2014-2015 School Year
InformationNOW
MS Guidelines
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Contents
InformationNOW – MS Guidelines 2014-2015 1
About this Document...1
Setup Lookups (Code) Entry ... 1
Absence Levels...1
Absence Reasons...2
Classifications (Staff Classifications)...2
County Codes ... 2
Course CIP (Classification of Instructional Program) Codes ...4
Course Types...6
Custom Fields...6
Difficulty Level ...12
Discipline Locations...12
Discipline Dispositions Reportable to MSIS... 12
District Services ...13
District Services Outcomes ...14
Enrollment Codes ...14
Enrollment Reasons... 15
Funding Methods...16
Gender ...16
Goals Sought ...16
Grade Levels... 16
Grading Periods... 17
Infractions (Disipline) ... 17
Instructional Setting ...18
Level of English Proficiency ...18
Migrant ... 18
Periods... 18
Race... 19
Relationship...19
School Category ... 19
School Programs...19
Service Types (District)... 20
Special Education Status ...20
Special Education Exceptionality...20
Special Education LRE... 21
Staff Classification (Classification)...21
Standardized Test ...22
State...22
Terms...22
Transportation ...22
Valid Alphabetic Grades ...23
Weapon Type (Disipline) ...23
Other Setups and Data Entry for MS State Reporting ...23
District Settings – School/District | District ...23
School/District | District | Enrollment tab...24
School Settings ... 25
Course...26
Demographic ...26
Attendance Setup ...26
Valid Courses ...28
Scheduling...29
Master Schedule ...29
Scheduling...30
Student Information Submission ...31
Main Tab ...31
Misc Tab...32
Identification ...33
Student Custom Tab Required Fields...33
Contacts Tab...35
School Tab...36
Enrollment Tab... 37
Appendix B: MS State Reports 42
Running State Reports ...42Daily Student...42
Days Taught ...44
Initial Load ...47
Historical ...49
Monthly Student ...54
Personnel ...63
Pre-Approval Report ...67
Summary Report... 68
Summer School Student File Export ...72
Running Federal Reports ...75
Civil Rights Data Collection (CRDC) ... 75
Index 79
InformationNOW – MS Guidelines 2014-2015
About this Document
This document is intended to provide Mississippi users at both the school and district level with information regarding setup of InformationNOW for the collection and reporting of state-required (MSIS) data. Please refer to the Quick Reference Guides available from the Documentation page of the STI Support Web site at
http://support.sti-k12.com/documentation/default.asp for complete instructions regarding all modules of InformationNOW.
Setup Lookups (Code) Entry
Lookup Codes pertaining to state reporting should be entered under System Preferences | Setup. For overall instructions regarding code entry, please refer to the InformationNOW – Lookups quick reference guide which is available from the STI support site at http://support.sti-k12.com. Some entries into specific lookup banks will be predefined and those specific entries will not allow additions, changes or deletions.
Lookup banks may also be secured for access and maintenance (through Permission Maintenance).
Unless otherwise noted, it is not necessary to enter the Name as listed below.
However, the State Code must be entered exactly as shown or noted in order for information to correctly export for MS State Reporting.
Absence Levels
Absence Levels are predefined and additions, changes or deletions are not allowed.
Levels used by MS should have absences reasons selected and one set as default for each Absence Level.
• Tardy
• Half Day/Period – not reported in MS
• Half Day/Period Other – not reported in MS
• All Day/Period – Reasons attached to this level will be used for MS State Reporting
• All Day/Period Other
• Check In/Check Out
Absence Reasons
State codes are not required.
Academic Session Types
Users can define different types of Academic Sessions as needed. Such as: Summer, Night, or Extended.
Classifications (Staff Classifications)
Staff may have multiple classifications; however, only Primary classification will report to the state.
Name State
Code
NCES
School Personnel S
Non-School Personnel N
Counselor S 0472
Non-Student (Other) O
County Codes
It is not necessary to add each code. Only those codes used by the individual school/district, students, staff or contacts need to be added to district database.
Name ST Code
Adams 01 Alcorn 02 Amite 03 Attala 04 Benton 05 Bolivar 06 Calhoun 07 Carroll 08 Chickasaw 09 Choctaw 10 Claiborne 11 Clarke 12 Clay 13 Coahoma 14 Copiah 15 Covington 16 Desoto 17 Forrest 18 Franklin 19 George 20
Name ST Code Greene 21 Grenada 22 Hancock 23 Harrison 24 Hinds 25 Holmes 26 Humphreys 27 Issaquena 28 Itawamba 29 Jackson 30 Jasper 31 Jefferson 32
Jefferson Davis 33
Jones 34 Kemper 35 Lafayette 36 Lamar 37 Lauderdale 38 Lawrence 39 Leake 40 Lee 41 Leflore 42 Lincoln 43 Lowndes 44 Madison 45 Marion 46 Marshall 47 Monroe 48 Montgomery 49 Neshoba 50 Newton 51 Noxubee 52 Oktibbeha 53 Panola 54
Pearl River 55
Perry 56 Pike 57 Pontotoc 58 Prentiss 59 Quitman 60 Rankin 61 Scott 62
Name ST Code Sharkey 63 Simpson 64 Smith 65 Stone 66 Sunflower 67 Tallahatchie 68 Tate 69 Tippah 70 Tishomingo 71 Tunica 72 Union 73 Walthall 74 Warren 75 Washington 76 Wayne 77 Webster 78 Wilkinson 79 Winston 80 Yalobusha 81 Yazoo 82
Course CIP (Classification of Instructional Program) Codes
It is not necessary to add each code. Only those codes used by the individual school/district, students, staff or contacts need to be added to district database.
Name *CIP ST
Code
Director – CTE Programs 000111
Assistant Director – CTE Programs 000112 Supervision Of Agriculture Programs (SOEP) 000141
Counselor- CTE 000161
DC - Carpentry 000204
Special Populations Personnel 000241 Computer Discovery - Grade 8 000252 Technology Discovery- Grade 9 000253
Extended Contract 000951
Agriscience- Introduction (Vocational) and DC 010001 Agriculture Business & Management I (Vocational) 010101 Agribusiness And Entrepreneurship Technology 010103 Agriculture Power & Equipment I (Vocational) 010204 Agriculture(Vocational)& Plant Resources 010301
Name *CIP ST Code
Aquaculture I & II (Vocational) and DC 010303 Food Products (Meats) I & II (Vocational)and DC 010401 Horticulture I (Vocational) & Plant Processes and DC 010601 Custodial/Caretaker Services I & II (Vocational) 010699 Science Of Agricultural Animals and DC 010901 Science Of Agricultural Plants 011101 Science Of Agricultural Environment and DC 030104 Forestry I & II(Vocational)and DC 030401 Electronic Communication Production I & II- Grades 10-12 & DC 100202 Graphics & Print Communications I & II and DC 100305 Cosmetology I & II and DC 120401 Culinary And Related Foods Technology I & II (Vocational) & DC 120500 D-Introduction To Engineering 140101 Polymer Science I & II (Vocational) and DC 150607 Drafting- General I & II and DC 151301 D-Architectural Drafting And Design I & II 151303 Dc - Child Care & Guidance Mgmt. & Services I & II (Vocational) 190709 Dc - Nutrition & Wellness I & II (Vocational) and DC 199999 Construction I & II and DC 460000 Dc - Masonry I & II 460101 Carpentry I & II and DC 460201 Electrical I & II and DC 460302
Plumbing I & II and DC 460503
Heating & Air Conditioning I & II and DC 470201 Automotive Body Repair I & II and DC 470603 Dc - Automotive Mechanics I & II & III & IV 470604 Diesel Equipment/Repair Services I & II and DC 470605 Small Engine Repair I & II and DC 470606 Outboard Engine Mechanics I & II and DC 470692 Machine Tool Operation I & II/Machine Shop I & II and DC 480503
Welding I & II and DC 480508
Furniture Manufacturing & Upholstering I and DC 480702 Computer Graphics Technology I & II 500402 Health Science I & II (Vocational) and DC 510000 Business & Computer Technology I & II (Vocational) and DC 520407 Hotel, Restaurant, And Tourism Management I & II and DC 520901 Marketing I & II and DC 521801
Course Types
Any code may be added. However, for Vocational, Special Education and Gifted courses the following course types must be entered and one of the below course types must be attached to those courses.
Name ST Code Export
Vocational VOC Monthly Student
Special Education SPED Monthly, Daily Student
Gifted GIFT Monthly Student
Custom Fields
Custom Fields required for MS State Reporting are predefined and will be locked from additions, changes or deletions. Custom Fields can be applied to:
• Course
• District
• Incident
• School
• Staff
• Student
• Student Schedule
Course Custom Fields
Category Name Description Values Type/Size Range ST Code
Seq Export
Scheduling Instructional
Minutes Instructional minutes
per period n/a Numeric 1-480 n/a 01 Personnel, Monthly Student Scheduling Reserved Optional special
situations germane to course
Alternative Program Exclude from Basic Funding Calculations After School Pre- Kindergarte n SpEd Long Term Substitute Title I School Wide
List n/a AP
XX
AS 02
LS
SW
02 Personnel
Category Name Description Values Type/Size Range ST Code
Seq Export
Scheduling Schedule Type Course schedule type 4x4 AB Modified Normal
List n/a 44
AB MV NM
03 Personnel
CRDC NCES Code NCES SCED Code n/a Text 20 n/a 1 As needed
District Custom Fields
Category Name Description Values Type/Size Range ST Code
Seq Export
Assessment GPA Scale GPA scale used by the district (4.0, 5.0, etc.)
Text(6) n/a
CRDC Form Comment Comment(s) for LEA CRDC form
n/a Text n/a 1
CRDC Desegregation LEA is covered by a desegratation order or plan
Default Value No
Yes/No 2
CRDC KG Full Day LEA offers Full- Day Kindergarten
Default Value No
Yes/No 3
CRDC KG Part Day LEA offers Part- Day Kindergarten
Default Value No
Yes/No 4
CRDC PK Full Day LEA offers Full-
Day PK Default
Value No Yes/No 5
CRDC PK Part Day LEA offers Part-
Day PK Default
Value No Yes/No 6
CRDC PK All LEA offers PK to all students
Default
Value No Yes/No 7
CRDC PK IDEA LEA offers PK to IDEA students
Default Value No
Yes/No 8
CRDC PK Title 1 LEA offers PK Title I schools
Default Value No
Yes/No 9
CRDC PK Low Income LEA offers PK to low income students
Default
Value No Yes/No 10
CRDC PK Other LEA offers PK to other students (comment required)
Default Value No
Yes/No 11
CRDC PK Other Comment
Required comment when 'PK Other' is selected
Text 12
CRDC PK age 0-2 LEA offers PK to
non-IDEA age 0-2 Default
Value No Yes/No 13
CRDC PK age 3 LEA offers PK to
non-IDEA age 3 Default
Value No Yes/No 14
CRDC PK age 4 LEA offers PK to
non-IDEA age 4 Default
Value No Yes/No 15
Category Name Description Values Type/Size Range ST Code
Seq Export
CRDC Policy Sexual LEA has a written policy prohibiting harassment/bullyi ng on basis of sex
Default Value No
Yes/No 16
CRDC Policy Race LEA has a written policy prohibiting harassment/bullyi ng on basis of race, color or national origin
Default Value No
Yes/No 17
CRDC Policy Disability LEA has a written policy prohibiting harassment/bullyi ng on basis of disability
Default Value No
Yes/No 18
School Custom Fields
Category Name Description Values Type/Size Range ST Code
Seq Export
Demographic Community ID
The code assigned to a school by Connect for identification.
n/a Text(32) A/N n/a
Course Default Instructional Minutes
Default instructional
minutes per period n/a Numeric (3) 1-480 Personnel, Monthly Student Course Default
Schedule Type
Default course
schedule type 4x4 AB Modified Normal
List n/a 44
AB MV NM
Personnel
CRDC AP Courses Advanced Placement
courses offered Default
Value No Yes/No 1
CRDC AP Student Choice
Students allowed to enroll in AP courses without
recommendation or other criteria (excluding pre- requisites)
Default Value No
Yes/No 2
CRDC CRDC
Comment Optional School
Comment(s) Text(200) 3
CRDC GT Courses Gifted/Talented
courses offered Default
Value No Yes/No 4
CRDC Single Sex Courses
Co-ed school offers Single-sex courses (excluding phys-ed)
Default Value No
Yes/No 5
CRDC Disability
Focus This school focus primarily on serving the needs of special education students
Default
Value No Yes/No 6
Category Name Description Values Type/Size Range ST Code
Seq Export
CRDC Magnet This school is either a magnet school or a school operating a magnet program within the school
Default Value No
Yes/No 7
CRDC Charter This school is a
charter school Default
Value No Yes/No 8
CRDC Ability Grouping
This school groups students by ability
Default Value No
Yes/No 9
CRDC Alternative Type of Alternative School
List 10
CRDC Alternative
Comment Alternative School
Comments Text(200) 11
Staff Custom Fields
Category Name Description Values Type/Size Range ST Code
Seq
CRDC Career Start Teaching career start date
n/a Date 10 n/a 01
CRDC Certified Teacher meets all state
licensing/certification requirements
Default
Value No Yes/No 02
Vocational
Teachers VT Vocational Teacher Yes/No 58
Student Custom Fields
Category Name Description Values Type/Size Length ST Code
Seq Report
Assessment Diploma Track Grade 09-12 diploma track pathway indicator
Career District Traditional
List n/a C
D T
Mo Stu
Demographic Birth City n/a Text(50) 50 n/a
Demographic Birth County n/a Text 50 n/a
Demographic Birth State n/a Text 2 n/a
ELL/LEP Time In LEP 0
1 2 3
List 1 0
1 2 3
Membership AltDistNum n/a Text 4 n/a
Membership AltSchNum n/a Text 3 n/a
Membership ResDistNum n/a Text 4 n/a
Category Name Description Values Type/Size Length ST Code
Seq Report
Special Education
Calc Grade Level
Testing grade level
01 | Age 6 02 | Age 7 03 | Age 8 04 | Age 9 05 | Age 10 06 | Age 11 07 | Age 12 08 | Age 13 09 | Age 14 10 | Age 15 11 | Age 16 12 | Age 17 13 | Age 18 14 | Age 19 15 | Age 20 16 | Age 21
List n/a 01
02 03 04 05 06 07 08 09 10 11 12 13 14 15 16
Mo Stu
Special Education
Gifted Classification
Academically Artisticly Creatively Intellectually
List 1 A
R C I
Monthly Student
Special Education
Peer Grade Level
Instructional Grade Level
PreK KG 01 02 03 04 05 06 07 08 09 10 11 12
List n/a 62
64 01 02 03 04 05 06 07 08 09 10 11 12
Mo Stu
Vocational AcadPassed n/a Bool 1 n/a Monthly
Student
Vocational CapStone n/a Bool 1 n/a Monthly
Student
Vocational ConEdAca n/a Bool n/a n/a Monthly
Student
Vocational ConEdPSVoc n/a Bool n/a n/a Monthly
Student
Vocational ConEdVoc n/a Bool n/a n/a Monthly
Student
Category Name Description Values Type/Size Length ST Code
Seq Report
Vocational Disabled n/a Bool n/a n/a Monthly
Student
Vocational Disadvantaged n/a Bool n/a n/a Monthly
Student
Vocational EmpNotRel n/a Bool n/a n/a Monthly
Student
Vocational EmpRelated n/a Bool n/a n/a Monthly
Student
Vocational EmpTrained n/a Bool n/a n/a Monthly
Student Vocational Graduation
Eligible
n/a Bool n/a n/a Monthly
Student
Vocational Homemaker n/a Bool n/a n/a Monthly
Student
Vocational IEPPassed n/a Bool n/a n/a Monthly
Student
Vocational Military n/a Bool n/a n/a Monthly
Student
Vocational NonEmployed n/a Bool n/a n/a Monthly
Student
Vocational NonTraditional n/a Bool n/a n/a Monthly
Student
Vocational Pass Followup n/a Bool n/a n/a Monthly
Student
Vocational PrePostTest n/a Bool n/a n/a Monthly
Student
Vocational SingleParent n/a Bool n/a n/a Monthly
Student
Vocational SpecialPop n/a Bool n/a n/a Monthly
Student
Vocational TechPrepProg n/a Bool n/a n/a Monthly
Student
Vocational UnGraded n/a Bool n/a n/a Monthly
Student Vocational Voc Prog Level 1
2
List 1 1
2
Monthly Student
Vocational VocOther n/a Bool n/a n/a Monthly
Student
Student Section Custom Fields
Category Name Description Values Type Length ST Code
Seq Export
Scheduling Instructional Minutes
Students Instructional minutes per period
n/a Numeric 1-480 n/a 01 Monthly Student
Vocational Status Indicator Vocational Pass n/a n/a P 1 Monthly
Category Name Description Values Type Length ST Code
Seq Export course status
indicator Fail F Student
Vocational Competency
Profile Vocational course Competency Profile indicator
Pass Fail
n/a n/a P
F
2 Monthly Student
Vocational Comprehensive Exam
Vocational course Comprehensive Exam indicator
Pass Fail
n/a n/a P
F
3 Monthly Student
CRDC AP Exam
Placement Will take the AP Exam for this AP Course
1 CRDC
Difficulty Level
Name Description Code State Code NCES Weight Addition Export
Remedial n/a n/a 0568 n/a CRDC
SpEd n/a n/a 0569 n/a CRDC
Basic n/a n/a 0570 n/a CRDC
General n/a n/a 0571 n/a CRDC
Honors n/a n/a 0572 n/a CRDC
Gifted or Talented n/a n/a 0573 n/a CRDC
IB n/a n/a 0574 n/a CRDC
AP n/a n/a 0575 n/a CRDC
College n/a n/a 0576 n/a CRDC
Untracked n/a n/a 0577 n/a CRDC
ELL n/a n/a 0578 n/a CRDC
HS Equivalent n/a n/a 0579 n/a CRDC
Other n/a n/a 9999 n/a CRDC
Discipline Locations
Name State Code
School S Bus B Other O
Discipline Dispositions Reportable to MSIS
~ Incident must be reported within 72 hours. ~
Name State Code NCES Administrative ADMIN
Alternative School ALSCH
Name State Code NCES Corporal Punishment CORP CORP
Expulsion – Daily EXP EXP
Expelled Receiving Services EXPES EXPES In school suspension ISS ISS Juvenile Detention- User
may choose to only add the Juvenile Detention Center that applies to their District
JDC(2 digit number) Juvenile Detention Center
JDC01-Adams County JDC02-Alcorn County JDC17-Desoto County JDC18-Forest County JDC24-Harrison County JDC25-Hinds County JDC30-Jackson County JDC34-Jones County JDC38 Lauderdale County JDC41-Lee County JDC42-LeFlore County JDC44-Lowndes County JDC57-Pike County JDC61-Rankin County JDC75-Warren County JDC76-Washington County JDC82-Yazoo County
Suspension SUS OSS
Zero Tolerance ZERO
Referred to Law Enforcement
LAW
Arrested ARREST
Mechanical Restraint MR
Physical Restraint PR
Seclusion SEC
District Services
Service Types must be created prior to creating District Services.
Name Service Type State Code
NCES
Title 1 Reading Title 1 T1R1
Title 1 Language Title 1 T1L1
Title 1 Math Title 1 T1M1
Title 1 Homeless Title 1 T1H1
Title 1 Neglected or Delinquent Title 1 T1NG1 Coordinated Early Intervening Services IDEA CEIS
Name Service Type State Code
NCES
GED Prep CRDC GEDPRE
P
Title 1 Science Title 1 T1SC
Title 1 Social Studies Title 1 T1SS Title 1 Support Services Title 1 T1su
Title I Reading Indicator Entered on Edit Student screen, Manage District Services Any students who receive a District Service with a code T1R1 will be indicated as Title I Reading.
Title I Language Indicator Entered on Edit Student screen, Manage District Services. Any students who receive a District Service with a code T1L1 will be indicated as Title I Language.
Title I Math Indicator Entered on Edit Student screen, Manage District Services Any students who receive a District Service with a code T1M1 will be indicated as Title I Math.
Title I Homeless Indicator Entered on Edit Student screen, Manage District Services Any students who receive a District Service with a code T1H1 will be indicated as Title I Homeless.
Title I Neglected or Delinquent Indicator
Entered on Edit Student screen, Manage District Services. Any students who receive a District Service with a code T1NG1 will be indicated as Title I Neglected or Delinquent.
District Services Outcomes
Name State Code NCES Code Export
GED Prep GEDPREP CRDC
Enrollment Codes
Classifications are predefined and cannot be edited or deleted.
Each Enrollment Code must be classified as one of the following:
• E – Enrolled: Only one Enrollment Code classified as E per Academic Session allowed
• R – Re-enroll: A student may have an unlimited number of these per Academic Session
• W – Withdrawal - A student may have an unlimited number of these per Academic Session
It is recommend that there is only one Enrollment Code, Withdrawal Code, Re-entry Code and Drop code.
Name Class State Code
Entry E E
Name Class State Code
Re-entry R R
Withdraw W W
Drop W D
Enrollment Reasons
Name Class State Code
E1 First regular enrollment this year E, E1 E2 Transfer from another grade in this school E, R E2 E3 Transfer from another school in this district E, R E3 E4 Transfer from another public school in Mississippi E, R E4 E5 Transfer from a nonpublic school in Mississippi E, R E5 E6 Transfer from another state or country E, R E6 E8 Transfer from Community GED E, R E8 E9 Transfer from Home School E, R E9 R1 Re-enroll from Drop Out status R R1 T1 Transfer to another grade in this school W T1 T2 Transfer to another school in this district W T2 T3 Transfer to another public school in Mississippi W T3 T4 Transfer to a nonpublic school in Mississippi W T4 T5 Transfer to another state or country W T5 T7 Transfer to Community GED W T7 T8 Transfer to Home School W T8 C1 Completers-High school graduates (Diploma)-Student
who graduate prior to the end of the year. W C1 C2 Completers-Other than high school graduates
(Certificates, GED) W C2
Z1 Death W Z1
D01 Dropped-Physical illness or disability W, R 01 D02 Dropped-Drug and/or alcohol problem W, R 02 D03 Dropped-Emotional disturbance W, R 03 D04 Dropped-Behavioral difficulty exclusive of
suspension/expulsion W, R 04
D05 Dropped-Suspended/Expelled W, R 05 D06 Dropped-Restrained by court action W, R 06 D07 Dropped-Would/could not keep up with work – was
failing W, R 07
D08 Dropped-Peer pressure W, R 08 D09 Dropped-Felt I did not belong W, R 09 D10 Dropped-Dislike of School Experience W, R 10 D11 Dropped->Compulsion attendance age W, R 11 D12 Dropped-Entered a GED or an institutional program
not primarily educational W, R 12
Name Class State Code D13 Dropped-Lack of parental support/interest W, R 13
D14 Dropped-Must care for family member W, R 14 D15 Dropped-Economic reasons W, R 15
D16 Dropped-Married W, R 16
D17 Dropped-Pregnant W, R 17
D18 Dropped-Whereabouts unknown W, R 18 D19 Dropped-Reason unknown W, R 19 D20 Dropped-Other (written document required) W, R 20
Funding Methods
Included in the Personnel export.
Name Code State Code
Regular/MAEP (No special funds regular min program) 0 0
Title 1 1 1
Voc Ed 2 2
Sped Funding Code (Special Services 5 5
Gifted Funding Code 6 6
Other Special 9 9
Gender
Name State Code
Descriptor
Female F Female
Male M Male
Goals Sought
Name State Code
GED G
Other Completers O
Traditional T
Grade Levels
Name State Code NCES
99 62 PK
00 64 KG
01 01 01
02 02 02
Name State Code NCES
03 03 03
04 04 04
05 05 05
06 06 06
07 07 07
08 08 08
09 09 09
10 10 10
11 11 11
12 (Mark as Graduated Upon Promotion) 12 12
78 78
Grading Periods
The appropriate (usually FINAL) graded item must be marked as GRAD Credit and GPA Credit in the last grading period of the academic session.
Infractions (Disipline)
Name State Code
Alcohol ALC
Assault ASLT
Bomb Threat BTHR
Bullying BULLY
Corporal Punishment CORP
Disorderly Conduct DCOND
Extortion EXTN Fight FIGHT
Firearms Possession FAP
Gang Related GANG
Homicide HOCI
Kidnapping KNAP
Mayhem MYHM
Non Criminal Behavior NCB
Poisoning PSNG
Possession of Drugs DRUG
Rape RAPE
Robbery ROBB
Sexual Battery SXBT
Staff Assault STAS
Stalking STKG
Theft THEF
Name State Code
Tobacco TOB
Trespassing TRES
Vandalism VAND
Weapon Possession. WPOS
Instructional Setting
Any codes may be created. Only vocational or technical courses need to be assigned an Instructional Setting code that the State Code is VOC. Any other codes not to be reported to the state should have a blank State Code.
Name Code State Code
District D VOC
School S VOC
Technical V VOC
Vocational V VOC
Level of English Proficiency
Any codes may be created. Only codes with a state code of ‘2’ are used in state reporting. Names below are examples of what many districts use.
Name Code State Code
Level 1-Pre Production 1 2
Level 2-Early Production 2 2
Level 3-Emergent 3 2
Level 4-Intermediate 4 2
Level 5-High Intermediate 5 2
Level 6-Transtional 6 2
Migrant
Name ST Code
Yes Y No N
Periods
Note: Period State Codes must be 2 digit- maximum and must be populated in order to State Report. Sample 6 period day shown below.
Index Period Name State Code 0 0 or HR (Periods sort on Period Name) 99- Homeroom or
Attendance period (Optional)
Index Period Name State Code
1 01 or 1 or 1i 01
2 02 or 2 or 2A 02
3 03 or 3 or 3i 03
4 04 or 4 or 4B 04
5 05 or 5 or 5i 05
6 06 or 6 or 6A 06
Race
Name NCES Code State
Code
White 1002 W W
Black or African American 1000 B B
Asian 0999 AS AS
Hispanic 0997 H H
American Indian or Alaskan Native 0998 NA NA Native Hawaiian or Other Pacific Islander 1001 PI PI
Two or more races 1003 TM TM
Relationship
The following Relationship codes should be defined. Additional codes may be defined at your discretion, but are not state reported. For state reporting purposes, contacts marked as Is Custodian and Is Emergency Contact are exported and must have an associated mailing address defined.
For the Monthly Historical, the following codes are required.
Name Export ST Code
Mother Historical M
Father Historical F
Guardian Historical GUA
School Category
Name Export ST Code
Alternative Personnel ALT
School Programs
Students in School Program 52 Preschool, 54 Kindergarten, 56 Elementary, and 58 Secondary, must have courses with the state code of SPED in their schedule. This will “convert” to the student grade level when reporting to MSIS.
Note: When School Programs are entered,, a start date must be populated. End date only needs to be populated if Self-Contained status ends.
Name NCES State
Code Self-Contained Instruction Grade 52 (Preschool) PK 52 Self-Contained Instruction Grade 54 (Kindergarten) KG 54 Self-Contained Instruction Grade 56 (Elementary) 56 Self-Contained Instruction Grade 58 (High School 58
Service Types (District)
Name Code State Code NCES
IDEA IDEA IDEA
Title 1 Ti T1 (the letter
T and the number 1)
GED Prep CRDC GEDPREP
Special Education Status
Note: Special Education Banks are only open to add, edit or delete codes if SETS WEB is not installed.
Name Status ST Code
Active Active 01
Active/Referred Active 02
In-Direct Active 03
Contracted Active 05
Direct Active 08
Inactive Inactive 04
Not Eligible Inactive 06
Referred Inactive 09
Not Assigned Inactive 99998
Delete Inactive 99999
Archived Inactive ARCHIVED
Exited Inactive EXITED
Special Education Exceptionality
Note: Special Education Banks are only open to add, edit or delete codes if SETS WEB is not installed.
Name ST Code
Autism AU
Name ST Code Deaf-Blind DB
Developmental Delay DD
Emotional Disability EMD
Hearing Impaired HI
Intellectual Disability ID
Language/Speech Impaired LS
Multiple Disabilities MD
Other Health Impairment OHI
Orthopedic Impairment OI
Specific Learning Disability SLD
Traumatic Brain Injury TBI
Visually Impaired VI
Special Education LRE
Note: Special Education Banks are only open to add, edit or delete codes if SETS WEB is not installed.
Name ST Code
Correctional Facilities SI
Home PC Home-Hospital SH Inside General Education Class 40 to 79% of the Day SB
Inside General Education Class 80% or More of the Day SA Inside General Education Class Less than 40% of the Day SC Parentally Placed in Private Schools SJ Regular Early Childhood < 10 hrs/week - services in other location PL Regular Early Childhood < 10 hrs/week - services in regular program PK Regular Early Childhood >= 10 hrs/week - services in other location PJ Regular Early Childhood >= 10 hrs/week - services in regular program PI Residential Facility ages 3-5 PE Residential Facility ages 6-21 SF
Separate Class PG
Separate School ages 3-5 PF
Separate School ages 6-21 SD
Service Provider Location PH
Staff Classification (Classification)
Staff may have multiple classifications; however, only Primary classification will report to the state.
Name NCES State Code
School Personnel S
Non-School Personnel N
Counselor 04725 S
Non-Student (Other) O
Standardized Test
Name NCES State
Code
ACT ACT SAT SAT
Advanced Placement AP
State
Use standard US Postal 2-character state abbreviations as ST Codes.
Terms
Terms are school specific and each school in a District may use different terms. It is not necessary to create each of the terms listed below. It is only necessary to create the terms used by the school.
Name Code State Code
Start Date End Date Connect EDU Term All Year AY S1 1st day of school Last day of school Semester 1 Semester 1 S1 S1 1st day of school Last day of semester 1 Semester 1
Semester 2 S2 S2 1st day of Sem 2
Last day of school Semester 2
Term 1 T1 T1 1st day of school Last day of term 1 Quarter 1 Term 2 T2 T2 1st day of term 2 Last day of term 2 Quarter 2 Term 3 T3 T3 1st day of term 3 Last day of term 3 Quarter 3 Term 4 T4 T4 1st day of term 4 Last day of school Quarter 4 Summer
School SU SU 1st day of
summer school Last date of summer
school ?
Transportation
Name State Code
Pupils living in district transported by the district A1 Pupils living out of district transported by the district A2 Pupils living out of district transported by another district A3
Non-transported A4
Valid Alphabetic Grades
Valid Alphabetic Grades are user defined grades or percentages that will print on grade reports and work in conjunction with Grading Period Graded Items checked for Report as Alpha (from Scale) checkbox. If this is checked on the Graded Item and the State Code is populated, the information in the State Code field will export.
If the State Code is not populated, the information in the Name field will export.
If Report as Alpha (From Scale) checked and State Code is populated, the state code exports.
Name State Code Exports To State As
A A A
100 100 100
100 A 100 100
If Report as Alpha (From Scale) is not checked, the numeric grade is sent.
If Report as Alpha (from Scale) checked and State Code is NOT populated, nothing is sent.
Weapon Type (Disipline)
Name State Code
Firearm F Knife K
Other Weapon O
Other Setups and Data Entry for MS State Reporting
District Settings – School/District | District District Custom tab
• GPA Scale - This is the GPA scale used by the district (6 characters, alpha-numeric). For example, 4.0.
• C2C – These fields designate C2C settings.
• CRDC – These fields are in place for CRDC reporting.
School/District | District | Enrollment tab Enrollment
• Under Allow - Check Enroll and Withdraw from the same school in a single day.
• Under Allow - Do NOT check Enrollment on non-school days or Non-membership days.
Withdrawals
• Bullet First day of non-attendance.
• Check other items that apply to the district regarding the actions to take when a student withdraws.
Disallow Duplicates
To assist in the reduction of “duplicate” record creation – at least one of the choices shown below should be selected. It is recommended marking Social Security Number. For every choice(s), if a record exists in your district with the exact same data, a duplicate message will be received and record creation will be denied.
School Settings
These settings will need to be done for each school in the district. You only have to add this information for schools that report to the state.
School | Main tab
School | Custom tab
Course
• Default Instructional Minutes: Allows the user to setup the default instructional minutes used for reporting instructional minutes for course section(s) with a range of 1-480.
• Default Schedule Type: Allows user to select default schedule type.
If left blank, Personnel Report will send the default of Normal.
o 4X4 o AB o Modified o Normal
Demographic
• Community ID: ID for ConnectEDU.
Attendance Setup
To set up attendance, go to Attendance | Setup | Settings .
This information is used when a student checks into school late or checks out of school early and the system determines the attendance “record” to create.
On the Settings tab. Enter the following:
Daily and Period Attendance Calculation
Daily
• Attendance Units: Select Percentage of Minutes Absent.
• All Day: 37 (state mandated).
• Half Day: 36.99 (not reported to MSIS).
• Tardy Day: A percentage of time for which a student must miss before being considered tardy for the day. For example, if a student must miss one minute of the day to be considered tardy, enter 0.01. Set value based on district policy.
Note: Based on the above settings – if a student misses between 0.01% UP TO 36.99% of the instructional day as defined in their schedule, the student would receive an ALL DAY TARDY. If the student misses between 36.99% UP TO 37.00% of the instructional day as defined in their schedule, the student would receive a HALF DAY absence. If the student misses MORE THAN 37% of the instructional day as defined in their schedule, the student would receive an ALL DAY absence.
Period
• Skip Reason: Select the default attendance code to be posted from classroom when a student is “missing” from a class but not marked absent for the day.
• All Period: A percentage of time for which a student must be absent before considered absent for the period. For example, if a student must miss 29 minutes out of 60 minutes to be considered absent for the period, enter 51. Set value based on district policy.
• Half Period: A percentage of time for which a student must be absent before considered absent half a period. For example, if a student must miss more than 15 minutes out of 60 minutes to be considered missing half a period, enter 25.00. Set value based on district policy.
• Tardy Period: A percentage of time that a student must miss before being considered tardy to a class period. For example, if a student must miss one minute of the period to be considered tardy, enter 0.01. Set value based on district policy.
Note: Based on the above settings – if a student misses between 0.01% UP TO 50.99% of the instructional period time as defined in their schedule, the student would receive an ALL PERIOD TARDY. If the student misses between 50.99% UP TO 51.00% of the instructional period time as defined in their schedule, the student would receive a HALF PERIOD absence. If the student misses MORE THAN 51%
of the instructional period time as defined in their schedule, the student would receive an ALL PERIOD absence.
Daily Tardy Assignment
Select one of the following options:
• Never Allow Tardy Records – no tardy records will be created from check in and check out entries.
• Only Allow Tardy Records for Late Arrival – tardy records will ONLY be created, from a check in or check out entry, when a student arrives late (based on entered percentage).
• Only Allow Tardy Records for Early Leave - tardy records will ONLY be created, from a check in or check out entry, when a student leaves early (based on entered percentage).
• Always Allow Tardy Records - tardy records will always be created, from a check in or check out entry, whether a student arrives late or leaves early (based on entered percentage).
Period Tardy Reason
• Select the default attendance code to be posted from classroom when a student is “tardy” to a class period.
Valid Courses
For any courses that are to be reported to the state, a State Course Number must be assigned. The course must also be checked as Is State Reported.
Go to Scheduling | Valid Courses. Search for and select to View the course.
Note: If the course does not have a 6-digit state course number assigned but it is checked as Is State Reported, an error will display in the Monthly Student File Error Report indicating The export field CourseNum is required.
Course Custom tab
Course custom data is entered on the valid courses under Scheduling | Valid Courses | Custom
CRDC
• NCES Code: This is the code used for CRDC reports (Civil Rights Data Collection. Only used for CRDC reports when requested.
Scheduling
• Default Instructional Minutes: Allows the user to setup the default instructional minutes used for reporting instructional minutes for course section(s) with a range of 1-480.
• Default Schedule Type: Allows user to select default schedule type.
If left blank, Personnel Report will send the default of Normal.
o 4X4 o AB o Modified o Normal
Master Schedule
The following data elements may be entered on the master schedule. To enter the information, go to Scheduling | Master Schedule. Search for and select to View the section. Enter the following data:
• Course Type: Ex. Vocational (state code VOC).
• Teacher: Staff that is assigned to the course/ section.
• Period: Period course /section will be taught.
• Course Is Instructional: If checked, the course will be included on the Master Schedule report as instructional. Recommended.
• Is State Reported: Must be checked for the section to report on the Monthly Student File. If the box was checked on the valid course file, the box will automatically be checked when the user creates sections in the master schedule. However, the box may be unchecked if this specific section is not to be reported to the state. Ex. Homeroom, Computer, Library.
• Instructional Settings: If the course is vocational, select Vocational (state code VOC) from the list.
• Funding Method: Select the appropriate funding method for Personnel state reporting.
Master Schedule Custom tab
Course custom data is entered on the individual course sections under Scheduling | Master Schedule | Custom.
CRDC
• NCES Code: This is the code used for CRDC reports (Civil Rights Data Collection. Only used for CRDC reports when requested.
Scheduling
• Default Instructional Minutes: Allows the user to setup the default instructional minutes used for reporting instructional minutes for course section(s) with a range of 1-480.
• Default Schedule Type: Allows user to select default schedule type.
If left blank, Personnel Report will send the default of Normal.
o 4X4 o AB
o Modified o Normal
Student Information Submission
The following student information is submitted to the state. Student data is located under Students | Student Maintenance. Search for and select to View a student.
Main Tab
• Race: If the student has multiple races selected as his/her ethnicity, both race codes will be exported. If the Hispanic checkbox is selected the Ethnic Tag will send a Y instead of an N and the following information will be exported in the Monthly Student File.
<ETHNIC>Y</ETHNIC>
<RACE>W</RACE>
<RACE2>H</RACE2>
• Expected Graduation Date: Required when sending graduation or C1 or C2).
• Graduated checkbox: Required when sending graduation or C1 or C2 sends Promoted Tag Y).
• Address – Monthly Student File- 1st looks at the Physical Address field. If Same as Mailing is checked, it will default to the Mailing Address field.
