Student Cycle Reporting for StudentPlus 2013-2014

1. Student Cycle Reporting for StudentPlus 2013-2014 Arkansas Public School Computer Network (APSCN)

2. Helpful Documents • APSCN website for StudentPlus Reporting Information: http://www.apscn.org/sis/sis.htm • Contact List 2013/2014 • SMS Required Fields for State Reporting • SIS Code Conversion Chart • ALE Coding • State Reporting Advanced Searches • Course Code Management System (CCMS) site: • Course Code Management System as stated in Commissioner’s Memo LS-12-021 08/30/2011. Also, may be accessed by going to http://adedata.arkansas.gov/ccms • Job Code Management System (JCMS) site: • Also, may be accessed by going to http://adedata.arkansas.gov/jcms • Statewide Information System site: https://adedata.arkansas.gov/sis/ • SIS Manual 2013-2014 • Certification of Data Accuracy • Statement of Assurances • Cycle Instructions

3. District Setup

4. District Defined Screen 1

5. Rank Screen Rank pulled is determined by District Configuration rank type field.

6. Building

7. Demographics Configuration

8. District Defined Screen 1

9. District Defined Screen 2

10. District Defined Screen 3

11. Calendar • Calendars are collected in Cycles 1-7. • Calendars should be as accurate as possible for Cycle 1 submission. • Commissioner’s Memo FIN-09-088 6/4/09 states that five (5) extra days should be built into the calendar as non membership days using the Day Type of XDY. • Attendance quarter days should be between 40 and 50 days.

12. Teacher Catalog

13. Demographics - Main tab

14. Demographics - Address tab

15. Demographics - Miscellaneous tab

16. Demographics – Travel tab

17. Guardian / Contact

18. User Defined-Screen 100 Special BMI pull when applicable.

19. User Defined Screen 102

20. Gifted & Talented Dr. Mary Kathryn Stein, Program Coordinator ADE Gifted & Talented and Advanced Placement Phone: 501-682-4224 Email:mary.stein@arkansas.gov

21. User Defined – Screen 999 No dashes or spaces CycleNumber Change date must be a membership date Format: MM/DD/YYYY

22. User Defined – Screen 1000

23. Entry / Withdrawal Screen

24. Entry/Withdrawal Screen New Residency Codes (ACT 1469) • “1 – Resident Home School No ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are not enrolled in a credit-bearing course. • “2 – Resident Home School with ADM” is used when a Home-schooled student is participating in the resident school’s sports program and are also enrolled in a credit-earning course.

25. Entry/Withdrawal Screen Withdrawal Code and Withdrawal Date • Dropout counts are determined by the withdrawal code used. • Early Graduates should have a drop code of 140. • The Dropout and Retention data will pull in cycle 3 (Due November 15).

26. Entry/Withdrawal Screen ALE Coding • Curriculum code • AE takes precedence over SPECIAL ED code and students should be coded AE the first day the student goes into the Alternative Learning Environment • To receive funding an ALE student must be coded AE on the Entry/Withdrawal Screen with the entry date that he/she enters ALE. The student must also have a schedule indicating which courses are ALE.

27. Discipline Maintenance • When adding an Incident be careful to select the appropriate building for the Offender. • All Incidents must have an Offender added with the Action taken. • All Actions of Suspension and Expulsion (codes 01-04 and 11-18) must have a the number of days suspended or expelled entered in the duration fields.

28. Discipline Cross-walked code

29. Discipline

30. Master Schedule – Details tab

31. Scheduling • Verify that the correct course code numbers are being used by checking the Course Code Management System for the MOST CURRENTcodes (http://adedata.arkansas.gov/ccms). • Period Length is required for Elementary Art, Music and PE. This must be minutes per week. • Use Concurrent Credit teacher for concurrent credit classes taught by college instructor.

32. Master Schedule – Mark Reporting tab

33. Master Schedule – District Defined tab

34. Scheduling - HQT • HQT (Highly Qualified) – indicates how the teacher is highly qualified to teach the course • It is recommended that the HQT status be reviewed on ALL master schedule records.

35. Scheduling - Distance Learning • Distance learning courses should be designated Distance Learning on the User defined screen in the Master Schedule. • The distance learning teacher should be reported, not the room monitor. • Distance Ed Provider: Indicates the organization providing the distance learning instruction.

36. Scheduling – Concurrent Credit • The College Credit field is used in conjunction with Institution Issuing Credit field. • Concurrent Credit courses should have the College Credit field checked and the institution that is providing the concurrent credit course indicated in the Institution Issuing Credit field.

37. Scheduling - Alternative Education • All students in an ALE program must have courses scheduled. • All ALE courses must have the Alternative Ed field marked “Y” on the District Defined screen in the Master Schedule . • All ALE courses should indicate the MINUTES PER DAYthe course meets in the Period Length field on the Master Schedule.

38. ALE FTE Calculation (ALE Minutes Per Day ÷ Minutes in School Day) Multiplied by (ALE Days ÷ Total Days in Year) =  ALE FTE Example (360 ÷ 360) x (45 ÷ 178) = .26 ALE FTE 1.0 X .26 = .26

39. Common Errors in Coding ALE Student Curriculum code not changed to AE at the time student enters ALE. Master schedule courses not indicated as ALE. Master schedule courses have no course minutes. Schools other than high school not following ALE process. Failure to verify the accuracy of ALE days in SIS Reports after each quarterly attendance cycle.

40. Scheduling – ‘Other’ District Defined fields Job Code – Used to indicated that a course-section should NOT be pulled for cycle reporting. Out of District LEA – Used to indicate the Vocational or secondary Center that this course-section is being taken. Special Education – Used to indicate that the course-section is taught in a Special Education environment offered exclusively to Special Ed students.

41. Mark Entry by Student

42. Rank Screen Rank pulled is determined by District Configuration rank type field.

43. Medical • Hearing Screening information for each student will be pulled in Cycle 7. • Scoliosis Screening information for each student will be pulled in Cycle 7. • Vision Screening information for each student will be pulled in Cycles 3 and 6. • All screening that have a Referral require a Follow-up. • Immunizations for students in grades KF & 07 will pull in Cycle 3.

44. Attendance • According to Arkansas Code 6-18-213 districts must request a waiver from the ADE to submit an attendance quarter less than 40 days or more than 50 days. • The Error Scan and calculations must be completed in StudentPlus before building Attendance Totals for state reporting. • The Custom Build Attendance Totals table is used to report attendance (Applications > District Administration > Attendance > Build Attendance Totals (Custom).

45. Attendance • Attendance is reported in the following cycles…. • Cycle 3 (1st Qtr.) Due November 15 • Cycle 5 (2nd Qtr.) Due February 15 • Cycle 6 (3rd Qtr.) Due April 15 • Cycle 7 (4th Qtr.) Due June 15

46. QUESTIONS?