or section whether teachers are allowed to enter variable awarded credit and variable attempted credit. By default, this option is disabled. Settings for specific sections can also be entered on the Edit Section page.

Note: The fields in this section are not published in Ed-Fi, but are required to support the entities related to transcripts.

Variable Awarded Credit

Select No or Yes from the pop-up menu.

[SectionAttrib]IsEarnedVarCreditAllowed

3

Ed-Fi:

StudentAcademic
Record

Course Transcript

Variable Attempted Credit

Select No or Yes from the pop-up menu.

[SectionAttrib]IsPotentialVarCreditAllowed

3

Ed-Fi:
StudentAcademic
Record
Course Transcript

Defining Cycle Days

Days

Day Letter

The day letter is view-only on this page. To edit the number of days associated to this school year, navigate to School Setup > Years & Terms > Edit School Year.

[Cycle_Day]Letter

2

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

Required Setup

Day Abbreviation

Enter the day abbreviation.

[Cycle_Day]Abbreviation

3

Required Setup

Ed-Fi:

Required Setup

Day Name

Enter the day name.

[Cycle_Day]Day_Name

30

Not Required

Ed-Fi:

BellSchedule

Intervention

Creating School Departments

Departments

Department

Enter the name of the department. Create a department for each of the following vocational/CTE courses that are offered in your district: A12, FCS, FCSO, HS, TI, TEE, BT, ME, CA, and VOCM.

[Department]Description

N/A

Vocational Monthly FTEADM

Vocational Monthly FTEADA

Creating Schedule Periods

Periods

Period Number

The period number is view-only on this page. To edit the number of periods associated to this school year, navigate to School Setup > Years & Terms > Edit School Year.

[Period]Period_Number

2

049 – Student Attendance

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

ClassPeriod

ClassPeriodReference

Period Abbreviation

Enter the period abbreviation.

[Period]Abbreviation

3

Required Setup

Ed-Fi:

Required Setup

Period Name

Enter the period name.

[Period]Name

80

Not Required

Ed-Fi:

ClassPeriod

ClassPeriodReference

Entering Room Information

Rooms > Edit Room

Room Number

Enter the number of the room.

[Room]Room_Number

10

Ed-Fi:

Location

LocationReference

Room Maximum

Enter a number to specify the maximum number of students that the room can accommodate.

[Room]Occupancy_Maximum

10,0

Ed-Fi:

Location

LocationReference

Creating Course Sections

Sections

Sections > [select course] > [select section] > Edit Section

Course Number

Enter the course number for the section.

[Sections]Course_Number

5

030 – Class Section

063 – Staff Member Class Assignment

Preliminary School Report

Federally Funded Check

Ed-Fi:

Course

CourseReference

CourseOffering

CourseOffering
Reference

Section

Schedule

Select the meeting schedule for the section.

[Sections]Expression

[Section_Meeting]SectionID = [Sections]ID

2

031 Class Section Schedule

Ed-Fi:

ClassPeriod

ClassPeriodReference

Term

Choose the term for the section from the pop-up menu.

[Sections]TermID

2

030 – Class Section

063 – Staff Member Class Assignment

Preliminary School Report

Federally Funded Check

Ed-Fi:

CourseOffering
Reference

SessionReference

Teacher - Section Lead

Click Add to assign the lead teacher to the section. The lead teacher is the reported as the teacher of record. If a lead teacher is exited and a new lead teacher assigned that teacher will be reported as the teacher of record. The previous lead teacher will be exited and the new lead teacher will be added with the effective dates.

[Sections]Teacher

9

063 – Staff Member Class Assignment

Ed-Fi:

StaffSectionAssociation

Teachers/Staff - Additional

To enter Role, Allocation, and Start and End Dates, click Add:

Role






Allocation



Start Date




End Date

Co-teachers and Job Share teachers will be reported as teachers that are not the teacher of record. Other teacher roles are not reported.

[Sections]Teacher

9

063 – Staff Member Class Assignment

Ed-Fi:

StaffSection
Association

Section Lead:

All Section Lead teachers are currently required to have the Role of Lead Teacher.

Additional Teachers/Staff:

Select a role from the pop-up menu.

[SectionTeacher]RoleID


10

Ed-Fi:

StaffSection
Association

Enter the teacher’s Contribution Percent.

[SectionTeacher]Allocation


10,2

Ed-Fi:

StaffSection
Assocation

Enter the date the teacher begins being associated with this section.

Defaults to Term start date.

[SectionTeacher]Start_Date

N/A

Ed-Fi:

StaffSection
Association

Enter the date upon which the teacher is no longer associated with the section.

Defaults to Term end date.

[SectionTeacher]End_Date

N/A

Ed-Fi:

StaffSection
Association

Room

Enter the room in which the course section meets.

[Sections]Room

10,0

Ed-Fi:

Location

LocationReference

Section Number

Enter the section number.

[Sections]Section_Number

10

063 – Staff Member Class Assignment

080 – Student Final Grade

Federally Funded Check

Ed-Fi:

Section

SectionReference

District Where Taught

Enter the district ID of the district where the section is taught. Only enter a value if the section is not taught in the local school district.

[Sections]WhereTaughtDistrict

3

030 – Class Section

Vocational Monthly FTEADM

Vocational Monthly FTEADA

Vocational Annual FTEADM

Vocational Annual FTEADA

School Where Taught

Enter the school ID of the school where the section is taught. Only enter a value if the section is not taught at the current school.

[Sections]WhereTaught

4

030 – Class Section

Exclude From Attendance

Select the checkbox to exclude the section from the state reports listed in the Used in these Reports column.

Note: Selecting this checkbox also excludes the section from non-state attendance reports.

[Sections]Exclude_ADA

1

Director’s Monthly/ Annual Membership/ Attendance

Ed-Fi:

StudentSchool
AttendanceEvent

StudentSection
AttendanceEvent

Exclude From Storing Final Grades

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

Use for Sections that are not graded so blank records are not stored with final grades.

Defaults to the value selected for the Course.

[Sections]ExcludeFromStoredGrades

1

Ed-Fi:

CourseTranscript

Grade

Report Card

StudentAcademic
Record

Grade Scale

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

Defaults to the value selected for the Course.

[Sections]GradeScaleID

N/A

Ed-Fi:

CourseTranscript

StudentAcademic
Record

Exclude from GPA?

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

Defaults to the value selected for the Course.

[Sections]ExcludeFromGPA

1

Ed-Fi:

StudentAcademic
Record

Exclude from Class Rank?

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

Defaults to the value selected for the Course.

[Sections]ExcludeFromClassRank

1

Ed-Fi:

StudentAcademic
Record

Exclude from Honor Roll?

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

Defaults to the value selected for the Course.

[Sections]ExcludeFromHonorRoll

1

Ed-Fi:

StudentAcademic
Record

Defining Tennessee State Information

TN State Report Information

Class Duration

N/A

[S_TN_SEC_X]ClassDuration

N/A

Not Required for Extracts

Federally Funded Class

Choose Yes or No from the pop-up menu.

[S_TN_SEC_X]FederallyFunded

1

063 – Staff Member Class Assignment

Preliminary School Report

Federally Funded Check

Class Type

Choose the class type from the pop-up menu:

  • T – Traditional
  • P – Pull-Out
  • C – Self-Contained Departmentalized

Note: Self-contained classes are reported as traditional – do not confuse this with self-contained departmentalized.

[S_TN_SEC_X]ClassType

1

030 – Class Section

Preliminary School Report

Director’s Monthly/ Annual Membership/ Attendance


Class Type Detail

Choose the class type detail code from the pop-up menu.

Valid values:

  • M – Multi-Aged
  • S – Split

[S_TN_SEC_X]ClassTypeDetail

1

Preliminary School Report

Teaching Method

Select a teaching method from the drop-down list:

  • (T) Traditional
  • (D) Distance Learning (other than on-line)
  • (A) Asynchronous Virtual course  

  • (S) Synchronous Virtual Course  

  • (B) Bisynchronous Virtual Course 

  • (H) Hybrid Virtual Course -  

  • (O) On-line (no longer used)

Refer to the Teaching Method Codes for more information. 

[S_TN_SEC_X]TeachingMethod

1

030 – Class Section

Grade Level Group

Choose the grade level group for the section from the pop-up menu.

[S_TN_SEC_X]GradeLevelGroup

2

Preliminary School Report

Exclude from Preliminary School Report

Choose Yes or No from the pop-up menu to indicate whether to exclude this section from the Preliminary School Report.

[S_TN_SEC_X]ExcludeSection

N/A

Preliminary School Report

Instructional Program Number

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

[S_TN_SEC_X]InstructionalProgramNumber

2

030 – Class Section

031 Class Section Schedule

Honors Class Indicator

Choose the honors class indicator from the pop-up menu:

  • Y – Class is Honors
  • N – Not a Honors Class

[S_TN_SEC_X]HonorsClassIndicator

1

030 – Class Section

XAP Student Transcript

State Dual Credit

Indicates whether the section is State Dual Credit.

Valid values:

  • Y – Yes
  • N – No

[S_TN_SEC_Honors_X]StateDualCredit

1

030 – Class Section

Local Dual Credit

Indicates whether the section is Local Dual Credit.

Valid values:

  • Y – Yes
  • N – No

[S_TN_SEC_Honors_X]LocalDualCredit

1

030 – Class Section

Dual Enrollment

Indicates whether the section is Dual Enrollment.

Valid values:

  • Y – Yes
  • N – No

[S_TN_SEC_Honors_X]DualEnrollment

1

030 – Class Section

Post-Secondary Institution

Enter the Post-Secondary Institution if one of the dual credit/enrollment values are yes.

[S_TN_SEC_Honors_X]SecondaryInstuition
(note – misspelled)


50

030 – Class Section

Exclude from EIS Extracts

Indicate Yes or No to exclude from EIS extracts.

[S_TN_SEC_X]State_ExcludeFromReporting

1

030 – Class Section

031 – Class Section Schedule

Test Administration Window

Indicates the window in which testing will be administered.

Valid values:

  • Fall Block Schedule = “F”
  • Spring Block Schedule = “S”
  • Traditional (Year-long) Schedule = “T”
  • Blank

[S_TN_SEC_Honors_X]TestAdminWindow

5

030 – Class Section

Recreating Extract Flags

Recreate Extract Flags

The recreate extract checkboxes enable you to recreate the 030, 031, and 063 extracts for the current section. When the selected extract is run from Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > Recreate Section/Staff Transactions, PowerSchool checks for any section with the recreate checkbox(es) selected and that data is extracted as a new transaction. See also Educational Information System (EIS) Reporting.

Recreate All 030, 031, and 063 Extracts

Selecting this checkbox will select all “Recreate” checkboxes below and the 030. 031, and 063 extracts for this section will be recreated when these extracts are selected on the Recreate Section/Staff Transactions page.

Recreate 030 - Class Section

Select this checkbox to recreate only the 030 - Class Section extract for this section.

[S_TN_SEC_Honors_X]Recreate_030_YN

1


Recreate 031 - Class Section Schedule

Select this checkbox to recreate only the 031 - Class Schedule extract for this section.

[S_TN_SEC_Honors_X]Recreate_031_YN

1


Recreate 063 - Staff Member Class Assignment

Select this checkbox to recreate only the 063 - Staff Member Class Assignment extract for this section.

[S_TN_SEC_Honors_X]Recreate_063_YN

1


Other Primary Schools That Should Report This Section

If this section includes students who are enrolled at another school, then enter the school number for their primary school.

Separate multiple school numbers with commas.

[S_TN_SEC_X]OtherPrimarySchools

2500

030 – Class Section

031 Class Section Schedule

Defining Years & Terms

Years & Terms > New

Years & Terms > Edit Terms

Name

Enter the name of the term.

[Terms]Name

30

All Extracts

Ed-Fi:

Session

Abbreviation

Enter an abbreviation for the term.

[Terms]Abbreviation

6

Ed-Fi:

CourseOffering
Reference

CourseTranscript

Grade

GradingPeriod

GradingPeriod
Reference

ReportCard

Session

SessionReference

StudentAcademic
Record

First Day of Term

Enter the first day of the term.

[Terms]FirstDay

10

All Extracts

Ed-Fi:

AcademicWeek

GradingPeriod

GradingPeriod
Reference

Session

Last Day of Term

Enter the last day of the term.

[Terms]LastDay

10

All Extracts

Ed-Fi:

GradingPeriod

Session

What portion of the school year this term represents

For terms within the school year, elect the fraction or item that represents the portion of the school year during which the term takes place. For example, if you define Semester 1 and your school operates with trimesters, Semester 1 represents one-third of your school year.

[Terms]Portion

10

Ed-Fi:

CourseOffering
Reference

GradingPeriod

GradingPeriod
Reference

Session

SessionReference

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