03/27/08
Chapter 6-A
HIGH SCHOOL AND JR. HIGH
BEGINNING OF YEAR PROCEDURES
____ Make sure you have processed these types of student withdrawals:
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NO-SHOWS (students who were enrolled but have NEVER ATTENDED YOUR DISTRICT) For students who enrolled after June 30th, but do not show up and never attend, let MDECA know who they are and we will delete them from LIVE EMIS. Change their status to “D” on STUD and enter a withdrawal date and code. They will be deleted from STUD later with the cleanup. |
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PRIOR-YEAR withdrawals (students who were previously enrolled and ATTENDED, BUT WITHDREW ON OR BEFORE THE LAST DAY OF THE OLD SCHOOL YEAR) These students should have their withdrawal date and code reported in the June database. It’s no longer necessary for you to change their status to a “D.” During the SIS Summer Cleanup, students that are status “I” with a withdrawal date prior to June of the PREVIOUS school year will automatically be deleted. “I” status students will remain on the SIS files for one year and can be easily “reactivated” should they return to the district anytime during the new school year. |
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SUMMER withdrawals (students who were previously enrolled and ATTENDED, BUT WITHDREW AFTER THE LAST DAY OF THE OLD SCHOOL YEAR AND BEFORE THE FIRST DAY OF THE NEW SCHOOL YEAR) These students need to have their summer withdrawal information reported in the October database. |
When you withdraw a student ALWAYS use the SCHE module option 5 to withdraw the student so that no student schedule is left on file. SCHE will update the withdrawal date, withdrawal code, and student status fields on STUD. When processing the withdrawal it is important that you specify the new student status as “I.” After processing these withdrawals run UNCLEMIS so that the withdrawal date and withdrawal code get pulled over into EMIS. After verifying that the withdrawal information is in the LIVE EMIS files, go back into SIS and change these students to “D” status on STUD so that they will eventually be deleted from your SIS files.
Again, the important thing here is that the withdrawal date and withdrawal code get pulled over into EMIS!
____ New student data entered on STUD and verified with R101.
When a new student record is entered on STUD, make sure to use the proper status/ATT code combination to reflect the student’s situation for EMIS reporting; refer to the NEW Appendix A Status/ATT Code Tables. Because of UNCLEMIS processing, the SPED and ATT fields are mandatory fields. You must have an entry in these fields on STUD to reflect the situation. If these fields are left blank, UNCLEMIS will issue an error message.
When entering a student who is a resident of your district attending another district full time ("R" status), make sure that you also enter a withdrawal date and withdrawal code of “**”. This withdrawal date should reflect the date the student started in this new situation. The “**” withdrawal code is an indication that the student is still residing in your district but is not being instructed by an employee of your district. This code also keeps the withdrawal date from being moved over into the student’s EMIS record.
____ SCHL updated with any changes for the new school year.
(Notify the MDECA by EMAIL to make changes)
____ TEAC updated with any teacher changes for the new school year. Verified with Report Writer Reports:
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TEAC version 1 – teacher ID and name only |
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TEAC version 2 – teacher address without state or zip |
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TEAC version 3 – all TEAC information except departments, courses, rooms and periods |
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TEAC version 4 – teacher address complete |
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TEAC version 5 – all TEAC information |
Note: If any new teachers are added make sure that the
Social Security number is also added to the TEAC record.
____ CRSE updated with any course changes for the new school year. Verified with Report Writer Reports:
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CRSE version 1 – courses by ID |
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CRSE version 2 – courses by grade level |
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CRSE version 3 – courses by department code |
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CRSE version 4 – courses by course long text |
____ Make sure all course records have the hours of instruction field filled in.
If hours of instruction exceed 999 hours you will need to enter it on the class master record in EMIS instead of CRSE (This is done after CTRMEMIS is run. See the October Processing Checklist - REMIS). If the hours of instruction has changed from last year on any of your courses, make the change wherever it’s necessary. (REPO report CRSE version 3 will list hours of instruction.)
____ P501 – Artificial Courses updated with any changes for the new school year. Verified with Report Writer Report ARTI version 01.
____ P414 version. 98 - Courses with High School Credit. Define all courses on parameter P414 version 98 if the courses are for High School credit. The "High School Credit" field on the Staff Master Record in EMIS is required to be used for courses offered at the high school and middle school level that are for high school credit. By setting these courses up on P414 vs. 98 in the High School and/or Middle School, CTRMEMIS is able to complete the field in EMIS for you. Make sure the credit value on CRSE is correct.
____ Update P148 version 01. Update P148 for courses for the new school year. CTRMEMIS uses the P148 version 01 so you’ll need to update P148 with courses for the new school year. The information on P148 is used to create the staff class master records in EMIS.
Within P148 you must enter your existing school course ID and then enter the proper EMIS subject code, which your course number is to be translated into. You construct the proper EMIS course number by first obtaining the EMIS subject code for the course from Appendix C of the EMIS Guide. Then you append a course type code and course level code. Course levels are found in Chapter 3 of the 2003 EMIS Guide.
For example courses in French would be
labeled as follows:
FRENCH I
0602301R00
Subject code 060230
Course level 1
Course type R00
French II would be 0602302R00, etc.
The 11th position of the Translated Course ID can be used as a semester override field. The semester code will be determined from the TERM field on the SIS master schedule and this override field would not need to be filled in for all courses – only those courses that are different than what CTRMEMIS can determine. Ex. A 2-term school that has a 6-week course. On CMST this course might be defined as running term 1 and CTRMEMIS will see this as a 1st semester only course. However, it should actually be reported in EMIS as a 6 week course and so it should have an EMIS semester code of “6.” The “6” then could be specified in the semester override field on P148. See Example 1-1.
Example 1-1 P148 – Course ID Translation
SIS - P148 PB OR BP SCHOOL Jul 05, 2001
[DISPLAY] School Control Parameters 12:12 PM
Course ID Translation
Version: 01
SIS Translated Ministry
Course ID Course ID Examinable
1 0001 260101*R00 N
2 0050 0803003R00 N
3 0055 0803003R00 N
4 0075 210100*R00 N
5 0080 210100*R00 N
6 0110 1103011R00 N
7 0115 1103022R00 N
8 0120 1105001R00 N
9 0121 1105002R00 N
10 0125 111200*R00 N
11 0130 111950*R00 N
12 0131 111950* N If type is R00 may be blank
13 0132 111950*R006 N Semester Override Code
(MORE)
Command: DISPLAY
Note: If course type is R00 it may be left blank.
Entries on P148 may be verified by running the report P148 version 01 from the REPO screen.
____ ROOM updated with any room changes for the new school year. Verified with Report Writer Report, ROOM version 1.
____ CMST/CGRP course master schedule data entered for the new school year. Verified with any or all of the following:
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R407 – Class Master Schedule |
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R408 – Free Room Report |
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R409 – Room Schedule |
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R410 – Free Teacher Report |
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R411 – Teacher Schedule |
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R422 – Timetable Grid Schedule |
____ Students scheduled into classes via REQU, SCHE or CLIS. Verified with reports:
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R419 – Study Hall list |
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R703 – format 2 – class list courses only (no artificial courses) |
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R703 – format 6 – class list both courses and artificial courses |
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R703 – format 8 – class list artificial only (no courses) |
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R703 – format 10- class list with sex, name, address, parent name, birth date, phone number |
____ CCOM – Coded Comments defined and verified with Report Writer report CCOM version one.
This applies only to schools that plan to do grade cards on the system.
____ P310 - School Calendar entered for the new school year.
Students attending a JVS part of the time and the resident district part of the time will need to be assigned to a half-day calendar.
____ P105 - School Terms updated with new beginning and ending dates for each term. DO NOT ADD new records, just CHANGE the beginning and ending dates for your new school year.
NOTE: DO NOT enter anything in the Valid To Year: field on the P105 screen.
THAT FIELD MUST ALWAYS BE LEFT BLANK!
____ P301 – Class Periods Possible entered for the new school year.
P301 must be set up before any CLIS records can be created. You will need to set it up according to your specific marking pattern. See Example 1-2 for an example of a 9-week, 2 Term school.
Example 1-2 P301 Class Periods Possible
SIS - P301 PB OR BP SCHOOL Jul 05, 2001
[DISPLAY] School Control Parameters 01:24 PM
Class Periods Possible
(Days in Session)
Year: Term: Reporting From To Class Periods Possible
Period: Period: Period: New: Old:
1 00/01 *1 1 1 9 44 0
2 00/01 1 **2 1 9 45 0
3 00/01 1 3 1 9 0 0
4 00/01 1 4 1 9 0 0
5 00/01 2 5 1 9 ***46 0
6 00/01 2 6 1 9 45 0
7 00/01 2 7 1 9 0 0
8 00/01 2 8 1 9 0 0
9 00/01 2 9 1 9 0 0
* Enter the term
** Enter each reporting period
*** Enter actual number of days in each reporting period
____ Update P302 (Current School Year, Term and Reporting Period) P302 should be set at the new school year, term 1, reporting period 1. If it is not, use the following method:
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Submit B105 following the instructions below. This is for those schools that scheduled their students via B108, batch scheduler. |
On the B105 specify:
SCHOOL YEAR new school year
PREVIOUS TERM leave blank
PREVIOUS REPORTING PERIOD leave blank
NEW TERM 1
NEW REPORTING PERIOD 1
SUPPRESS MESSAGE N
AUTO STATUS CHANGE N
ACTIVE STATUS leave blank
INACTIVE STATUS leave blank
____ (Optional) School/Class fees entered for the new school year.
Define school fees on P303 parameter screen and class fees on P304 parameter screen. May verify using Report Writer reports GFEE version 1 and CFEE version 1. Define the text for a fee receipt on the P405 screen; heading for fee receipt on P406. Use the R108, STUDENT FEE COLLECTION LIST/FEE RECEIPT report, for fee collection list/fee receipts. P304 will be used to report Class fees in EMIS.
NOTE: FOR THOSE BUILDINGS USING THE FULL FEE ACCOUNTING MODULE
B125 is processed after scheduling has been completed for the applicable school year/term.
If you are using full fee accounting, be sure to process B125 BEFORE B105 at the beginning of the school year. It is used to create student fee records, prior to the running of B105, based on fees defined in P303 and P304. See Chapter 17 for more information.
____ GRADEDATES – All buildings need to run this!
The P302 must be showing the
current school year in order for GRADEDATES to process. If you are a school that does NOT use SIS to
produce grade cards, your P302 should already be showing the current school year
(this is one step that MDECA takes during our archiving of the SIS records.)
Please be sure to check P302 before running GRADEDATES.
GRADEDATES only needs to be run once each school year: At the beginning of the school year or prior to your first quarter grade cards. This program modifies the starting and ending dates for each grading period on the report card formatter and the P030 that is used by SWAN ATTENDANCE and SWAN GRADES.. These dates are used to calculate the days present field that prints on the report card.
GRADEDATES checks 'Days in Session' column on P301 for the number of days in each reporting period. The program then uses this data along with P310-School Calendar to determine the starting and ending dates for each reporting period. The program will display these new dates on the screen, and ask you to verify that they are accurate. If you answer Y, the program will move the new dates to P705/Report Card Formatter Attendance Fields. If you answer N, the program will NOT update those date fields. You can check P310 and P301 for errors, correct them, and then rerun the program.
To run this program, first bunny into your building and BYE out. At the Enter Choice prompt, type GRADEDATES. GRADEDATES can also be accessed from the SIS_Local menu.
To run this program, type GRADEDATES at the Enter Choice prompt.
Example:
Enter Choice: GRADEDATES
If you answer Y you should get the messages:
“The new beginning and ending dates have been updated to P705.”
“P030 date range keywords have been updated.”
If you are a building that does NOT use SIS to produce grade cards you may see the following messages, which are ok:
“P030 date range keywords have been updated.”
“Error-22; P705 FIELD NOT EQUAL TO $DAYS_PRESENT_”
If you receive the following error your P310 and P301 are not correct.
“Error-16; P310-CALENDAR IS NOT EQUAL TO 1”
Process to correct "Error-16; P310-CALENDAR IS NOT EQUAL TO 1"
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Determine the beginning and ending dates of each nine-week grading period.
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Verify the accuracy of the P310 Calendar to be sure that all X's are correct, and that the totals to the right of the X's are the correct.
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Count the number of X's from the first date to the last date of each nine-week grading period.
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After you calculate the number of days in each nine weeks, display the P301 screen and correct the "Days in Session" field on the P301. You will notice they are incorrect compared to the re-calculated number of days in each nine week from the P310 Calendar.
____ (Optional) Homerooms assigned.
Homerooms must be defined on HRMS. Homerooms may be assigned to students 1 of 4 ways:
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Manually through STUD |
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By batch job B104 or B104/P307 (homerooms must be prefixed) |
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On-line screen HROM |
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On-line screen HOME |
Homeroom assignments are verified with:
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R201 – Homeroom Roster |
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REPO report HROM version 01 |
____ (Optional) Lockers assigned. Lockers may be assigned 1 of 2 ways:
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Manually through STUD |
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By batch job B120 |
If you use B120, locker numbers must be predefined on P160 and optionally, combinations on P161. B120 can assign lockers by Homeroom using P417, by Class using P419 or by Grade using P420. Verify the student assignments using Report Writer report LOCK version 01. If you set up P160 and P161, this information may be verified using the Report Writer reports LOCK version 2 and LOCK version 3.
____ (Optional) CONT – Emergency Contacts defined.
Define emergency contact codes on P113 screen, then add a CONT record for each student with an emergency contact other than the Parent/Guardian Name and Phone listed on STUD. Verify with Report Writer report CONT version 1.
____ (Optional) P183 – Custody Codes defined.
The P183 table allows you to define codes to be used on PADR to define the type of custody a parent/guardian has. See Example 1-3.
Example 1-3 P183 – Custody Code Verification
____ (Optional) PADR – Parent/Guardian Addresses defined.
Add a PADR record for each student whose parent/guardians live at multiple addresses. May also store emergency contact info here. Verify with Report Writer report PADR version 1.
____ Student programs entered for the new school year.
Assign students using MEMB or MEMS. Verify using report R102 – Student Roster by Control Group. Program codes can be found in Appendix E of the EMIS Guide.
Program coding required for October EMIS reporting:
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Postsecondary Enrollment Options Program 120XXX |
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Special Education – Placement Options 210XXX |
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Special Education -Related Services 215XXX |
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Early Childhood Service Delivery Options 217XXX |
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Limited English Proficiency (ESL) 235XXX |
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Career Technical Programs (Career-Assessment, TECH PREP and WECEP) 305XXX |
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Summer School Program Codes |
NOTE: Program code data
entry is NOT optional. The method you choose is.
____ (Optional) Create various enrollment reports.
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R305 – enrollment by grade, age, sex |
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R306 – enrollment by grade and sex for a specific date range |
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R308 – enrollment by ethnic code (specify P028 version 1) |
____ Create class lists for teachers using R703/R419 reports:
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R419 – study hall roster |
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R703 – format 2 – class list courses only (no artificial courses) |
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R703 – format 6 – class list both courses and artificial courses |
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R703 – format 8 – class list artificial only (no courses) |
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R703 – format 10 –class list with sex, name, address, parent name, phone and birth date |
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R703 – format 22 – class list single spaced with email address from MISC subscreen 01 |
____ Create student schedules using the following:
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R701 format 1 – 2 students per 8 ½ “ x 11” sheet of paper (print outside of SIS from PRT using form #09) |
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R701 format 9 - MDECA Schedule forms |
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R701 format 10 - Schedule Locator Cards 6" x 4" (print outside of SIS from PRT using form #11) |