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TRAINING MANUAL – TENNESSEE STATE REPORTING

Revised: 01/28/2015 of 70 Version 05.14.10.00.10

Tennessee State Reporting Training Manual



Tennessee State Reporting Training Manual

Table of Contents: Product Setup District Information Configuration Student Management Configuration Grad. Yr/Grade Xref Setup Miscellaneous Settings Entity Configuration Entity Year Setup Miscellaneous Setup - School Codes Attendance Module Attendance Code Setup

Absence Type Codes Attendance Period Times Setup Event Codes Setup Calendar Codes Setup

District Calendar Setup Calendar Master Setup at 000 Tennessee Button Setup Calendar Detail Setup at 000 Calendar Terms Setup at 000 Calendar Days Setup at 000 Bell Schedule Setup

School Calendar Setup Calendar Master Setup Calendar Detail Setup Calendar Terms Setup Calendar Days Setup Bell Schedule Setup

Steps for adding Snow Days to the system Attendance Data Entry

Adding Events to Days

Demographics Module Demographics Code Setup Entry Code Setup Withdrawal Code Setup



Demographics Configuration Setup Demographics Data Entry Profile Tab Birth History Tab Entry/Withdrawal Tab Attendance Tab Current Scheduling Tab Grades Tab TN/NCLB Tab NCLB-2 Tab Immigrant Status Homeless Ltd Eng Pro Miscellaneous Club Membership TA Services Grade N Discipline Tab Busing Tab Food Service

Discipline Module Code Setup Action Code Setup Offense Codes Setup Code Setup Discipline Configuration Discipline Data Entry by Student Additional Information Zero Tolerance

Current Year Scheduling Module Codes Setup Course Length Sets Course Types Configuration Setup Scheduling Entity Year Setup Current Year Scheduling Data Entry Course Maintenance Course Section Course Meeting Pattern



Curriculum and Assessment Module Curriculum Code Setup Curriculum Configuration Curriculum Mater Data Entry Course Defaults Tennessee State Specific Additional Curriculum Information Curriculum Master Report Test Scores – Setting up for TCAP Achievement and EOC Scores

Grading Module TN Grading Background Grading Code Setup Grading Configuration Setup Grading Configuration Grading Setup GPA Setup

Special Education Module TN Special Ed Background Special Ed Code Setup Educational Environment Special Ed Configuration Setup

Staff Module Staff Code Setup Staff Types Staff Configuration Setup Staff Data Entry General Information Staff Information Assignment Staff Type



Product Setup

Product Setup > Contact Access > District Setup > Configuration > District Information Configuration:

District Code – enter the State Assigned District Code. This will be pulled on every State Report. Product Setup > Contact Access > District Setup > Configuration > State Reporting Configuration:

EIS: Auto-Scheduled Export EIS Data process - If your Skyward system is hosted by the state’s Azure system then it is appropriate to check the box to have your EIS extracts auto extracted by Skyward. Once checked the auto extract will then automatically pull the required EIS records three times per week and will send the data directly to the state. (Note option should only be enabled for Azure sites). Email EIS Export Results to: Enter in the district contact that is in charge of verifying the districts EIS data.



LEP: Manually select ELL status Code and Auto-calculate ELL Status Code - Districts will need to choose how they want Skyward to send ELL Status Codes to EIS on the 041 – Student Enrollment Records. First option is to manually select ELL status code which will allow districts to select the code to send for each student. The second option is to have the system auto-calculate the code to send for students.

Once an initial option is chosen, districts should not change options without support and guidance from a Skyward State Reporting Specialist.

For more information on how each of these options appear in the system read the section of this manual on data entry for NCLB-2/LEP tab.

Product Setup > Contact Access > Student Management > Configuration:

Set up the following Grade Levels:

Grade - Grades have to match the state’s Grade Levels exactly in order to be processed correctly for state reports. Example: You cannot set up a Grade Level of KG to represent Kindergarten; it must be K only.



2nd Lookup for students – State Reporting suggests that users have their 2nd Student Lookup set to SSN/PIN. Selecting this option will then allow users additional ways to look up a student in the system.

This makes it easy when troubleshooting State Reports that only contain the students’ State ID.

By selecting SSN/PIN users will then have four ways to lookup a student: Alphakey, Student State ID, SSN or PIN.

Under Entry/Withdrawal Settings:

Alter Display Withdrawal Date by One Day – this must be set to yes. In Tennessee, the student’s Withdrawal Date that is entered will be the day after the last day in class. This is a state law and setting this to Yes tells the system this information to be able to process all State Reports as well as internal reports correctly.



Product Setup > Student Management > Entity > Configuration > Entity Year Setup:

Default Yes – select one school to be the default school for the entity. If no default is selected, it will prevent the state reports from processing any records for that entity.

Miscellaneous Code Setup:

Office > Setup > Codes > School Codes

Expand School Information

School Number – Enter the State Assigned School Number for each School in the District. This will be used in nearly all EIS records as well as in any additional State Reports. Participates in Community Eligibility Provision (CEP) – This check box will be used to flag a school as participating in a CEP program. If a school has this box checked, students will no longer pull the classifications of X, Y or Z from the Food Service tab.



Expand Entity-School Cross – Reference

Default – ensure that if the School is the Default school for the entity, the Default is set to Yes. Calendar – Indicate the default Calendar for the School.

Both of these items will prevent the state reports from processing any records if not set correctly.



Attendance Module Attendance Code Setup Office > Attendance > Setup > Codes - Absence Type Codes Create Absence Codes that your district requires and crosswalk them to the appropriate State Code:

The Attendance Codes are sent to EIS on the 049 – Student Attendance Record. The Absence Category will determine what category the code is displayed as, on several

Tennessee State Reports. Any Absence code that is not tied to a State Code will not be looked at for state

reporting. Event Codes Setup Office > Attendance > Setup > Codes – Event Codes From Entity 000, add an Event Code for all of the following State Event Code types.

Select to Add/Edit Same Event for all Entities.

Crosswalk the Event Type to the State Event Type.



Add an Event Code for each state Event Type shown below.

Each Entity should have all of the same Event Codes available to them.

For Best Practices, users should name the events similar to that of the state codes.

Calendar Codes Setup Office > Attendance > Setup > Codes – Calendar Codes Background info: In Tennessee, District Calendars and School Calendars need to be created. The 000 District Calendar is the model from which all of the other calendars are to be based. The individual School Calendars are then linked to the appropriate District Calendar. Where this data is pulled for SR: District Calendars are used to complete the 200 Day Accountability Report. District Calendars are also pulled into EIS on the 010-200 Day Calendar Record and on the 011-200 Day Event Calendar Record. Start by creating the District Calendars. District Calendars – Create at Entity 000.

You will need to create a District Calendar for either Traditional or Year Round Calendar. The district will know which Calendar type they follow. Many times in Tennessee, you will need to create two district calendars, one for Traditional and one for Year Round. Districts can make more than two District Calendars if they choose. However, this is uncommon and we suggest prior state approval before doing this.



Calendar Master Setup in Entity 000: Method must be set to Calendar. The Tennessee button must also be completed in Entity 000.

Tennessee Button Setup in Entity 000

Unique District Calendar Number - enter a unique District Calendar Number. This number typically is a 01 for a Traditional Type Calendar and an 02 for a Year Round Calendar. However, this can be any number 01-99. This Calendar Number will also be entered on each School Calendar setup and this is how the District Calendar gets linked with the School Calendar. Instructional Calendar Code - enter the type of Instructional Calendar this district calendar will follow, either Year–Round or Traditional. Scheduled Days – enter the Scheduled Days for this Calendar either M-F or M–S. Attendance/Scheduled period bucket selection Calendar Master Setup - The remaining Calendar Master Setup for the District Calendar(s) can be set up however the district wishes.



Calendar Detail Setup in Entity 000 Select the Calendar Details for your District Calendar(s).

The calendar details at entity 000 will not be looked at for any reporting purposes because no students will be attached to the district calendar.

Calendar Terms Setup in Entity 000 Select the Calendar Terms for your District Calendar(s):

The Calendar Terms need to be set up with the correct dates to correlate with the number of terms for the district.

In Tennesee, users typically have days generated on their Calendar prior to the student Attendance Start Date that are used for Teacher In-Service Days.

Calendar Days Setup in Entity 000 Calendar Days need to be generated for the entire school year.



Calendar Bell Schedule Setup in Entity 000 A Bell Schedule does not need to be added to the District Calendars:

School Calendar Setup: Calendar Master Setup: Method must be set to C-Calendar. The Tennessee button must also be completed at the Entity level.



Tennessee Button Setup:

District Calendar Number - enter the District Calendar Number that this School Calendar follows. This is what will link the Calendar to the District Calendar. Instructional Calendar Code – enter the type of Instructional Calendar this district calendar will follow, either Year–Round or Traditional. Scheduled Days – enter in the Scheduled Days for this Calendar, either M-F or M–S. Instructional Program Number – enter a unique Instructional Program Number (01-99) that will make this Calendar unique to this school. Many times districts will use their state assigned School Code as the IPN. Teacher Day Start Time – enter the Teacher Day Start Time. This will be the time that represents the contract time for the majority of the teachers in the school. Teacher Day Stop Time - enter the Teacher Day Stop Time. This will be the time that represents the contract stop time for the majority of the teachers in the school. Attendance/Scheduled period bucket selection Calendar Master Setup:



Select the Periods that attendance will be taken or where the periods in which minutes are being calculated from. Select the Scheduled periods that the students will be scheduled into courses. Calendar Details:

The Calendar Detail Setup for the District Calendar(s) can be set up however the district wants attendance to be calculated for canned Attendance Reports, Report Cards and Transcripts.

The State Reports do not read this specific setup at the district level. If the Calendar Details setup would need to be different for each group of students

within a school then you would need to create multiple calendars to accommodate each setup.

Calendar Terms:

Select the Calendar Terms for your District Calendar(s): The Calendar Terms need to be set up with the correct dates to correlate with the number of terms for the district. In Tennesee, users typically have days generated on their Calendar prior to the student Attendance Start Date that are used for Teacher In-Service Days. Calendar Days:

Each day that students are in attendance must be set to Count As 1.0 Day (or .5 or .3). o Users can use the Utilities to Mass Create Days. o Each Calendar Day must have a Bell Schedule assigned in order for the system to

find scheduled minutes for Class Duration and Instructional Time for calculating student attendance.



Bell Schedule Setup Create a Bell Schedule to indicate the minutes of attendance per period. If you are using Self-Contained classes to house your attendance minutes, you can also choose to house those minutes directly on the course using Meeting Time Overrides. See the section on Course Setup. Create a Bell Schedule. This is where the minutes are pulled from.

At the Elementary Schools, if you are using Self Contained classes to house all the minutes, then lunch is counted as part of M.

At the High Schools, lunch is not to be counted as part of ADA/ADM. Minutes need to be built into the Bell Schedule as follows per grade level:

Half Day for Pre-K: 165 Minutes Half Day for K: 120 minutes Half Day for Full-Time: 195 Minutes Half Day for Part-Time: Half of scheduled minutes

Adding Events to Days: Events will need to be added to both the District Calendars and the School Calendars. The way you add Events does not change from District to School Calendars. The Calendar Events are reported on the 200 Day Accountability Report, 011-200 Day Event Calendar Record and on the 022-School Days Records for EIS. From Calendar Days click to Add Event. Select the Event from the Event Codes: Indicate whether this Event is Instructional or Non-instructional. Enter the Duration.



If an Event was added for a partial Non-Instructional day, then you will need to add the State Type Event Code of Instructional Day to the day as well. The Day Type would be Instructional and the Duration would be .5 or .33.



Steps for adding Snow Days to the system Step 1: Update all Calendars with the Snow Day - 1a.) Go to Office > Attendance > Setup > Codes > Calendar Codes – Calendar Days. Determine what needs to be updated for the calendar date. Example: Date 1/28/2015 is currently set to Days 1.00 and has 0 Events. This date is the one that needs to be updated to be a Snow Day.

1b.) From Entity 000, run the Mass Change Calendar Days for Multiple Calendars Utility located at Office > Attendance > Setup > Utilities:

Name your template and select to Change Day(s).

1c.) Click the Selected Day(s) button:

Add in the day(s) that are Snow Days. Click Save.



1d). Click the Selected Calendar(s) button:

Select all calendars that need the Snow Day(s) added.

1e.) Click the Selected Event(s) button:

Add the selected event that represents Snow Day (typically this will be SI – Stockpile Inclement Weather Day).

This event will need to be added several times, once per each calendar and entity.

1f.) Select the Change Day(s) Options button:

Update the count As field to be 0.0 and click Save.



1g.) Click Save and Run.

1h.) Verify Calendar Day was updated. Step 2: Update Reporting Periods - 2a.) Go to State/Federal Reporting > Tennessee > Setup > Codes > Reporting Periods Setup:

Highlight the current school year for the specific calendar ID and expand the record. Take note of the reporting period in which you just added the snow day for, so that you can verify the date change once this step is completed.

2b.) Click Delete to delete the reporting periods for the year:

Note that we will add these back in next step.



2c.) Click Add button:

This will force the system to recalculate the 20 day reporting periods for the calendar.

Click Save.

2c.) Verify reporting periods were correctly recalculated:



2d.) Repeat steps (2a-2c) for every calendar affected. Step 3: Update Required Event Code Setup – 3a.) From Entity 000, go to State/Federal Reporting > Tennessee > Setup > Codes > Required Event Code Setup:

Highlight the school year and click edit.

Update the number of Instructional days so that the number decreases by the number of snow days you just added.

Step 4 (optional) - Make any additional updates to attendance records or discipline records that may have been entered previously for the school days that turned into snow days.



Demographics Module

Demographics Code Setup:

Entry Code Setup: Create the following entry codes: E = Regular Enrollment E1 = Enrolled from out of state, not previously enrolled this year in Tennessee public school TR = Transferred Enrollment TC = Transfer to another school due to previous school being under achieving EC = Continue to transfer to another school due to previous school being under achieving LC = Local Code used for when students change grade levels mid-year

All Entry Codes, except for LC, need to be cross-walked with a State Enrollment Reason Code.

Status must be set to Active



Withdrawal Code Setup: The following Withdrawal codes need to be added to the system:

LC must also be added to be used when a student changes a grade level mid-year.

GR must also be added, as this signifies that the student has graduated. NP must also be added, as this signifies that the student is a Normal Progression

student. Additional Notes: In Tennessee, districts are required to withdraw students at the end of each year. All Entry Codes, except for LC, GR, and NP need to be cross-walked with a State

Withdrawal Reason Code. Status must be set to Active

Demographics Data Entry Student General > Profile Tab



First Name - this is the legally recognized first name of the student. This is pulled on the 040-Student Record. Middle Name - this is the legally recognized middle name of the student. This is pulled on the 040-Student Record. Last Name - this is the legally recognized last name of the student. This is pulled on the 040-Student Record. Name Suffix – this is the legally recognized suffix of the student. If none, then leave blank. This is pulled on the 040 – Student Record.

Entered 9th Grade – enter this value after Year End has been run for students who enter 9th grade. Users can run a utility to assist in populating this field. This is submitted on the 040 –Student Record. http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_DE_1389667_100_T.htm. Graduation Date – pulled for Completion Document Date on the 051-End of Service Record. Completion Document - This is the type of completion document (Diploma) the student has earned. This is pulled on the 051-End of Service Record. Users can run the following utility to assist in populating this field prior to Year End.

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_DE_1389667_100_T.htm

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_DE_1389667_100_T.htm



http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MA_1389676_100_T.htm Date of Birth – student’s Date of Birth. This is pulled on the 040-Student Record. Gender – student’s Gender. This is pulled on the 040-Student Record. Ethnicity – the Ethnicity of the student; checks to see if a student is flagged as Hispanic. This is pulled on the 040-Student Record. Race – the Federal Race of the student. This is pulled on the 040-Student Record. Language – the Native Language of the student. This is pulled on the 040 – Student Record. Mom’s Maiden – Mother’s maiden name must be entered when the student does not have a State ID. Other ID – Extracted as Local Student Key. This is extracted on all EIS student related records. Student General > Birth History Tab

Birth Country - the Birth Country of the student. The code is hard-coded in the system. This is pulled on the 040-Student Record. Birth State - the student’s Birth State. Required if Country = US, otherwise enter AA = Unknown. The code is hard-coded in the system. This is pulled on the 040-Student Record. Birth County – the student’s Birth County. It is required if State is entered. Otherwise enter 000=Unknown. This is pulled on the 040-Student Record.

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MA_1389676_100_T.htm

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MA_1389676_100_T.htm



Student Profile > Entry/Withdrawal Tab

Entry Date – this is the student’s Entry Date. This date can be prior to school starting for all NP students or the first day of attendance for all other students. This is pulled on the 041- Student Enrollment Record. Grade – this is the student’s Grade. Valid codes are P3, P4, K, 01, 02…, T1, T2, T3, T4, T5, T6, T7, T8 (T =Transitional Grade Level). This is pulled on the 043-Student Instructional Grade Record. Entry Code – this is the student’s Entry Code for his/her enrollment. Valid Codes are E, E1, TR, TC, and EC. School – the School ID where the student attends. This is pulled on various EIS records. The School ID is pulled from the School Number field in School Code setup and can be up to a four- digit number. If only two digits are entered, the leading zeros are added when it is pulled into EIS. Res District – this is where you enter the district providing services, if not the home district. This is pulled on the 041-Student Enrollment Record. Public School Choice Applied – check if this student applied for a transfer under School Choice. This is pulled on the 083-Student Choice Applied Record. Course of Study – enter if student’s course of study for the enrollment is T = Technical, U = University, D = Dual or leave as N/A. This is pulled on the 041-Student Enrollment Record. Ineligibility Status – enter the student’s Funding Ineligibility Status. This field defaults to 0 and users should update it if the student’s status is 1 = Excluded Out of State or 2 = Excluded, I20 Student. This is pulled on the 042-Student Ineligibility Funding Status Record. Withdrawal Date – enter the first day after the last day of enrollment in the school. Offset is turned on in Tennessee. This is pulled on the 050 – Student Withdraw Record. Withdrawal Code – enter the appropriate Withdrawal code for the student. See the list of state Withdrawal codes above in Demographics Code Setup. This is pulled on the 050 – Student Withdraw Record.



Retained – If the student was retained at the end of the year flip this flag to Yes. This will then be extracted on the End of Service Record (051 Record) for EIS. EIS No Show – If a student did not show up for school on a date they were expected to start, the student may be a “no-show” student. In this situation, EIS expects these students to be reported with the same entry and withdrawal dates, however because the system will not let you enter in the same withdrawal date as the enrollment date users will need to enter in the day after the enrollment date as the withdrawal date and select the No – Show button. Having the No-Show button selected will then trigger the EIS process to send the prior date as the withdrawal date (essentially the system is then sending the same entry and withdrawal dates to the state).

Student Profile > Attendance Tab

Attendance Date – this is reported on the 049-Student Attendance Record. Attendance records (049) will be created when the student is absent for more than half the day: Half Day for Pre-K: 165 Minutes Half Day for K: 120 minutes Half Day for Full-Time: 195 Minutes Half Day for Part-Time: Half of scheduled minutes Attendance Type – this value is cross-walked to a State Type value located on the Attendance Type Code Setup. This is pulled on the 049-Student Attendance Record.



Student Profile > Current Scheduling Tab

Start and Stop Terms – the system is looking at the start and stop dates for a course to help determine the dates that the student is scheduled to be in the class. These dates then populate the Student Class Begin Dates and Student Class End Dates and are pulled on the 048-Student Class Schedule Record. Also, see the section on Transactions below. Course – the local course is used in combination with the Entity ID and Section to form a sequence of numbers that becomes the Local Class Number, which is reported to EIS on several Records including the 048-Student Class Schedule Record. Transactions - transactions are looked at in Tennessee and it is VERY important that the transactions are accurate. The Effective Date for a class add needs to be the first day the student sat in class. The Effective Date for Drops needs to be the first day the student was no longer in the course. It is highly recommended that users are required to turn on the option to prompt for Effective Date in the Current Scheduling Options area.



Edit a Course:

Vocational Outside IEP – flag if this course for the student is a Vocational course and is above the base of 23.5 Special Ed Contract Hours. This is pulled on the 048-Student Class Assignment Record. Private/Out of State Transfer – Flag if the course is a Transfer course from a private school or from an out-of-state school. This is pulled on the 080-Student Final Grade Record.

Numerical Course Grade – The primary reason to enter the Numerical Course Grade is when you are entering in a transfer course for a student that is coming from a Private or Out of State school and the Private/Out of State Transfer flag is checked on the course. Typically, the data entry for a transfer course will be done on the Grades tab. However, should you want to add a transfer course for a Private/Out of State Transfer course for the current year you can do so from this screen. If the numerical course grade is known you can enter it on this screen as well. In many cases, the numerical course grade will not be known; if so, then it is appropriate to leave it blank. See more of an explanation of the numerical grade under the Grades Tab.

Student Profile > Grades Tab

Final Grade – the student’s Final grade is pulled from the FIN Grade Bucket as the student’s Alpha Grade. This is pulled on the 080-Student Final Grade Record. Grades Tab > Edit Screen



Vocational Outside IEP – flag if this course for the student is a Vocational course and is above the base of 23.5 Special Ed Contract Hours. This is pulled on the 048-Student Class Assignment Record. Private/Out of State Transfer – Check this flag if the course you are entering is a Transfer course from a private school or from an out-of-state school. Numerical Course Grade – The primary reason to enter the Numerical Course Grade is when you are entering in transfer courses from a private or out of state school. If the Private/Out of State Transfer flag is checked and the numerical course grade is known you can enter in the numerical grade to send to EIS. In many cases, the numerical course grade will not be known; if so, then it is appropriate to leave it blank. EIS School Year – The Primary purpose to enter in the EIS School Year is when you need the private or out of state transfer course to send to EIS. If the historical course you are adding is flagged as Private/Out of State Transfer and if the course and grade needs to be sent to the state, you will need to enter the current school year (Skyward school year; Ex. 2015) in the EIS School Year field so that EIS will send that course record to the state.

The TN DOE does want all courses that students take to be reported to the state/EIS system. When a student transfers into your district from another TN district, then the state already has that student’s class history, so the Skyward system doesn’t have to send that course to the state/EIS again. However, when a student transfers from out of state or from a private school, the state will not have those course records and it is appropriate to send them to the state once entered into Skyward.

As a secondary purpose, if you need a course to send to EIS on the 080 record you can enter in the EIS School Year (Ex. 2015) and this will be the trigger for the system to pull the course and final grades to send to EIS.

Earned Credits – the number of credits earned will pull on the Credit Earned field on the 080-Student Final Grade Record. Student Profile > TN/NCLB Tab



Social Security Number - this is the student’s SSN. SSN is not required. However, if the SSN is not entered, then a PIN must be assigned and reported to the state in lieu of the SSN. State Student Number – this is the student’s State ID assigned by the state that will remain with the student for their entire school career. Students are initially assigned a State ID through the importing of the 040-Student Record. Student PIN – this is a student assigned PIN when the student does not have a SSN. This is pulled on the 040-Student Record. US Entry Date – if reporting an immigrant student, then enter the date the student first enrolled in a US School.



TN EIS Button

Previous First Name: Enter in the previous first name of the student as of the last EIS transmission, if different than the first name last transmitted to EIS. This will then be extracted on the 040 – Student Record. Previous Middle Name: Enter in the previous middle name of the student as of the last EIS transmission, if different than the middle name last transmitted to EIS. This will then be extracted on the 040 – Student Record. Previous Last Name: Enter in the previous first name of the student as of the last EIS transmission, if different than the last name last transmitted to EIS. This will then be extracted on the 040 – Student Record. Previous PIN: Enter in the previous PIN for the student as of the last EIS transmission, if different than the PIN last transmitted to EIS. This will then be extracted on the 040 – Student Record. Previous Social Security Number: Enter in the previous SSN for the student as of the last EIS transmission, if different than the SSN last transmitted to EIS. This will then be extracted on the 040 – Student Record. Student Profile > NCLB-2 Tab Immigrant Status

Start Date – enter the date the student first enrolled in a US School.



End Date – this can remain open until the student withdraws. Then you may enter an End Date. This is pulled on the 040-Student Record. Homeless

Start Date – enter the start date that the student became Homeless. End Date - enter the end date that the student was no longer considered Homeless. Homeless Residence – enter the student’s Homeless Residence. This is pulled on the 041 – Student Enrollment Record. Unaccompanied Youth - flag if the student is considered to be an Unaccompanied Youth (not living with Parent or Guardian). This is pulled on the 041-Student Enrollment Record. Served by McKinney-Vento Funds – flag if the student was served by Federal McKinney-Vento Funds at any time during the school year. This is pulled on the 041-Student Enrollment Record. Ltd Eng Pro

Native Language – enter the student’s Native Language. This is not directly reported to EIS but should be entered to retain data integrity.

Verify that the Student Language and Home Language are correct. If the State Reporting Configuration setting is set to Calculate an ELL Status Code:

Current ELL Status reflects what value will be sent to EIS on the 041 – Student Enrollment Record as of today. This value is calculated based on the Start and End



Dates entered on the LEP tab. The calculation is outlined below. This is a display only field users cannot edit this value.

Start Date – enter the first date that the student began receiving LEP Services. End Date – enter the last date that the student stopped receiving LEP Services. Receiving Services - this must be checked while the student is receiving LEP Services. Waived ELL Services - check if the student qualified for services but chose to waive the services. LEP Values are calculated based on the Start Date that is entered for a student. Users should not enter an End Date until the student has completely tested out and passed the ELDA test. The calculation for English Language Background is as follows and is reported on the 041-Student Enrollment Record. 1. Code L: If there is an active LEP record, the code is “L.”

Meaning, there is a Start Date, but no End Date. 2. Code 1: If first year of monitoring, the code is “1.”

If the End date is equal to or less than 365 days from the End Date, then the code is 1.

3. Code 2: If second year of monitoring the code is “2.”

If the End Date is greater than 365 days but less than or equal to 730 days from the End Date, then the code is 2.

4. Code N: If there is no LEP and the Native Language is not English (state code ‘eng’), then the code is “N.”

If no LEP Start and End Date record is entered and the student’s Native Language on the LEP Screen is other than English, then the code is N.

5. Code G: If the LEP record is more than 2 years old and the student’s Native Language is not English and the student is grade 9, 10, 11, or 12, then the code is “G.”

If the End Date is greater than 730 days and the student is in grades 9-12, then the code is G. Once a student is sent with a code G, they are always sent with a code G.



6. Code F: If the student is a former ELL student and is not in grades 9-12, then the code is “F.”

If the End Date is greater than 730 days from today’s date and the student is not in grades 9-12, then the code is F. Once a student is a code F, they are always a code F.

7. Code E: If none of the above codes apply, the student is English Native; then the code is “E.”

The student was never LEP. 8. Code W: If student's latest LEP record has the "Waived ELL Services" option checked, then the code is "W."

The student will have a Start Date and End Date entered. These dates can be left to the district to decide. As long as the Waived flag is checked, the student will report correctly.

If the State Reporting Configuration setting is set to Manually select an ELL Status Code:

The system will pull whatever value is entered as of the date that EIS is ran. The ELL Status Code is pulled on the 041-Student Enrollment Record for EIS.



Misc

Start Date – enter the Start Date for the classification. End Date – enter the End date for the classification. Instructional Program Number - Enter the IPN that the student follows. This is required for the record to pull and should match the IPN of the corresponding enrollment calendar. Category – set up the following Category codes. These are then pulled on the 044- Student Classification Record. *Users do not need to set up Classifications X, Y and Z (Eliminated from this list) which represents Free, Reduced or Normal Lunch Codes as this information is pulled directly from the Food Service Lunch Code. 1 = LEAPs Participant 2 = 21st CCL Participant 3 = CEP Eligible 4 = Active Duty Military Dependent

5 = National Guard Military Dependent

6 = Reserve Military Dependent

7 = Juvenile Court Referral

A = Alternative B = Fee Based P3, P4 D = Adult E = Head Start Funded P3, P4 F = Locally Funded P3, P4 H – Homeless I – Migrant K – Educated in a Residential Mental Health Facility L = Econ Disadvantaged P = Private Q = Vol. expansion (P4)/pilot P3, P4 R = Regular



T = Title I V = Even Start Funded P3, P4 W = Imagination Library Use the utility to Mass Assign Misc Programs. Found under TN/PS/UT: http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MP_1208197_100_T.htm

Club Membership

Start Date – enter the Start Date for the Club Membership. End Date – enter the End Date for the Club Membership. Instructional Program Number - enter the IPN that this student follows. This is required for the record to pull and should match the IPN of the corresponding enrollment calendar. Club – select the appropriate Club from the list of hard-coded codes. This pulls on the 052-Student Club Membership Record.

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MP_1208197_100_T.htm

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_PS_UT_MP_1208197_100_T.htm



TA Services

Start Date - enter the Start Date for the Service Type Instructional or Support for this student. End Date – enter the End Date for the Service Type for this student. Service Type – enter the Service Type for the student, either Instructional or Support. This is pulled on the 081- Student TA Instructional Services or 082- Student TA Support Services for this student. Assistance - enter the Type of Assistance the student receives for the Service Type. This is pulled on the 081- Student TA Instructional Services or 082- Student TA Support Services for this student. Instructional Program Number - enter the IPN that this student follows. This is required for the record to pull and should match the IPN of the corresponding enrollment calendar.



Grade N – This area should no longer be used as of the 2014-2015 SY and rather the Grade N option information should be imported or entered in the Special Education module. See data entry for Special Education module in this manual.

Student Profile > Discipline Tab Offense Record:

Offense – assign the appropriate Offense to the student. If the offense assigned is tied to a state offense code (see Discipline Module Setup), then the Offense is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Primary Reason. Offense Date - enter the date that the Offense occurred. This is also known as the Date of Infraction. This date is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Offense Date.



Action Record for the Offense:

Action - enter the Action that is assigned to the student for the Offense. If the Action assigned is tied to a state action type (see Discipline Module Setup), then it is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Action Type. SE Modified Action - check if the action was modified due to the student being in Special Education. This is pulled on the 046- Student Disciplinary Action Record as the SE Modified Action value. SE Discipline Action Authority - enter the Authority for this Disciplinary Action that was imposed on the student if they are a Special Education student. This is pulled on the 046- Student Disciplinary Action Record. Date to Serve – enter the dates that the student will be serving his/her Action. The first and last dates are pulled on the 046- Student Disciplinary Action Record as the Beginning and Ending dates.



Student Profile > Busing Tab Addresses:

AM Bus Number - enter the AM Bus Number for the student. This will pull on the 045-Student Transportation Record. PM Bus Number - enter the PM Bus Number for the student. This will pull on the 045-Student Transportation Record.

Transportation:

Start Date - enter the day the student bus transportation begins. This date is important when running the Transportation ADT Report at the end of the year.



End Date – enter the last day that the student is transported. This date is important when running the Transportation ADT Report at the end of the year. An End Date must be entered at the end of each year. The End Date can be assigned during the year end process. Miles Transported – enter the number of Miles Transported one way. This number is pulled on the 045-Student Transportation Record and will also be looked at when running the Transportation ADT Report at the end of the year. Transported Flag - be sure this flag is checked if the student is currently being transported. This field is not directly pulled on the 045-Student Transportation Record; however, the 045 and the Transportation ADT Report will not look at this student unless the Transported flag is checked to indicate the student is currently being transported. Student Profile > Food Service Tab

Lunch Code – assign the student’s Lunch Code. The Lunch Code must be associated with a Lunch Code Type. That Lunch Code is then pulled on the 044-Student Classification Record.



Discipline Module

Code Setup

Action Code Setup: Create Action Codes and be sure to cross-walk them the state types below.

Action Codes can also be added and not cross-walked to a state type to avoid sending to EIS.



The State Action Code is what will pull on the 046-Student Disciplinary Action Record.

The Action Code being assigned to the student (see Student Profile > Discipline Tab) determines whether the Action is reportable to the state on the 046-Student Disciplinary Action Record.

Offense Codes Setup: Create Offense Codes and be sure to cross-walk them to the state types shown below.



Offense Codes can also be added and not cross-walked to a state type to avoid sending to EIS.

The State Offense Code is what will pull on the 046-Student Disciplinary Action Record.

The Offense Code being assigned to the student (see Student Profile > Discipline Tab) is what will determine whether the Action is reportable to the state on the 046-Student Disciplinary Action Record.

Discipline Configuration Nothing specifically needs to be set up for state reporting in the configuration area.



Discipline Data Entry by Student: Student Offense Record:

Offense – assign the appropriate Offense Code to the student. If the Offense assigned is tied to a State Offense Code (see Discipline Module Setup) then the Offense is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Primary Reason.

Offense Date – enter the date that the Offense occurred. This is also known as the Date of Infraction. This date is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Offense Date.



Student Action Record:

Action – enter the Action that is assigned to the student for the Offense. If the Action assigned is tied to a State Action Type (see Discipline Module Setup), then it is pulled on the 046- Student Disciplinary Action Record as the Disciplinary Action Type. SE Modified Action - check if the Action was modified due to the student being in Special Education. This is pulled on the 046- Student Disciplinary Action Record as the SE Modified Action value. SE Discipline Action Authority – enter the Authority for this Disciplinary Action that was imposed on the student if they are a Special Education student. This is pulled on the 046- Student Disciplinary Action Record. Date to Serve – enter the dates that the student will be serving his/her Action. The first and last dates are pulled on the 046- Student Disciplinary Action Record as the Beginning and Ending Dates. Total Time- Total Time for an In-School Suspension must be set to Days and be greater than .5 Days in order to be reported to the state. Additional Information:

Zero Tolerance Actions are collected by EIS on the 046 Record. This is pulled behind the scenes. If the State Offense Code = 17, 18, 19, 20, 32, or 35, then the Offense will be pulled as Zero-Tolerance - Yes.



Current Year Scheduling Module

Codes Setup

Course Length Sets - within the Course Length Sets is where the Class Start and End Dates are determined for pulling on the 030-Class Section Record and on the 048-Student Class Schedule Record. This can also be set up within the Grading Module. Users may only need to verify that this is set up correctly when in Current Year Scheduling. Districts should create a separate Course Length set for those courses that require an EOC test to be taken with the course.

Course Types - Users will need to create a Course Type code that signifies a vocational education course. This code value is user defined and can be any value such as AG, TE, etc. The



Type Flag is the important part that tells the system this is a Voc Ed class, users need to be sure to set the Type Flag is to Vocational. This setup is important for Voc Ed Reporting in EIS. Configuration Setup

Scheduling Entity Year Setup:

Block Schedule (State Reporting) – check if the entity uses Block Scheduling. This is pulled on the 020-Instructional Program Record. Spring Block Begin Date - if using Block Scheduling, then enter the Spring Block Begin Date. This is pulled on the 020-Instructional Program Record.



Current Year Scheduling Data Entry Current Scheduling > Course Master > Course Maintenance

Course Length Set - Used when determining the Course Start and Stop dates. This information pulls on the 030-Class Section record and on the 048-Student Class Schedule record. Districts should create a separate Course Length set for those courses that require an EOC test to be taken with the course. Type – enter the Type if Voc Ed. This is used when running the Vocational Class FTE ADA and ADM Reports. Earned Credits – enter the Earned Credits. This is used when determining how many credits a student can earn when pulling on the 080-Student Final Grade Record. Course Status - must be set to Active in order to schedule students and to pull on any state reports. Grade Course - must be set to yes in order to assign Grades to students if the course is going to be included for students on the 080-Student Final Grade Record. Keep Attendance - must be set to yes in order to be included in EIS or any Attendance or Membership Reports. Course Key – This is the first part of Local Class Number (Course Key + Section). This is sent on all course related records for EIS.



Current Scheduling > Course Master > Course Section

Class Control Set – must be filled out in order to extract correctly for EIS or any other State Reports. Calendar – enter the appropriate Calendar to which this course should be attached. This Calendar should be the Calendar that the students are attached to who attend the class. If the students are attached to a different Calendar than what is on the Section then these students will not be sent to EIS as attending this course. In this case a separate Section should be created with the Calendar that the students are attached to. Attendance Method – this must be set to Mixed or Computer. Use Class Meeting Time Override – check if the attendance or class minutes are not coming from the Bell Schedule and this course is not a Pull-Out. This is typically only checked and filled out for Self-Contained Courses. Section – Last part of Local Class Number (Course Key + Section). This is sent on all course related records in EIS. Tennessee Button – This button contains several State Reporting fields that are required in order to be extracted into EIS or to be counted in any other State Reports.

There is no mass assign for this process.

Users will need to enter this information per section of each course.

To verify that all fields have been filled in for each course, users can run the Course Report by Course Report (WS\OF\CS\BC\RE\CR).

The Tennessee-specific fields can be found in Report Format in the User –Defined Course Report.

Course Report By Course Report Tutorial:

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CS_BC_RE_CR_923324_100_T.htm





See below for fields within the Tennessee button:

Service District ID - enter the District code for which the course is being offered. This is reported on the 030-Class Section Record. Service School ID – enter the School code for which the course is being offered. This is reported on the 030-Class Section Record. Class Type - enter the Class Type for the course. This can be Traditional, Pull-Out or Self-Contained. This is reported on the 030-Class Section Record. Teaching Method - enter the Teaching Method for the course. This is reported on the 030-Class Section Record. Quality Points - enter the Quality Points for this course. Quality Points are points that can be assigned to Honors, National Industry Certification, AP or International Baccalaureate courses. Courses with Quality Points in the Course Master will pull as follows on the 080 – Student Final Grade Record:

For the Alpha Grade - we pull the Alpha Grade as shown in the FIN Grade Bucket. For the Numeric Grade - we pull the Numeric Grade shown in the FIN column's Alpha

Grade in the Gradebook minus the 3 or 5 points. For Quality Points - we pull the Quality Points assigned in the Course Section.

Federally Funded - check if this course is a Federally Funded Course. This will pull on the 063-Staff Member Class Assignment Record in EIS. Population Served – this field is used for the Ed-Fi extraction. A pre-defined list can be chosen from or a “blank” code can be selected. Teacher Start Date/End Date - If a course changed teachers mid-course, then users will need to add a record in the Teacher area to reflect the Start and End Dates for both the historical



teacher(s) and current teacher in order to report them on the 063-Staff Member Class Assignment Record in EIS. Current Scheduling > Course Master > Course Meeting Pattern

Scheduling Term Start/Stop - this is what will be looked at when creating records in EIS and needs to be accurate. Scheduling Period and Attendance Period – this is what the system is looking at when determining how many minutes are associated with this course in the Bell Schedule for EIS reporting as well as in other Tennessee State Reports such as the ADA/ADM. Users need to accurately check the days that the course is scheduled and is keeping attendance. If a day is not checked, it will not count in attendance for students.



Building – Fill in the building where the class is taking place. The Building is attached to a specific school and is used for reporting Staff records to EIS 060, 062 & 063. Teacher - Fill in the teacher of record for the course. This is used for reporting to EIS on the 063 – Teacher Course Assignment Record. Teacher Type - Primary Teacher Type is what will need to be flagged in order for minutes to count in attendance when running the ADA/ADM Report. Class Meeting Time Override - this must be entered in order to not pull the minutes from the Bell Schedule. This should not be entered for Pull-Out courses and is typically only entered for Self Contained courses. This serves as an override in order to not pull the minutes for the period from the Bell Schedule. This will affect EIS records as well as ADA/ADM Reporting. Class Meet Type - this must be flagged as Instructional or Study Hall in order to count towards student attendance. Classes flagged as Lunch, Recess, or Other will not have the minutes counted in attendance for the students.



Curriculum and Assessment Module Curriculum Code Setup

There is not any state specific configuration that needs to be set up for Tennessee. Curriculum Configuration

There is not any state specific configuration that needs to be set up for Tennessee. Curriculum Mater Data Entry Background Setup Information:

All Curriculums need to be District (000) Curriculums. When creating the Curriculum Master records for the district, use the utility to Mass

Create Curriculum Master Records and check the option to Create District-Wide Curriculum Master Records.

Mass Create Curriculum Master Records Tutorial:

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/SM_OF_CA_CM_PS_UT_MC_766792_100_T.htm

Curriculum Master > Course Defaults





Course Type - Course Type Codes will need to be added for Vocational Education Courses. The Type Flag on the Code Maintenance Screen must be set to Vocational. This is important for any Voc Ed Course to be correctly pulled when running the Vocational FTE ADA and ADM Reports. Honors Course – Flag if the courses attached to the curriculum are Honors Courses. This is then extracted for the Honors Class Indicator (030 Record).

Curriculum Master > Tennessee State Specific

Special Course – check if the course does not have a Course Code. In certain situations, a district may have a course that does not have a Course Code that they are able to assign to it. In this situation, a district can select the Special Course flag which will then activate a field in which they can enter in the Course Code that needs to be reported to the state through EIS.

This field is used rarely or never within a district. The district will usually have to obtain permission from the state to create and use a

Special Course Code. Course Code – enter the Course Code for the courses that are attached to the Curriculum. This is the State Course Code that will be reported to EIS on various records. If this field is left blank, then courses attached to the Curriculum will not be reported to the state. Transcript Course Code – Users can enter the code that should print on student transcripts. This field is not used in state reporting, and is only used in transcripts. Additional Curriculum Information Users can run the Curriculum Master Report (WS\OF\CA\CM\RE\CM) in order to see which Curriculums do not have a Course Code entered.

Curriculum Master Report Tutorial: http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CA_CM_RE_CM_1176535_100_T.htm

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CA_CM_RE_CM_1176535_100_T.htm

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CA_CM_RE_CM_1176535_100_T.htm



Test Scores Tennessee sites can choose to import TCAP EOC and Achievement scores so that they calculate into the student’s second semester final grade. What is TCAP? TCAP is a state required assessment given to students in the state of Tennessee. There are two different types of TCAP tests students take: 1. TCAP Achievement – Given to students in grades 3-8 in the following subjects: Reading, Language Arts, Mathematics, Science and Social Studies.

TCAP Achievement will count between 15-25% of second semester final grade. (up to the district to decide the %).

2. TCAP EOC – Given to High School Students as End Of Course exams for the following subjects: English I, English II, English III, Algebra I, Algebra II, U.S. History, Biology I and Chemistry TCAP EOC will count as 25% of the second semester final grade. What will the TCAP Setup in Skyward do? If users choose to complete the setup outlined in this document, then the system will be able to import the TCAP tests into an EOC grade bucket and include that grade into the second semester grade.

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_2556217_TN_TCAP_SETUP.pdf



Grading Module

Tennessee Grading Background: Grading setup is necessary for reporting student final grades on the 080-Student Final Grade Record to EIS. This information is pulled from the Final Grade Bucket. Districts must also consider how TCAP Achievement and TCAP EOC will account into the students grades. TCAP Achievement and TCAP EOC are mandated by the state to calculate into the students second semester final grades. Setting up EOC in Skyward will impact Grading and Test Scores setup. For more information please view the TCAP Setup Document.

Grading Code Setup No State Reporting Specific Setup is necessary. Grading Configuration Setup

Grading Configuration (WS\OF\GR\PS\CF): Nothing State Reporting specific. Grading Setup (WS\OF\GR\PS\CF\GS):

Entity Setup - Within Entity Setup, users must select to use the Final Grade Bucket:

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_SR_TN_2556217_TN_TCAP_SETUP.pdf



Grade Sets - Within Grade Sets, users must select to Use Final in the appropriate Set ID:

Course Length - Within the Course Length setup, users will need to go into the Control Sets and cross-walk to the appropriate State Term Code. Districts should create a separate Course Length set for those courses that require an EOC test to be taken with the course.



Users must also indicate to Use in Earned or Use in Failed in order to properly calculate credits earned.

Grade Marks - Within Grade Marks setup, users can choose to create the typical Grade Marks or use numerical Grade Marks. If using the standard Grade Marks, users can only set up the following: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, I, P. If using a numerical Grade Mark, it will be converted to a standard A, B, C Grade Mark upon extracting to the state on the 80 – Record. GPA Setup Nothing specific to State Reporting is necessary in GPA Setup.



Special Education Module

Tennessee Special Education Background: Tennessee users have access to the Special Education module. Users enter Special Education students into the module in order to track student Special Ed Option codes. The Option Code is tracked within each student’s IEP. The Option Code is the only State Reporting Related field that needs to be tracked for Tennessee. Students who are assigned an Option code of 7, 8 or 9 are pulled in a separate Grade Level “N” on several of the State Reports including the Student Monthly Membership and Attendance Report. EIS does not pull any Special Education Data. Tennessee districts track Special Education student details through the state’s Easy IEP Software program and therefore, typically utilize Skyward’s module to only track the student Options. Users can choose to import Special Education student information from Easy IEP or districts can hand-enter as much additional Special Education information as they would like. For more information on importing Special Education details review the following document: http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Easy_IEP_Student_Import.pdf Special Education Module Setup:

Setup Schools:

Go to Student Services > Special Education > Setup > Codes – Special Education

Schools:

Add your district schools to the screen or select the Copy Schools button on right-hand side

to copy the schools already set up in your system.

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Easy_IEP_Student_Import.pdf

http://www.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Easy_IEP_Student_Import.pdf



Setup Disabilities:

Student Services > Special Education > Setup > Configuration > Services and

Programs.

State Disability Codes Table:

Click Add on the right-hand side and add in the codes as shown above (include the leading

zero).

The State Rpt code should be the same as the numerical code.

Check the Disability Description box.

Click Save.



To view the students and their Special Education records go to Student Services >

Special Ed > Student Profile.

Here you can see the students IEP Start and End Dates along with their Primary

Options Start and End Dates.

The Option Start and End Dates will be used in many of the 20 day reports for

calculating Grade N.

Grade N students are those who have Options 7, 8 or 9.

The student’s disability will also be listed on the Disability tab.



Staff Module

Staff Code Setup

Staff Types - Create the following Staff Types: N=New Teacher, R=ROTC, U=University Teacher, O=Other, F=Full Time, P=Part Time. Staff Configuration Setup This area does not need to be set up in any specific way for state reporting.

Staff Data Entry Staff > General Information

First Name - enter the legal first name of the staff member. Middle Name - enter the legal middle name of the staff member. Last Name - enter the legal last name of the staff member. Name Suffix - enter the legal suffix for the staff member. Gender - enter the Gender of the staff member. This must match what is on their license or users will receive an error when uploading to the state. Ethnicity – the ethnicity of the staff member. It should be checked if the staff member is Hispanic. This is pulled on the 060-Staff Record. Race – the race of the staff member. This is pulled on the 060-Staff Record.



Date of Birth - enter the Date of Birth for this staff member. This must match what is on their license or users will receive an error when uploading to the state.

Additional information on the above fields:

The name entered must match what is on the staff member’s license or users will receive an error when uploading to the state.

If a staff member has a name change, they can make that directly in the system and the system will recognize the change when extracting the 060-Staff Member record and will report that in the previous name fields.

Staff > Staff Information

SSN – enter the Staff SSN. This is pulled on the 060-Staff Record. License Number – enter the Staff License Number. This is pulled as the Teacher License Number in EIS on various records. Endorsement Code - Enter an Endorsement Code for any staff member who needs to be sent to EIS. The endorsement code is the trigger to pull this staff member in EIS.



Staff > Assignment

Assignment – click to add an Assignment. The Assignment Codes are hard-coded and are assigned to staff for extracting on the 062-Staff Member Current Assignment Record.

Start Date – enter the Start Date for the Staff Member’s Current Assignment. This extracts on the 062-Staff Member Current Assignment Record. End Date – enter the End Date for the Staff Member’s Assignment. This extracts on the 062-Staff Member Current Assignment Record. Staff > Staff Types

Staff Type – enter the Staff Type for the staff member. Any of the following codes can be assigned: N=New Teacher, R=ROTC, U=University Teacher, O=Other, F=Full Time, P=Part Time. If N, R, U, or O is assigned, then those get reported on the 060-Staff Member Record for Licensure Check as the reason the staff member may not be located in the state’s system. The Full or Part Time must also be entered to extract on the 060-Staff Member Record as the Staff Status. Staff > Entity



Staff Type - Enter the Staff Entity that the staff member is associated with. Make sure that at least one entity is marked as Default. Also, for district-wide staff that needs to be sent on the 60 & 62 records with school number 9999, make sure that the staff member has a default entity besides 000.



Revision History

Version Date Changes

05.14.10.00.09 01/28/15 Added steps to enter in snow days for state reporting

Added clarification on Private/Out of State Transfer flag

Added clarification on Numerical Course Grade

Added clarification on EIS School Year

Add information on course lengths

Updated how to add Teacher Start Date/End Dates in the Tennessee Button within the Course Master

Added information on Test Scores setup specifically to setting up TCAP/EOC within Skyward

*All updated information has been highlighted in Yellow.

05.14.10.00.08 01/14/15 Added info on Private/Out of State Transfer field, Numerical Grade field and EIS School Year field

05.14.10.00.05 11/20/14 No updated to document

05.14.10.00.04 11/06/14 Added CEP flag to the School Code Maintenance Screen

05.14.10.00.03 10/23/14 No updated to document

05.14.10.00.02 10/09/14 Added State Reporting Configuration Information

Updated 2nd Lookup for Students Information

Updated Entry and Withdrawal Code Setup Information

Updated NCLB-2 > Grade N Information

Update Special Education Module Information

05.14.02.00.09 05/08/14 Current Year Scheduling Module

05.14.02.00.08 04/24/14 No updates to document

05.14.02.00.07 04/10/14 No updates to document

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