03/27/08

Chapter 6-B
 

ELEMENTARY BEGINNING YEAR PROCEDURES

____    Make sure you have processed these types of student withdrawals:

            ●          NO-SHOWS – (students who were enrolled but have NEVER ATTENDED

YOUR DISTRICT)  for students who enrolled after June 30^th, but do not show up and never attend, let MDECA know who they are and we will delete them from LIVE EMIS.  On STUD, change their status to “D”, and enter a withdrawal date and code.  They will be deleted from STUD later with the cleanup.

            ●          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 Summer SIS 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.

●          SUMMER withdrawals (students who were previously enrolled and ATTENDED BUT WITHDREW AFTER THE LAST DAY OF THE OLD SCHOOL YEAR BUT 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 doing the withdrawal, it is important that you specify the new student status as “I”.  After processing these withdrawals, then 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 you may go back 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 MDECA by EMAIL to make changes)

____    TEAC updated with any teacher changes for the new school year.  Verified with Report Writer Reports:

            ●          TEAC version 1 – teacher id and name only

            ●          TEAC version 2 – teacher address without state or zip

            ●          TEAC version  3 – all TEAC information except departments, courses, rooms and

periods

            ●          TEAC version 4 – teacher address complete

            ●          TEAC version 5 – all TEAC information

____    CRSE updated with any course changes for the new school year.  Verified with Report Writer Reports:                       

            ●          CRSE version 1 – courses by ID

            ●          CRSE version 2 – courses by grade level

            ●          CRSE version 3 – courses by department code

            ●          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 have 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.)

____    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 the following:

            ●          R407 – Class Master Schedule

The only courses you will need to define on CMST will be any course such as Art, PE, Music, Gifted, LD, DH, MH, etc. that is being offered to the elementary students and is not part of a county unit.  Self contained classes will be created by the HOMECLIS program later.

____    On HRMS update any homeroom changes.

It is important for you to have correct teacher information listed because your class lists and master schedule will be created from this table.

            To verify the changes, print the Report Writer report HRMS version 01.

____    Homerooms assigned.

            Homerooms MUST be assigned to all students ATTENDING your building.

            Homerooms must be defined on HRMS.  May be assigned to students 1 of 4 ways:

            ●          manually through STUD

●          by batch job B104

            ●          on-line screen HROM

            ●          on-line screen HOME

The Homeroom must be assigned in the CURRENT homeroom field on STUD.  This field will be used to create the class list records.

Verified with:

                        √          R201 – Homeroom Roster

                        √          Report Writer report HROM version 01 – includes student name,

                                    id, birthday, address, phone and parent name.

____    P301 – Class Periods Possible entered for the new school year.

P301 must be set up before any CLIS records can be created.  If you are a one term, one report period building, you will need to set it up as follows:

            Example   (P301 – Class Periods Possible – 9 week schools)

____    (Optional)  School/Class fees entered for the new school year.      

Define class fees on P304.  You may verify class fees using Report Writer report CFEE version 1.  P304 will be used to report  Class fees in EMIS.

____    CREATE CLIS (HOMECLIS PROGRAM)

PLEASE refer to ELEMENTARY SCHEDULING DOCUMENTATION and  ELEMENTARY SCHEDULING UPDATES DOCUMENTATION for complete HOMECLIS instructions

After all homerooms are entered and verified, notify MDECA that you are ready to have your class lists created.

                        Please specify the building and grade level(s) in your request.

If you have special ed classes in your building such as LD, DH and MH (which are not part of a county unit) then CLIS records will need to be manually entered.

            Class list records created may be verified with the following reports:

                        ●          R703 format 1 – class lists, single spaced

                        ●          R703 format 2 - class lists, double spaced

____    Update P148 version 01.

CTRMEMIS uses the P148 version 01 so you’ll need to update P148 with courses for  the new school year.  The information on P148 will be 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, also available in the EMIS Guide.

For example, courses in Early Childhood Math for grades Pre-K through 3 would be labeled as follows:  MATH would be 110003*R00 (i.e. 110003 for the subject code, * for the course level and R00 for the course type.)  Note:  If course type is R00 it may be left blank.

Example 1-1 (P148 – Course ID Translation)

                        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.

____    P310 – School Calendar entered for the new school year.

If you have AM/PM kindergarten students in your building, be sure to enter additional calendars for those students.  In this situation, you would have three calendars on file (X=full day; A=AM; P=PM)  and would then need to designate a calendar number on STUD for each of your students.  After you have all three calendars defined on P310, send an e-mail message stating each calendar number, the grade level and homeroom that uses that calendar.  By doing this, we should be able to mass update the calendar number on STUD for you.

____    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 of your new school year.

____    GRADEDATE2 –  All buildings using SIS report cards or SWAN attendance/grades

            need to run this!

The P302 must be showing the current school year in order for GRADEDATE2 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 GRADEDATE2.

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, which prints on the report card as well as information needed when SWAN, is processed.

This program checks 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 the 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.  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, 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”

To fix this you will want to take the following steps:

1.      Have the beginning and ending dates of each of your 9 week grading periods.

2.      Verify the P310 to be sure all X’s are correct and the numbers to the right of the X’s are the correct counts.

3.      Count the number of X’s that fall on the first date to the last date of each of the 9-week periods.

4.      After you have the number of days in each of the 9 weeks, display P301 and correct the numbers shown on P301.  You will notice they are incorrect compared to what you have just counted from the P310.

____    (Optional)  CONT – Emergency Contacts defined.

Define emergency contact codes on P113 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.

This is a table that 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.

            NOTE:  The entry of this data is NOT optional.  The method you choose is.

____    (Optional)  Create various enrollment reports.

            ●          R305 – enrollment by grade, age, sex

            ●          R306 – enrollment by grade and sex for a specific date range

            ●          R308 – enrollment by ethnic code (specify P028 version 1)

____    Create class lists for teachers using R703/R419 reports:

            ●          R703 – format 1 – class list, single spaced

            ●          R703 – format 2 – class list, double spaced

            ●          R703 – format 22 – class list, single spaced with e-mail address from MISC subscreen 01