Master Schedule Collection Setup - Legacy

Contents

A-J Records - Overview

Data Entry A Records –Header; contains 6 fields; automatically generated by PowerSchool based on parameters used to create report.

‘B’ Records-Data Entry

B records – iPal; one record needed for each Provider Id with a VA Teacher/Administrator License OR for each Provider Id with a Provider Description of 4 (unlicensed teacher/pupil personnel service provider/administrator) from the E Records; only required for Fall submission - 18 fields

On the Start page, choose District Office from the main menu. (It's best to manage iPal records in the District office mode).
Click the Staff tab on the start page.
Select All or search for a staff member for whom the iPal data needs to be populated.
On the left-hand side of the screen, click Information.
Under the header Virginia State Information > Requirements for B Records (IPAL Records), enter data for the fields in the table below.

Note: Since there can be multiple teacher records for one teacher a message is displayed informing users what school the record is attached to e.g. 'This Record is for school 700-Washington Elementary' or 'Do not fill in B record data – This school record is not the Teacher's Home School' Based on the message fill in the below fields for the appropriate teacher account.

Field	Description
Exclude this teacher from B records [teachers]VA_MSCBExclude	Defaults to a value of No. If the teacher/staff records should be excluded from the 'B' records, choose > Yes.
Full Time Equivalent (FTE) [Teachers]VA_FTE	The FTE identifies the full time equivalent for this individual. The FTE identifies the full time equivalent for this EDIT CHECKS Must be great than 0 Must use x.xx format Must be alpha numeric Must be four characters Blanks are not permitted NOTE: If not populated the value of 0.00 will extracted on the report.
Title I Funded Position [Teachers]VA_title_i	The Title I Funded Position fields identifies if the teacher is teaching in a program supported by Title I funds.
High-Quality Professional Development [Teachers]VA_hq_prof_dev	The High-Quality Professional Development identifies if this individual participated in high-quality professional development this year.

‘C’ Records – Data Entry

C records – Courses; one record for each section taught within the LEA. (Include summer school, fall, spring and yearlong courses) - 13 fields

District > Courses

On the Start page, choose District from the main menu.
In the left-hand menu click District Setup. The District Setup page appears.
Under the General Functions header, click Courses. Select the course where data needs to be applied for 'C' records. The edit courses page appears.
On the edit courses page, under the header Master Schedule Collection (MSC), enter data for the fields below.

Field

Description

Exclude course from the Master Schedule Collection

[Courses]VA_exclude_from_MSC

If this course record should not be reported on the MSC select ‘Yes’ from the pop-up menu. By default, the value is set to ‘No’.

SCED Subject Area

[Courses]VA_SCED_Subject_Area

The SCED Subject Area is the NCES-assignment number that represents general subject areas of the section.

SCED Course Identifier

[Courses]VA_SCED_Crs_Identifier

The SCED Course Identifier is the NCES-assigned number that represents the general course within the subject area. This field may be left blank if the division is using Virginia Course Codes to identify courses.

SCED Course Level

[Courses]VA_SCED_Crs_Level

The SCED Course Level is code used to convey the level of rigor of the course. This field may be blank if the Virginia Course Codes are being used or if the course is an Advanced Placement (AP) or International Baccalaureate (IB) course.

SCED Available Credit or Grade Span

[Courses]VA_SCED_Avail_Credit

The SCED Available Credit identifies the amount of Carnegie unit credit available for Secondary courses (SCED Subject Area 1-22). The Grade Span indicates the grade level for which the course is appropriate for Prior to Secondary courses (SCED Subject Areas 51-73). This field may be blank if the Virginia Course Codes are being used.

SCED Sequence

[Courses]VA_SCED_Sequence

The SCED Sequence describes the manner in which division may “break up” increasingly difficult or more complex information into independent courses. The sequence should be written part ‘n’ of ‘m’ parts. This field may be blank if the Virginia Course Codes are being used.

VA State Course Code

[Courses]VA_Course_code

The Virginia State Course Code is a four-digit code from the list of assignment codes. This field may be blank if the SCED fields are being used.

Note: This field not located under the MSC header on the edit Courses page. It is listed above under the Virginia State Information header.

CTE Indicator

[S_VA_CRS_X]CTEInd

Required for CTE courses and must be set at the course or section level in order for the ‘Minutes Per Course’ to be extracted for the C records.

Associated SOL Test Code

[S_VA_CRS_TEST_C]Exclude_From_MSC_TF

What, if any, SOL test will be administered to students enrolled in this course. Data will be extracted based on the SOL test assigned to the course.

Note: If more than one test is assigned to a course and there is a need to exclude one of the tests populate the field, [S_VA_CRS_TEST_C]Exclude_From_MSC_TF.

School > Sections

On the Start page, choose a school from the main menu. In the left-hand menu click School Setup. The School Setup page appears.
Under the Scheduling, header click Sections and select a section where data needs to be applied for ‘D’ records. The edit section page appears.
On the edit sections page under the header Master Schedule Collection (MSC), enter data for the fields below (‘C’ records).

Field

Description

Semester

[Sections]VA_State_Term_ID

The semester field is defined as the calendar time during the school year when the course is taken. Choose from the pop-up menu the valid value that applies to this section.

Minutes Per Course

[Sections]VA_TotalMinutesPerTerm

The minutes per Course Field is defined as the total time in minutes that the course section teacher is delivering instruction to students for the duration of the course.

Note: If not populated the MSC report will calculate this value based on the amount of time assigned to periods in the bell schedule.

Note: The CTE Indicator is required to be set at either the course or section level. Minutes Per Course are only extract for CTE course.

‘D’ Records – Data Entry

D records – Teachers; one record for each teacher that is connected to each section (include all teachers) - 10 fields.

On the start page, choose a school from the main menu.
In the left-hand menu click, School Setup. The School Setup page appears.
Under the Scheduling header, click Sections and select a section where data needs to be applied for 'D' records. The edit section page appears.
On the edit sections page under the header Master Schedule Collection (MSC), enter data for the fields below.

Field	Description
Teacher Role Code [Sections]VA_teacher_role_code	The Teacher Role Code describes the teacher’s role at the school. Choose from the pop-up menu the value that applies to a particular section.
Defined Class Type [Sections]VA_defined_class_type	The Defined Class Type (formerly Assignment Code and Audience Code) identifies the recipient of the instruction provided through the class. From the pop-up menu select the appropriate value for the section.
MSC Serving District Override [Sections]VA_ServingDistrict	Use this field as an override if the Serving Division is different than the Division that the section is attached to.
MSC Serving School Override [Sections]VA_ServingSchool	Use this field as an override if the Serving School is different than the School that the section is attached to.

To add additional staff records to a section where more than one teacher is assisting students within the section:

Click Additional Staff Records.
Click New and enter data for the fields below.

Note: The below fields are located in a Virtual Table – [VA_MSC]

Field

Description

Additional Staff Member

[VA_MSC]ForeignKey (use the teachers ID if importing the data)

Choose from the pop-up menu the additional teacher assigned to the section.

Teacher Role Code

[VA_MSC]VA_Teacher_Role_CD

Choose the role of the additional staff member from the pop-up menu.

Defined Class Type

[VA_MSC]VA_defined_class_type

Choose the class type from the pop-up menu. This code is required if the staff member is flagged as highly qualified to teach this section.

Additional Staff Member for

[VA_MSC]VA_KidsTaught

If the Teacher Role Code of 1, 4 or 7 has been defined then select students assigned to the additional staff member.

‘E’ Records Data Entry

Other providers; one record for each private provider that provides education services to the student for whom the LEA is responsible - 3 fields

On the Start page, choose a school from the main menu.
In the left-hand menu, click School Setup, the School Setup page appears.
Under the Scheduling header, click Sections and elect a section where data needs to be applied for 'E' records. The edit section page appears.
On the edit sections page, under the header > Master Schedule Collection (MSC), enter data for the below fields.

Field	Description
Local Provider ID [Sections]VA_loc_prov_id	Use this field as an override to report a Local provider ID that is different than the teacher assigned to the section.
Local Provider Name [Sections]VA_prov_name	The Provider Name is the name of the other provider. This field must include the name of the specific private school, company or non-licensed individuals, include the first and last name of the provider. For all others, include the full name of the company or school.
Local Provider Description [Sections]VA_prov_description	The Provider Description is the code that best describes the services provided by the provider. This is required if the license information in the D record is blank.

‘F’ Records Data Entry

Students: one record for each student that is connected to the combination of section & teacher- 10 fields.

You will need to access several pages which are listed below:

State/Providence – VA > General Tab (student page)
Demographics (student page)
School Setup > Sections (edit section)
Student enrollment pages
School Setup > Courses (edit courses)
Historical Grades (student page)
All Enrollments (student page)

Field

Description

State Testing Identifier (EIMS State Student Number)

[Students]State_StudentNumber

Enter the students state assigned Testing Identifier.

The State Testing Identifier is a 10-digit numeric field and cannot begin with 0 or contain repetitive sequences such as 111, or 222, etc. It is unique for each student

Local Student ID

[Students]student_number

The Local Student ID is locally assigned to uniquely identify the student within the division. Field is located on the demographics student page.

Final Grade

[storedgrades]grade

The final grade is a locally defined mark for the student in a section.

Virtual Course Indicator

[Courses]VA_Virtual_Crs_Indicator

The Virtual Course Indicator identifies whether or not the course is taken via virtual means, including online courses or course taken via satellite between schools.

Dual Enrollment Flag

[Courses]VA_dual_enrollment

[Sections]VA_dual_enrollment

[CC]VA_dual_enrollment

The Dual Enrollment Flag identifies the student who has participated in a course as defined in the Virginia Plan for Dual Enrollment Between Virginia Public Schools and Community Colleges during the current school year.

Worked-Based Learning Code

[Courses]VA_WorkBasedLearning

[Sections]VA_WorkBasedLearning

[CC]VA_WorkBasedlearning

Work-based learning is defined as a coordinated, coherent sequence of career-development experiences, based on instructional preparation, related to students’ career interests or goals.

Governor’s Academy Code

[Courses]VA_GovAcademy

[Sections]VA_GovAcademy

[CC]VA_GovAcademy

Governor’s STEM Academies are defined by program content, not by the location or delivery system of courses. The academy must have at least two pathways. One of the pathways must be STEM.

Fields are location on the following pages in PowerSchool:

School Setup > Edit Courses

School setup > Edit Sections

Student Selection > All Enrollments

Responsible Division

[Students]VA_ResponsibleDistrict

[ReEnrollments]VA_Responsible District

This field is for regional centers reporting MSC data so that they can identify the division responsible for the student listed.

Administrators- one record needed for each Administrator or Pupil Personnel Service Provider 10 Fields.

‘G’ Record Data Entry

Administrators- one record needed for each Administrator or Pupil Personal Service Provider – 10 Administrators-one record needed for each Administrator or Pupil Personnel Service Provider 10 Fields.

On the Start page, click the Staff tab.
Select a staff/teacher.
Click the Information link in the left hand menu.
Refer to the table below for the fields that need to be populated.

Field	Description
Local Provider Id [Teachers]teacher_number	Locally defined identification number must be unique within the division. (i.e. employee id, teacher id, tax id) Do not use SSN for this Id.
Serving Division	Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students.
Serving School	Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students.
Teacher/Administrator License Prefix StatePrid	Includes the characters preceding the dash on the administrator's license.
Teacher/Administrator License Number StatePrid	Includes the numbers after the dash on the administrator's license.
Administrator Role Code	7 = Pupil Personnel Service Provider 8 = Administrator
State Assignment Code	sample State Assignment Codes: 0097 = Principal – Middle School 0103 = Guidance Elementary

‘I’ Records Data Entry

Connection Record- Required for CTE and optional for other connected classes. One record is needed for each link between two sections – 4 fields

Field

Description

Serving Division

[Prefs]VA_District_Number

else

[Prefs]districtnumber

Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students.

Serving School

[Sections]VA_ServingSchool

Else

[Schools]Alternate_school_number

Else

[Schools]School_number

Four-digit state-assigned School number that identifies the school, center, program, or placement that provided the course to the students.

Section ID

[Sections]ID

Click on edit sections > locate the internal section ID at the bottom of the page. Copy or make a note of the section ID which will be entered into the VA_I_Record_SectionID field in the Connected Section.

A locally defined number that identifies a particular section of a course.
When coupled with the division and school, Section ID creates a unique identifier for the section.

Section should be the highest level taught during that section. If no sequence, use the section with the most students.

A locally defined number that identifies a particular section of a course.
When coupled with the division and school, Section ID creates a unique identifier for the section.

The Connected Section should be the lowest level taught during that section. If no sequence, use the section with the least students.

Connected Section

[Sections]VA_I_Record_SectionID

Enter the CTE ‘Connected Section ID Highest Level’

CTE Indicator

[S_VA_CRS_X]CTEInd

Required for CTE courses and must be set at the course or section level in order for the ‘Minutes Per Course’ to be extracted for the C records.

‘J’ Records Data Entry

Co-op – one record is needed per local Provider overseeing Co-op- 5 fields.

Field	Description
Field	Description
Serving Division [Prefs]VA_District_Number else [Prefs]districtnumber	Three-digit state-assigned Division number that identifies the division, center or agency that provided the course to the students.
Serving School [students]VA_ServingSchool [Schools]Alternate_school_number Else [Schools]School_number
Local Provider ID If > [Teachers]VA_Coop_Coordinator checked, then extract the corresponding teacher number [Teachers]teacher_number Must match a record in the Teacher Table (View)	Locally defined identification number must be unique within the division(i.e. employee id, teacher id, tax id)Do not use SSN for this Id.
Minutes of Co-op Period [Teachers]VA_Coop_Minutes	Number of Co-op students overseen by the Local Provider during the school year.