year-end processing 2007 - albuquerque public schools...table 1, below, lists the significant...

User’s Guide SchoolMAX Year-End

Processing 2007 User's Guide

Version 4.2.0

© 2007 by MAXIMUS All Rights Reserved

MAXIMUS Proprietary and Confidential

SchoolMAX®

Year-End Processing 2007

Topics Covered: • Corrections and Changes Since Version

4.1.1

• What Does YEP Affect?

• Preparing for YEP

• Running YEP

• After YEP

• YEP Flowchart

• Common CEKGTNPOST Questions

• YEP Effect Code Table

• Messages on the YRENDEDIT and YRENDPROC Reports

• Batch Unloading of Tables for YEP

• Running the RPTGROUPER Report

• Using the YEPRESTORE Report

SchoolMAX Year-End Processing 2007 User's Guide

Vol. No., Ver. 4.2.0, Bld. x

MAXIMUS Proprietary and Confidential Page i Version 4.2.0

Table of Contents Overview................................................................................................................................................................1 Corrections and Changes Since Version 4.1.1 ......................................................................................................2 What Does YEP Affect? .........................................................................................................................................4

Attendance........................................................................................................................................................................... 4 Census ................................................................................................................................................................................. 4 Discipline............................................................................................................................................................................. 4 Fees...................................................................................................................................................................................... 4 Grade Reporting .................................................................................................................................................................. 4 Gradebook ........................................................................................................................................................................... 4 Graduation Standards .......................................................................................................................................................... 4 Health .................................................................................................................................................................................. 4 iCue ..................................................................................................................................................................................... 5 iPlan..................................................................................................................................................................................... 5 InfoView.............................................................................................................................................................................. 5 Report Ordering................................................................................................................................................................... 5 Scheduling ........................................................................................................................................................................... 5 Special Education ................................................................................................................................................................ 5 State Reporting .................................................................................................................................................................... 5 Student Enrollment .............................................................................................................................................................. 5 System Administration ........................................................................................................................................................ 5 Transcripts ........................................................................................................................................................................... 5 Transportation...................................................................................................................................................................... 5

Preparing for YEP.................................................................................................................................................6 Calendars ............................................................................................................................................................................. 6 System Administration ........................................................................................................................................................ 6 Summer School ................................................................................................................................................................... 9 Fee Administration .............................................................................................................................................................. 9 Scheduling ........................................................................................................................................................................... 9 Grade Reporting ................................................................................................................................................................ 10 Exclusions - Retained Students.......................................................................................................................................... 10 Discipline........................................................................................................................................................................... 10 State Reporting .................................................................................................................................................................. 10 Kindergarten Extract and Post ........................................................................................................................................... 11 Special Education .............................................................................................................................................................. 11 Year-End Processing (SY399)........................................................................................................................................... 11 The YRENDEDIT Report................................................................................................................................................... 14

Running YEP........................................................................................................................................................15 After YEP .............................................................................................................................................................16

Version 4.2.0 Page ii MAXIMUS Proprietary and Confidential

Appendix A: YEP Flowchart ............................................................................................................................... 17 Appendix B: Common CEKGTNPOST Report Questions................................................................................... 19 Appendix C: YEP Effect Code Table................................................................................................................... 20 Appendix D: Messages on the YRENDEDIT Report........................................................................................... 25 Appendix E: Batch Unloading of Tables for YEP............................................................................................... 27 Appendix F: Running the RPTGROUPER Report .............................................................................................. 30

Running the RPTGROUPER Report Through the Client .................................................................................................. 30 Running the RPTGROUPER Report Through the Web Portal .......................................................................................... 31

Appendix G: Messages on the YRENDPROC Report ......................................................................................... 31 Appendix H: Using the YEPRESTORE Report ................................................................................................... 31 Notes ................................................................................................................................................................... 31

List of Figures FIGURE 1: SCHOOL DEFAULT VALUES (SY080) SCREEN ...................................................................................7 FIGURE 2: YEAR-END PROCESSING (SY399) SCREEN ....................................................................................12 FIGURE 3: RUNNING THE RPTGROUPER REPORT THROUGH THE CLIENT......................................................30 FIGURE 4: RUN A REPORT DIALOG BOX FOR THE RPTGROUPER REPORT ....................................................31 FIGURE 5: [OPEN COMMAND CONSOLE] BUTTON ............................................................................................31 FIGURE 6: SCHOOLMAX COMMAND CONSOLE................................................................................................31 FIGURE 7: RUNNING THE YEPRESTORE REPORT .........................................................................................31 FIGURE 8: RUN A REPORT DIALOG BOX FOR THE YEPRESTORE REPORT .....................................................31 FIGURE 9: MESSAGES/ERRORS DIALOG BOX ..................................................................................................31

List of Tables TABLE 1: YEP CORRECTIONS AND CHANGES MADE IN VERSION 4.2.0...............................................................2 TABLE 2: THE YRENDPROC REPORT AND YEP EFFECT CODES B, C, AND K...................................................3 TABLE 3: POSSIBLE ENTRIES FOR THE "GRADE RETENTION SCHOOL YEAR" FIELD .............................................6 TABLE 4: SPECIAL EDUCATION DECISION CHART ............................................................................................11 TABLE 5: COMMON CEKGTNPOST REPORT QUESTIONS...............................................................................19 TABLE 6: YEP EFFECT CODE TABLE ..............................................................................................................20 TABLE 7: MESSAGES ON THE YRENDEDIT REPORT ......................................................................................25 TABLE 8: UNLOADED STRUCTURES.................................................................................................................29 TABLE 9: MESSAGES ON THE YRENDPROC REPORT ....................................................................................31


MAXIMUS Proprietary and Confidential Page 1 Version 4.2.0

Overview

Note: For basic navigation information, refer to the SchoolMAX® Introduction & Navigation User’s Guide.

The primary purpose of Year-End Processing (YEP) is to create enrollment records for students in the upcoming school year. This User’s Guide is designed to help you prepare for YEP, and to help you determine what to expect from the process.

Each SchoolMAX district can order YEP whenever it is ready. Usually, that will be sometime in July (between school years). Be sure to schedule this process with all schools and departments that will be affected. You should advertise the date that you have chosen for running YEP.

The “Year-End Processing” (SY399) screen has parameters that must be entered/reviewed, a checklist that must be completed, and a process button that schedules YEP to occur. We strongly suggest that you familiarize yourself with all pages of this User’s Guide before you proceed with YEP.

Please check your district’s YEP Effect Codes that appear on your “End Status” (ST280) screen to be sure you are getting the correct YEP end status that your district needs.

Once a district has selected a date for performing YEP, no other reports may be ordered for that night’s processing.

Districts on the SchoolMAX-hosted environment (the web portal) will need to contact the SchoolMAX National Call Center to schedule a time to run YEP. A SchoolMAX technician will then unload the structures, and will contact the district when this has been completed.

Prior to running YEP, districts with in-house servers should perform a full backup, and then unload all structures (see Appendix E).


Version 4.2.0 Page 2 MAXIMUS Proprietary and Confidential

Corrections and Changes Since Version 4.1.1 Table 1, below, lists the significant corrections and changes that have been made in YEP since Version 4.1.1.

Table 1: YEP Corrections and Changes Made in Version 4.2.0

CRF # Corrections and Changes

51978 When the YRENDPROC Report is run, the school year on the “District Default Values” (SY075) screen and the “Report Request” (RO210) screen must be the same, or else the report is terminated and an error message is displayed.

51969 The YRENDEDIT and YRENDPROC Reports have been modified so that when the “Next YR Grade” field on the “School Grade Table” (SY211) screen is left blank, no student enrollment record is created.

51437 The YRENDPROC and YEPRESTORE Reports have been modified so they correctly handle the scheduling records for a student who is flagged with a “Do Not Promote” exclusion at one school and who is scheduled for classes at a second school. The student’s records on the “Student Scheduling Information” (SC250) and “Class Roster” (SC255) screens at the second school are now properly deleted by the YRENDPROC Report and restored by the YEPRESTORE Report.

51614 When the YRENDPROC Report is run for a district that is not using open enrollment, the report now copies the information in the “Attendance Areas and Transportation Information“ section of the “Dwelling” (CE005) screen for the old school year to that same section for the new school year.

51308 The way in which the YRENDPROC Report processes family member and enrollment records when the family member has not already been specified to be an adult or a preschooler has been modified, depending on the YEP Effect Code ‘B’, ‘C’, or ‘K’ indicated for that person (as shown in Table 2, on the next page).


Corrections and Changes Since Version 4.1.1 - Continued


Table 2: The YRENDPROC Report and YEP Effect Codes B, C, and K

YEP Effect Code

[Wth/Return] (Withdrawal/Return)

Checkbox Status YRENDPROC Report’s Actions Message Printed on the

YRENDPROC Report

B Not selected No enrollment record is created.

The [Inactive] checkbox is selected on the (CE220) screen.

‘CE220 inactive flag set’

B Selected A new enrollment record is created. ‘Enrollment record created’

C Not selected No enrollment record is created.

If the student’s age on September 1 of the current year is:

• Less than 7, the [Preschl] checkbox is selected on the (CE220) screen.

• More than 17, the [Adult] checkbox is selected on the (CE220) screen.

• Between 7 and 17, only the report message displays (no checkboxes are selected).

‘Became Preschooler’

‘Became Adult Member’

‘Member age 7-17 without enrollment record’

C Selected A new enrollment record is created. ‘Enrollment record created’

K Not selected No enrollment record is created. ‘Unable to process’

K Selected A new enrollment record is created. ‘Enrollment record created’



What Does YEP Affect?

Attendance Attendance parameters and reason codes are not affected by YEP. Attendance data is retained; however, you must manually create the “School Attendance Parameters” (AT210) record for the upcoming school year, for each school, before school starts. If you use the absence exception letters in period attendance, you must add new letters for the upcoming school year. If you use the Letter Module, the letters will be copied over for the upcoming school year.

Census Census records for dwellings and families are retained. Family member checkboxes on the “Family Member” (CE220) screen, such as [Adult], [Preschl], or [Inactive], may be set based on the YEP Effect Codes (see Appendix C). Region/sub-region data is copied from the previous year. Confirm that houses in a Region remain in the same Sub-Region, depending on the growth or decline of enrollment.

Discipline Settings on the “School Default Values” (SY080) screen determine if Discipline information is saved or purged.

Fees General Fees must be defined on the “Fee Definition Table” (FE210) screen. If fees are to be applied automatically when YEP creates an enrollment record, fee percentages must be set on the “Term Calendar” (SC240) screen before YEP is run. If General Fees are not defined before YEP is run, they must be applied manually on the “Student Fees” (FE240) screen.

Optional Fees can be defined at any time, and are not applied by YEP. Course Fees are not applied by YEP; however, to be applied automatically, they must be defined on the (FE210) screen prior to copying to Scheduling Version 00.

Grade Reporting YEP clears Grade History records stored on the (GR061) screen for all years prior to the year specified in the “Grade Retention School Year” field on the “School Default Values” (SY080) screen.

Gradebook Gradebook is not affected by YEP.

Graduation Standards Standardized Tests, Profiles of Learning, and Basic Standard Testing are not affected by YEP.

Health All Health data is retained.


What Does YEP Affect? - Continued


iCue The data displayed in iCue is subject to the Attendance and Grade Reporting Module rules for YEP.

iPlan iPlan is not affected by YEP.

InfoView InfoView is not affected by YEP.

Report Ordering All report templates are retained; however, report parameters will need to be updated as appropriate.

Scheduling Master schedules, student scheduling information, and class assignments for the current school year are retained.

Special Education Current-year Special Education records are retained. Evaluation records for the upcoming school year may be created based on applicable evaluation codes.

State Reporting State Reporting is not affected by YEP.

Student Enrollment YEP ends current-year enrollments and creates new enrollment records for the upcoming school year.

System Administration District, school, staff, and room records are not affected by YEP.

Transcripts Transcripts are not affected by YEP.

Transportation Transportation records from the current year are retained. New “Transportation” (TR215) screen records may be created, based on the options selected on the (SY080) screen.



Preparing for YEP

Calendars Before YEP is run, calendars for the upcoming school year must be created on the “School Calendar” (CA205) screen for each school. The first day of school on the calendar must be correct, as it is used in the “BEGIN DATE” field on the “Student Enrollment” (ST208/ST210) screens for the enrollment records created by YEP. Other dates on the school calendar can be changed after YEP has been run. If the district uses grade or individual calendars, they should also be created at this time.

If a school calendar for the upcoming school year is missing, an error will be generated on the YRENDEDIT Report. If the calendar is not created before YEP is run, no enrollment records will be created for the school, and a message will be generated on the YRENDPROC Report.

Calendars for the current school year should also be verified at this time. The last day of school on the calendar must be correct, as it is used in the “End Date” field on the (ST208/ST210) screens for current-year student enrollment records.

Students with Individual Calendars assigned on the (ST208/ST210) screens will be enrolled using the same calendar for the upcoming year.

System Administration Before YEP is run, the following screens will need to be updated and/or verified as described below.

“District Default Values” (SY075) Screen

• Verify that the year is correct in the “Current School Year” field.

“School Default Values” (SY080) Screen

• [Do not copy LEP Information] checkbox: Select this checkbox if the school does not want the LEP information on the “Student Enrollment - District” (ST210) screen to be copied from the current school year to the upcoming school year.

• “Grade Retention School Year” field: This field determines whether your district’s grade history records are purged or retained, and if they are retained, how long they are retained for. If your district saves its grade history records, the Grade History table will keep growing larger over time, until/unless the records are purged. What you enter in the “Grade Retention School Year” field specifies what action YEP should take with regard to the grade history records, as shown below in Table 3.

Table 3: Possible Entries for the "Grade Retention School Year" Field Entry YEP’s Action 0000 YEP moves all grades to the grade history, and no grade history records are

purged. 2000 YEP saves all grade history information for the year 2000 and later, and

purges the information for all years prior to 2000. 3000 YEP never creates or saves any grade history information.

Note: Any future school year will work for this purpose.


Preparing for YEP - Continued


• [Member Confidential Info History] checkbox: Select this checkbox if you want YEP to store data from the “Confidential Family Member Information” (CE224) screen in its history. The “Confidential Family Member Information with History” (CE226) screen can then be used for viewing the confidential information history.

Figure 1: School Default Values (SY080) Screen

The following information also needs to be updated and/or verified for the (SY080) screen (Figure 1, above):

• If the [Uses Scheduling] checkbox in the “Sub-system special processing” section is selected, YEP looks for scheduling header records on the “Student Scheduling Information” (SC250) screen for the upcoming school year to determine where to enroll students. Verify that the [Uses Scheduling] checkbox is marked correctly for each school.

• The “Lowest Grade to Post” field in the “Sub-system special processing” section is used by YEP as a validation edit. (Note that the value in this field is a grade level, not a grade value.) If YEP encounters any students who still have grades on the (GR060) screen, and these students’ enrollment records are at or above that school’s lowest grade level to post, YEP is




terminated. This ensures that every school has completed its grade posting process, because, after YEP has been run, there is no further opportunity to get this data back. If the “Lowest Grade to Post” field is left blank, and there are grades that have not been posted to the transcripts, YEP will purge these grades.

• Verify that the transfer options are set correctly in the “For in-district transfer from this school, transfer” section.

• If you have any school(s) that should be excluded from YEP, ensure that the [Exclude School from YEP] checkbox is selected for the school(s). Verify that all schools that need to be processed by YEP do not have this checkbox selected on the (SY080) screen.

• Several data elements are copied automatically to new enrollment records during YEP. Each school must determine which data elements do not need to be copied, and mark them accordingly.

• Select the [Purge Discipline Records] checkbox for any school that does not wish to retain the Discipline information from the current school year.

“School Grade Table” (SY211) Screen

• Verify that the “Next Yr Grade” and “State Grade” fields’ values are correct for the current school year.

• The “Next Yr Grade” field should be blank for any graduating grade levels (12th grade). All other grade levels must have a grade level entered in the “Next Yr Grade” field.

• Create school grade tables for all schools for the upcoming school year.

“Aid Category Code Table” (ST275) Screen

• This table is created automatically by YEP for the upcoming school year.

“End Status Code Table” (ST280) Screen

• All districts must verify that the “YEP Effect” field is correct for each end status code. The End Status Code Table is now a district-defined table. See Appendix C for more information.


“Last Location Code Table” (ST285) Screen


“Sub-Region/Region Maintenance” (SY277) and “School/Region and Sub-Region Maintenance” (SY281) Screens

Make sure either that you do not have any new records for the (SY277) and (SY281) screens for the upcoming school year or that, if you do have new records, all of the new regions and sub-regions have been defined fully. A partial setup for the upcoming school year will cause the following year’s setup to be wrong.




“Dwelling” (CE005) Screen

Records for the upcoming school year that have manually set information in the “Attendance Areas and Transportation Information” section will remain untouched. If no attendance area record for a dwelling exists for the upcoming school year, a new record will be created from this year’s record for that dwelling.

Summer School

• If your district includes summer school grades and credits with the current school year’s grade reporting, YEP must be postponed until after the summer school grades have been entered.

• If your district includes summer school grades and credits with the upcoming school year’s grade reporting, YEP must be processed before the summer school grades are entered.

• If your district sets up summer school as a separate school number, make sure to exclude that school from YEP on the “School Default Values” (SY080) screen.

Fee Administration

• For General Fees to be applied automatically when YEP creates an enrollment record, the fees must be defined on the “Fee Definition Table” (FE210) screen. In addition, fee percentages must be set on the “Term Calendar” (SC240) screen, and the [Uses Fee Module] checkbox must be selected on the “District Default Values” (SY075) screen before YEP is run. If any of these criteria are not met before YEP is run, the General Fees must be applied manually on the “Student Fees” (FE240) screen.

• Optional Fees can be defined at any time, and are not applied by YEP.

• Course Fees are not applied by YEP; however, to be applied automatically, they must be defined on the (FE210) screen prior to copying to Scheduling Version 00.

Scheduling

• If a school has the [Uses Scheduling] checkbox selected on the “School Default Values” (SY080) screen, YEP will use the scheduling header record for the upcoming school year to determine the grade level and school in which an enrollment record is to be created. The only exception to this is if a student is marked with an ‘NP’ exclusion on the “Student Exclusions - School” (ST212) screen.

• It is very important that scheduling files be cleaned up. If erroneous student scheduling header records exist, the system will use them to generate erroneous new enrollment records. Be sure to clean up these extra scheduling header records on the “Student Scheduling” (SC550) screen before running YEP.

• For students who are enrolled in the current school year and are not returning next year, or for students who are transferring to another school in the district, go to the “Student Scheduling Information” (SC250) screen and delete all course requests/assignments for these students from versions in the upcoming school year. Then, delete the scheduling header records on the (SC550) screen.




• For retained students, if YEP finds scheduling records in a school other than the one in which the student is being retained, those scheduling records will be deleted. If YEP finds scheduling records in the school in which the student is being retained, for a grade level that is different than the retained grade level, the scheduling grade level will be corrected.

Grade Reporting

• Grade reporting for the current school year must be finalized before YEP is run. This includes ensuring that all final grades have been entered into SchoolMAX, and that report cards, honor rolls, the GRCUMLABEL Report, and any other necessary Grade Reporting reports have been printed.

• Run the GRCALCRANK Report to calculate all GPAs and rankings.

• Make sure that all attendance data for the current school year has been recorded. The GRCUMPOST Report will post summarized attendance data to the transcripts.

• Run the GRCUMPOST Report in order to post final grades, and any grades that have been mapped on the “Grade Mapping Maintenance” (GR255) screen, from Grade Reporting to transcript history. For schools that do not post grades to transcript history, YEP will delete all student grade records in the current school year. Once the GRCUMPOST Report has been run, Grade Reporting reports are no longer available.

• The GRCUMPOST Report will create (TN020) (transcript) and (GR061) (grade history) records, thereby creating a history of the current year’s grades. The “Do Not Delete Students’ Grades” parameter has been removed from the GRCUMPOST Report.

Exclusions - Retained Students

• Select the [NP] (No promotion) checkbox on the “Student Exclusions - School” (ST212) screen. If a student will be retained, they will be held at the school of record for the upcoming school year at the same grade level. Scheduling header records for the student at any other school in the district will be purged from the system.

Discipline

• Discipline information is retained and is unchanged unless the [Purge Discipline Records] checkbox is selected on the “School Default Values” (SY080) screen.

• If a school chooses to purge discipline records, the following structures are deleted: (EV010), (EV020), (EV030), (EV040), and (SY055).

State Reporting

• Complete all State Reporting requirements prior to processing YEP.

• For Georgia districts only: After student exclusions have been marked on the “Student Exclusions - School” (ST212) screen, run the GAPREYEP Report to create the 2007 FTE Cycle 1 “Georgia FTE” (GA210) records for students who will not be promoted in the upcoming school year.




Kindergarten Extract and Post The CEKGTNEXT Report is primarily used as a listing of potential kindergarten students. The CEKGTNPOST Report creates enrollment records for students based on their dates of birth. For districts that elect to use these reports, the following criteria must be met:

• Dwellings must be defined, and you must enter a school number in the “Kgtn” field in the “School Attendance Area” row on the “Dwelling” (CE005) screen.

• Birthdates must exist on the “Family Member” (CE220) screen.

• If the “State ID” field on the (CE220) screen is blank, the CEKGTNPOST Report creates a State ID for any student that it enrolls. Remove this information if it is not correct for your state.

• Any family member with a [Holdback] checkbox selected on the (CE220) screen will not be included in the enrollment post.

• See Appendix B for a list of common questions regarding the CEKGTNPOST Report.

Special Education YEP creates new evaluation records that match the records in the current school year, and it uses the new enrollment date as the new evaluation date in the upcoming school year, unless the latest Special Education evaluation record has an exit code.

Table 4, below, shows the Special Education Decision chart for the creation of new evaluation records when new enrollment records are created.

Table 4: Special Education Decision Chart Eval Code Description Eval Code Assigned at YEP

1 Not evaluated No new evaluation record 2 DNQ (Does not qualify) or parent refusal No new evaluation record 3 Requires service, but not yet in a program 3 4 Receiving services as per PL101-476 4 7 Terminated IEP, on follow-up R R Returned to regular education after follow-up No new evaluation record

Year-End Processing (SY399) The (SY399) screen shown in Figure 2 (on the next page) must be completed before the YRENDEDIT Report is run. To save your changes to this screen, be sure to press the <Enter> key (client users) or click the [Submit] button (Web users).




Figure 2: Year-End Processing (SY399) Screen

“Parameters for Creating New Enrollment Records” Section

• Enter the Last Location code for YEP to use when creating enrollment records for students who were enrolled during the ending year.

• Enter the Last Location code for YEP to use when creating enrollment records for students who transferred from one school to another school within the district.

• Enter the Last Location code for YEP to use when creating enrollment records for students who did not have enrollment records during the ending year.

• Enter the Graduation Standard Year and the state grade level that YEP will use to update the “Family Member” (CE220) record. This will not override an existing date in the “Grad Stnd Yr” field on the (CE220) screen.




• Enter the Aid Category that YEP will use when NPUB enrollment records are created from student enrollment records that ended with a YEP Effect Code of ‘G’. See Appendix C for more information about YEP Effect Codes.

• Enter the Aid Category that YEP will use when ELSE enrollment records are created from student enrollment records that ended with a YEP Effect Code of ‘H’. See Appendix C for more information about YEP Effect Codes.

• Enter the Aid Category that YEP will use when ELSE enrollment records are created from student enrollment records that ended with a YEP Effect Code of ‘I’. See Appendix C for more information about YEP Effect Codes.

• To prevent NBUB/ELSE enrollment records from being created, do not use the YEP Effect Codes ‘G’, ‘H’, or ‘I’.

“Parameters for Ending Previous Enrollment Records” Section

• Enter the end status code for YEP to assign to an enrollment record to graduating students who have no existing end status. Also enter the State Grade from the “School Grade Table” (SY211) screen that defines which students should be in the graduating class.

• Enter the end status code for YEP to assign to students who are not graduating and who do not already have an end status on their most recent enrollment records. If you have students who are exceptions, they will need to be coded manually, either before or after YEP.

“Parameters for Processing Nonpublic/Elsewhere Students” Section

• The fields in this section must be filled out, even if the district does not use NPUB/ELSE enrollments.

• Specify a beginning enrollment date for the NPUB/ELSE enrollment records that will be created by YEP.

• Select the [Exclude School from YEP] checkbox if your district chooses to manually enroll nonpublic and elsewhere students for the upcoming school year.

• If you are not excluding nonpublic and elsewhere students from YEP, specify the ending enrollment date that YEP will use when ending NPUB/ELSE enrollment records in the current school year.

“Checklist” Section

• Verify that all items on the district and school checklists have been completed.

Note: After completing all required information on the “Year-End Processing” (SY399) screen, you must press the <Enter> key or click the [Submit] button to save the settings.




The YRENDEDIT Report Order the YRENDEDIT Report from the Report Ordering Module within SchoolMAX, and then check the report for all possible errors. Consider the messages on this report as indicators about what will happen during YEP. Review all messages on this report to determine which situations require attention. Verify that students who should be retained, or who have other special considerations, have been coded correctly. Changes have been made to the report so that schools excluded from YEP will display once, with the message ‘School <school number> excluded from YEP’. See Appendix D for more information about messages on the YRENDEDIT Report.

Important: Repeat the process of running this report and correcting the errors until all messages that warrant correction have been cleared.



Running YEP After verifying that all of the YRENDEDIT Report errors have been corrected, proceed with YEP as follows:

• Plan a time to run YEP.

• Remind school and district personnel of the date and time when YEP will be run. Once YEP is initiated, no other access to SchoolMAX is allowed. Make sure to communicate to users the importance of refraining from accessing SchoolMAX until YEP has completed.

• Check to ensure that the “District Default Values” (SY075) screen has the current school year (2007) listed.

• Districts on the SchoolMAX-hosted environment (the Web portal) will need to contact the SchoolMAX National Call Center to schedule a time to run YEP. A SchoolMAX technician will then unload the structures, and will contact the district when this has been completed.

• Prior to running YEP, districts with in-house servers should perform a full backup, and then unload all structures (see Appendix E).

• Make sure the operator who will be ordering YEP has an operator type of “Supervisor” on the “Operator Security Information” (OS110) screen.

• Check that a valid printer is assigned as the preferred printer on the (OS110) screen for the operator who will be ordering YEP. Make sure the printer is loaded with plenty of paper, as YEP prints a lengthy report. The printer default form must be defined as ‘SLTI04’ on the “Printer Maintenance” (PR960) screen.

• If you do not want the report to print, you can remove the preferred printer from the (OS110) record of the supervisor ordering the report. If you have a batch process created to clear out the OLD\PRINT\TSIS folder on the application drive of the SchoolMAX server, ensure that you immediately retrieve the report after YEP has completed, and then save it to another location.

• Districts with in-house servers may choose to disconnect their SchoolMAX server from the network to prevent user access during YEP. These districts need to make sure that they have a local printer connected to the server or are prepared to retrieve the YRENDPROC Report from the OLD\PRINT\TSIS folder on the application drive of the SchoolMAX server.

• Verify that the “Year-End Processing” (SY399) screen settings are correct.

• Click the [Process Tonight] button on the (SY399) screen. At this point, YEP has been requested, but can still be canceled by clicking the [Cancel YEP] button.

• To begin running YEP, run the RPTGROUPER Report (see Appendix F). Once this is done, YEP cannot be canceled.

• Depending on the size of your district, YEP may take anywhere from 5 minutes to 5 hours to complete.



After YEP

• Check the “District Default Values” (SY075) screen to ensure that the “Current School Year” field reflects the upcoming school year. The default school year on all screens will now reflect this new current school year.

• Review the YRENDPROC Report for errors. Refer to Appendix G for an explanation of the YRENDPROC Report errors and messages.

• Verify the results of YEP before letting users access the system. If anything appears to be a problem, call the SchoolMAX National Call Center at 800-263-2417. If a serious problem has occurred and if no one has yet made changes to your data, YEP may be backed out of and re-run the next day. See Appendix H for more information.

• Begin processing the summer withdrawal and summer transfer students.

• Continue with your preparations for the opening of school.



Appendix A: YEP Flowchart

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Appendix A: YEP Flowchart - Continued




Appendix B: Common CEKGTNPOST Report Questions Table 5, below, lists common questions regarding the CEKGTNPOST Report, and their answers.

Table 5: Common CEKGTNPOST Report Questions Condition Extract List/Label Extract Error Report Post

Child is not a preschooler; (CE220) screen [Preschl] checkbox not selected (flagged)

Yes No error Yes

Child w/o dwelling or in a dwelling w/o kindergarten area (CE005)

Yes Kgtn School not found No

Invalid or missing grade or No grade table in the kindergarten school for the “post to” grade or No grade specified in the (RT222) screen parameter

Yes Post to Grade not found No

[Holdback] checkbox selected (flagged) on the (CE220) screen

No Kindergarten Holdback Set No

School Calendar (CA205) missing Yes Invalid Begin Enroll Date Calendar not found

No

Child enrolled in state grade EC during parameter year minus 1 (current year if before YEP)

Yes, even if she/he is also enrolled in kindergarten and even if the kindergarten record is the most current enrollment

No error Yes

Child enrolled - not in state grade EC - during the parameter year minus 1 (current year if before YEP)

No No error No

Child enrolled in the parameter year in any other school, regardless of grade

Yes, but the Enr School is not displayed unless the state grade = EC

Enrollment record already exists

No

[Inactive] checkbox is selected (flagged) on the (CE010) screen for the family

No Family Inactive Flag Set No

[Inactive] checkbox is selected (flagged) on the (CE220) screen for the family member

No Inactive Flag Set No



Appendix C: YEP Effect Code Table Table 6, below, lists the YEP Effect Codes, their descriptions, and examples of end status reasons for those codes.

Table 6: YEP Effect Code Table Effect Code Description of YEP Effect Code Example End Status Reasons

A Enrollment record is created for the new school year.

Message = ‘Enrollment record created’

Currently enrolled student.

End-of-year. Student was enrolled on the last day.

12th grade student met school graduation requirements, but did not pass all Basic Grad Std Tests - expected back next year.

B If the [Wth/Return] checkbox on the (ST208/ST210) screens is not selected, no enrollment record is created and the [Inactive] checkbox is selected (flagged) on the (CE220) screen.

Message = ‘CE220 inactive flag set’

If the [Wth/Return] checkbox on the (ST208/ST210) screen is selected, a new enrollment record is created.


Moved out of the district.

Moved out of the state.

C If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created, and if the student’s age on September 1 of the current year is:

• Less than 7, the student becomes a preschooler and the [Preschl] checkbox is selected on the (CE220) screen.

Message = ‘Became Preschooler’

• More than 17, the student becomes an adult and the [Adult] checkbox is selected on the (CE220) screen.

Message = ‘Became Adult Member’

• Between 7 and 17, the following message displays:

Message = ‘Member age 7-17 without enrollment record’

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, a new enrollment record is created.


Left school after reaching compulsory attendance age.

Excused from attending school - physical/mental disability - no instruction.

Committed to a correctional facility.

Withdrawn after 15 consecutive absences - expected back.

Married.

Expelled.

Pregnancy.

Withdrawn, no transcript requested - considered a dropout.

Drafted or enlisted in military.

Transferred to another district or state, but did not move.

Left school for financial reasons.

Left school for family environment reasons.

Left school - reason unknown.

Student left school after age 21 - did not graduate.

Student enrolled in a post-secondary institution without a high-school diploma.


Appendix C: YEP Effect Code Table - Continued


Table 5: YEP Effect Code Table - Continued Effect Code Description of YEP Effect Code Example End Status Reasons

D If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created and the [Adult] checkbox is selected on the (CE220) screen. If the ‘NP’ exclusion on the (ST212) screen is set, it is ignored.

Message = ‘Became Adult Member’

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, no enrollment record is created and the [Adult] checkbox is not selected on the (CE220) screen. If the ‘NP’ exclusion on the (ST212) screen is set, it is ignored.

Message = ‘Student will not be enrolled for next year; W/R flag is incompatible with end status code’

Graduated - does not include IEP graduates.

Graduated after meeting IEP requirements.

Student returned after Grade 12.

Early graduate.

E If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created and the [Preschl] checkbox is selected on the (CE220) screen.




Early childhood withdrawal.

F If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created, the [Preschl] checkbox is selected on the (CE220) screen, and the kindergarten [Holdback] checkbox is selected on the (CE220) screen.


If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, a new enrollment record is created, and the [Preschl] and [Holdback] checkboxes are not selected on the (CE220) screen.


Kindergarten withdrawal - expected back next year.





G This effect code potentially creates enrollment records in the NPUB school on the (CE225) screen.

If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, a new enrollment record is created on the (CE225) screen in the NPUB nonpublic school with the aid category and last location pulled from the (SY399) screen settings. “Attend District” field = same as on the previous enrollment record.

Message = ‘Became nonpublic student’

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, a new enrollment record is created for the same school category as the ended record.


Transferred to a nonpublic school.

H This effect code potentially creates enrollment records in the ELSE school on the (CE225) screen.

If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, a new enrollment record is created in the ELSE elsewhere school with the aid category and last location pulled from the (SY399) screen settings.

Message = ‘Became resident attending elsewhere; Att Dist____.’

The attending district listed here is the same as the “To Dist” value on the ending enrollment record; if the “To Dist” field is blank, the attending district is the same as on the ending enrollment record.

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, a new enrollment record is created for the same school category as on the ending enrollment record.

Message = ‘Enrollment record created’”

Entered a care or treatment program - instruction provided.

Resident left to attend another district as a Special Education tuition student.

Resident left to attend another district as a tuition student.





I This effect code potentially creates enrollment records in the ELSE school on the (CE225) screen.

If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, a new enrollment record is created in the ELSE elsewhere school with the aid category and last location pulled from the (SY399) screen settings.

Message = ‘Became resident attending elsewhere; Att Dist____.’

The attending district listed here is the same as the “To Dist” value on the ending enrollment record; if the “To Dist” field is blank, the attending district is the same as on the ending enrollment record.

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, a new enrollment record is created for the same school category as on the ending enrollment record.


Resident left to attend another district as an enrollment options student.

J If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created, and the [Inactive] checkbox is selected on the (CE220) screen.

Message = ‘CE220 inactive flag set’

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, no enrollment record is created.


Died.

K If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created.

Message = ‘Unable to process’



Changed grade level.

Transferred to another public school in the same district.

Dropped out last school year and re-enrolled elsewhere by next October 1.

Enrollment status has changed.





L If the [Wth/Return] checkbox is not selected on the (ST208/ST210) screens, no enrollment record is created.

Message = ‘Unable to process’

If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens, no enrollment record is created.


Registered but never attended.



Appendix D: Messages on the YRENDEDIT Report Table 7, below, lists the messages that may appear on the YRENDEDIT Report, and their explanations.

Table 7: Messages on the YRENDEDIT Report Message Explanation

Adult member with pre-enrollment record The [Adult] checkbox is selected on the “Family Member” (CE220) screen for this student. Verify that this adult should be scheduled for enrollment.

Invalid NPUB/ELSE Beg Enrollment Date The “New Begin Enroll Date” field for nonpublic and elsewhere students entered on the “Year-End Processing” (SY399) screen is invalid.

Missing/Invalid Next Grade; Will be promoted in same school in next grade

The “Next Yr Grade” field on the “School Grade Table” (SY211) screen may be blank.

The attendance area for the next school level may be blank on the family’s “Dwelling Record” (CE005) screen.

Non ‘A’ or ‘P’ member without enrollment record The [Adult] or [Preschl] checkbox is not selected for this family member on the (CE220) screen, and this family member also has no enrollment record. This family member will not be enrolled in the upcoming school year.

NP Exclusion set The [NP] checkbox is selected on the “Student Exclusions - School” (ST212) screen for this student, and the student will not be promoted to the next grade. Ensure that the scheduling header record on the “Student Scheduling Information” (SC250) screen for the upcoming school year reflects the correct retained grade level for the student.

School ____ excluded from YEP The [Exclude School from YEP] checkbox is selected on the “School Default Values” (SY080) screen for this school. No students in this school will be processed.

School calendar for next year not found A school calendar for the next year must be created using the “School Calendar” (CA205) screen.

School does not use scheduling The [Uses Scheduling] checkbox is not selected on the (SY080) screen for this school. Student scheduling records, if any, will not be used to create enrollment records.

School default missing - No YEP processing The school default record on the (SY080) screen is missing for this school. One must be added before you can proceed.

Student has Kgtn Holdback set The [Holdback] checkbox is selected on the (CE220) screen for this family member. Verify that this child should be held back and not enrolled in kindergarten.

Student scheduled but not currently enrolled. New enrollment will be created with LST-LOCN= __

The student has a scheduling header record on the (SC250) screen for the upcoming school year, but is not currently enrolled. The Last Location Code will be pulled from the (SY399) screen.

Student will become resident attending Elsewhere; to District = ____

Verify that this resident student will attend school in the specified district.

Student will not be enrolled for next year. W/R flag is incompatible with end status code.

The [Wth/Return] checkbox on the “Student Enrollment” (ST208/ST210) screens is not compatible for end status codes with YEP Effect Codes D and J.


Appendix D: Messages on the YRENDEDIT Report - Continued


Table 6: Messages on the YRENDEDIT Report - Continued Message Explanation

Unable to process; End Status without YEP effect code The end status code assigned to this student is missing a YEP Effect Code on the “End Status Code Table” (ST280) screen. Add the YEP Effect Code so that YEP can process this record correctly.

(SY075) data not found The district default record on the “District Default Values” (SY075) screen is missing. One must be added before you can proceed.

Un-posted grades in School ____ Unposted grades exist for students whose grade level is at or above the “Lowest Grade to Post” grade level on the (SY080) screen for this school.

Withdraw/Return flag set If the [Wth/Return] checkbox is selected on the (ST208/ST210) screens on the current year enrollment record for this student, verify that the student has withdrawn and will return for the coming school year.

W/R for Grade __ student without NP exclusion (graduating student)

The [Wth/Return] checkbox is selected on the (ST208/ST210) screens, although the student is graduating. Verify whether the [Wth/Return] checkbox should be unselected or the ‘NP’ exclusion should be set on the (ST212) screen.



Appendix E: Batch Unloading of Tables for YEP Unloading of structures is not a substitute for a tape backup. You must ensure that you have two complete sets of SchoolMAX server backups prior to performing any YEP procedures.

Along with this User’s Guide, you should have received the following four files:

AX_0000_Tablelist.txt

AX_0000_Unload.txt

AX_8888_Tablelist.txt

AX_8888_Unload.txt

The 0000 files are for unloading the non–district-defined (system-level) tables. The 8888 files unload all other table structures affected by YEP.

Note: The following procedures must be performed from the server.

To unload the structures, do the following:

1. Locate the AX folder on the server (it is most often located on the root of the D: or E: drive).

2. Copy the four .txt files listed above into the AX\TSIS subfolder.

3. Open the AX_8888_Unload.txt file using Notepad in Windows. Do not use Microsoft Word or WordPad to open these files, because those programs may change the specific file structure.

4. The file will appear as follows:

UNLOAD SPECIFIC 8888 NONE ALL Blank line here.

Note: There must be a blank line at the end of the file.

Replace the ‘8888’ text with your District Number (e.g., 5976). If your District Number is a three-digit number, you must add a leading 0, because this is a four-digit field. For example, District Number 345 must be entered as ‘0345’. Do not enter any additional spaces or characters on any line. Save the changes to the file and exit Notepad.

Next, right-click the file (AX_8888_Unload.txt) and rename it to reflect your four-digit District Number (e.g., AX_0345_Unload.txt).

You also need to rename the AX_8888_Tablelist.txt file to reflect your four-digit District Number (e.g., AX_0345_Tablelist.txt).

5. Now, locate the BIN folder on your server (it normally is located on the same drive as the AX folder). You need to use this path name to run the UNLOAD command. In our example, the folder is located on the E: drive.


Appendix E: Batch Unloading of Tables for YEP - Continued


To run the Batch Unload process, use the following commands:

§ For non–district-defined (system-level) tables, click Start on your Windows taskbar, click Run on the Start menu, and then enter the following command line:

E:\BIN\SYSTEM\JOB_LOADUNLOAD.EXE "TSIS;0000;UNLOAD;TIADMIN;FILE"

§ For all other tables, click Start on your Windows taskbar, click Run on the Start menu, and then enter the following command line:


Note: Remember to replace the ‘8888’ text with your four-digit District Number.

An example of the command line for District Number 0345 would be:


Notice the ‘TIADMIN’ text in the command lines above. This is the user name that the command will use to connect to the database. The TIADMIN user should exist on most systems. However, if this user name does not work, you may use ‘ADMINSVR’ or ‘ADMINISTRATOR’ instead. The user must have Administrator privileges and LINC access for the command to run successfully.

To follow the progress of the Unload process, click the [JOB_LOADUNLOAD] button on the Windows taskbar. When the Unload process is complete, a ‘COMPLETE’ message will display.

6. After the Unload process has completed, locate the DMPLOAD folder on your server. The Unload process places the exported tables into the following subfolders:

§ The non–district-defined (system-level) tables will be in the folder named:

DMPLOAD\TSIS\EXPORT\0000

§ All other tables will be in the folder named:


where ‘8888’ is replaced by your four-digit District Number, e.g.,


for District Number 0345.


Appendix E: Batch Unloading of Tables for YEP - Continued


The list of structures that will be unloaded is shown below in Table 8. Some structures will be created during YEP (Add), meaning that they will be copied from the current year. Some will have flag settings copied from the current year (Flag). Others will be purged from the current year structures (Purge). ‘FA’ indicates that both the flag and the record will be copied for the upcoming year. ‘FP’ indicates that the attending school on the “Student Scheduling Information” (SC250) screen will be updated unless the student is graduating, in which case the record will be purged.

Table 8: Unloaded Structures Module Structure Action

Census CE006 Add CE020 Flag Discipline EV010 Purge EV020 Purge EV030 Purge EV040 Purge Fees FE030 Add FE040 FA Grade Reporting GR060 Purge GR065 Add Scheduling SC050 FP Special Education SE010 Add SP010 Add SP030 Add Student Enrollment ST010 FA ST013 Purge/Add ST075 Add ST080 Add ST085 Add System Administration SY011 Add SY015 Add SY045 Add SY055 Purge SY065 Add SY075 Flag SY077 Add SY081 Add Transcripts TN020 Flag Transportation TR015 Add



Appendix F: Running the RPTGROUPER Report

Running the RPTGROUPER Report Through the Client To run the RPTGROUPER Report through the client, click System on the menu bar, and then click Run Report on the System menu, as shown below in Figure 3.

Figure 3: Running the RPTGROUPER Report Through the Client


Appendix F: Running the RPTGROUPER Report - Continued


The “Run a Report” dialog box then displays. Enter ‘RPTGROUPER’ in the “Report:” field, as shown below in Figure 4, and then click the [OK] button.

Once you receive the EOJ (End of Job) message for the RPTGROUPER Report, YEP has begun and cannot be canceled.

Figure 4: Run a Report Dialog Box for the RPTGROUPER Report




Running the RPTGROUPER Report Through the Web Portal To run the RPTGROUPER Report through the Web portal, click the [Open Command Console] button at the top of the screen, as shown below in Figure 5.

Figure 5: [Open Command Console] Button




The “SchoolMAX Command Console” dialog box displays. Enter ‘:run RPTGROUPER’ as shown below in Figure 6, and then click the [Transmit] button.

Once you receive the EOJ (End of Job) message for the RPTGROUPER Report, YEP has begun and cannot be canceled.

Figure 6: SchoolMAX Command Console



Appendix G: Messages on the YRENDPROC Report Table 9, below, lists the messages that may appear on the YRENDPROC Report, and their explanations.

Table 9: Messages on the YRENDPROC Report Year-End Processing Report Message Explanation

Became an Adult member A normal message for a student who left school. The [Adult] checkbox is selected on the “Family Member” (CE220) screen.

Became Nonpublic student A nonpublic/elsewhere enrollment record was created on the “Nonpublic/Elsewhere Student Enrollment” (CE225) screen for this student at a nonpublic school.

Became Resident Attending Elsewhere; Att Dist (____) A normal message for a resident student who transferred from a school in your district to a school in another district. A nonpublic/elsewhere enrollment record was created on the (CE225) screen for this student.

Became Preschooler A normal message for a student whose [Preschl] checkbox is selected on the (CE220) screen.

Calendar not found No school calendar for the upcoming school year was found on the “School Calendar” (CA205) screen.

CE220 inactive flag set The [Inactive] checkbox is selected on the (CE220) screen for this student.

Discipline data deleted for school ____ (displays school) Discipline data was deleted for the school shown, based on the options on the “School Default Values” (SY080) screen.

Enrollment created from Scheduling; LST-LOCN = __ An enrollment record was created because the student is scheduled for classes in the upcoming school year.

Enrollment record already exists; No YEP process The student was enrolled for the upcoming school year before YEP. No records were created, and no data was added at YEP for the student.

Enrollment record created from scheduling A normal message for an enrolled student. An enrollment record was created because the student has a scheduling header record on the “Student Scheduling Information” (SC250) screen for the upcoming year.

Enrollment records created; no promotion An enrollment record was created for the student for the upcoming school year with the same grade level as on the enrollment record for the current school year.

Enrollment record created using Alt School An enrollment record was created for the student for the upcoming school year for the school designated in the “Alternate School for Next Year” field on the “Student Enrollment” (ST208/ST210) screens.

Family member record not found No (CE220) family member record exists for this ID number.

__ exclusion created (displays the Exclusion type) An exclusion was set for this student on the “Student Exclusions - School” (ST212) screen. Verify that the exclusion is valid.

GR060 data deleted for school ____ (displays school)

GR065 record created


Appendix G: Messages on the YRENDPROC Report - Continued


Table 8: Messages on the YRENDPROC Report - Continued Year-End Processing Report Message Explanation

Invalid NPUB/ELSE Begin Enrollment Date (this condition stops the YRENDPROC Report)

The “New Begin Enroll Date” for nonpublic and elsewhere students entered on the “Year-End Processing” (SY399) screen is invalid. Correct this date and proceed with YEP.

Member age 7-17 without Enrollment record The student is of school age, but no enrollment record exists.

Missing/Invalid Next Grade - Promoted in same Schl An invalid “Next Yr Grade” level on the “School Grade Table” (SY211) screen or missing attendance area information for the next school level on the family’s dwelling record on the “Dwelling Record” (CE005) screen caused the student to be enrolled in the same school with an invalid grade level.

Multiple school enrollments Warning that the student has (ST208/ST210) records for more than one school.

No SC050 attng schl - Enroll created from schl Uses the previous year’s enrollment record if found in the same school as the new year’s scheduling header.

NP Exclusion cleared The ‘NP’ exclusion on the (ST212) screen was cleared from the student’s new record.

NPUB/ELSE enrollment created; no promotion The student’s [NP] checkbox was selected on the (ST212) screen. A nonpublic/elsewhere enrollment record was created on the (CE225) screen for this student for the same grade as in the previous year.

Rate schedule already exists for next year A rate schedule already exists and does not need to be created.

School ____ excluded from YEP The [Exclude School from YEP] checkbox was selected on the (SY080) screen for this school.

SE015 record created A Special Education service record was created.

_ special ed created (displays the evaluation status) A special education record was created on the “Special Education Record” (SP205) or “Special Education Record” (SE205) screen for this student. Verify that the student’s evaluation status is valid.

SP030 service school updated to ____ (displays school) A transfer option has been set on the (SY080) screen to update the service school to the student’s new school.

ST280 data not found The end status code(s) on the “End Status Code Table” (ST280) screen is/are missing for the upcoming school year.

Student graduated A normal YEP message for graduating seniors.

Student will not be enrolled for next year No enrollment record was created for this student.

SY075 data not found Check to see that a district default record exists on the “District Default Values” (SY075) screen for the ending school year. The (SY075) screen is copied for the new year.

Unable to process - End Status = (_ _) See Appendix C for end status codes and corresponding YEP effects.

Unable to process; End Status without YEP Effect Code The YEP Effect Code is missing from this end status code on the (ST280) screen.


Appendix G: Messages on the YRENDPROC Report - Continued


Table 8: Messages on the YRENDPROC Report - Continued Year-End Processing Report Message Explanation

Un-posted grades in school ____ All assigned grades were not posted to transcripts before YEP.

W/R set for Grade __ student without NP exclusion (displays grade)

The [Wth/Return] checkbox was selected on the (ST208/ST210) screens, although the student is graduating.

Will use scheduling. The enrollment record created for the upcoming year was based on scheduling header information.



Appendix H: Using the YEPRESTORE Report The YEPRESTORE Report is used to reverse YEP if the YEP results are unsatisfactory. After running the YRENDPROC Report, note the district, new school year, and date information to be used in case you need to run the YEPRESTORE Report again.

Note: When using the YRENDPROC and YEPRESTORE Reports, make sure that you are using the latest versions.

1. The YEPRESTORE Report is a system report, which you can run by clicking System on the menu bar and then clicking Run Report on the System menu, as shown below in Figure 7.

Figure 7: Running the YEPRESTORE Report


Appendix H: Using the YEPRESTORE Report - Continued


2. Enter ‘YEPRESTORE’ in the “Report:” field on the “Run a Report” dialog box, as shown below in Figure 8. Then, click the [OK] button.

Figure 8: Run a Report Dialog Box for the YEPRESTORE Report


Appendix H: Using the YEPRESTORE Report - Continued


3. The messages shown below in Figure 9 display. Enter ‘Y’ in the “Response:” field to continue. Then, click the [Send] button and follow the system prompts.

Figure 9: Messages/Errors Dialog Box

4. After you start the YEPRESTORE Report, you will be prompted to do the following:

a. ENTER DIST NUMBER

Enter the District Number for the district that needs YEP to be reset.

b. ENTER NEW SCH YEAR

Enter the new school year that was created with YEP.

c. ENTER DATE OF YEP EXECUTION CCYYMMDD

Enter the date (in CCYYMMDD format) when YEP was run for the specified district and school year.

5. If the answers you provide in step 4 above are incorrect or do not match the data from the YRENDPROC Report, the YEPRESTORE Report will not reset your data.



Notes

year-end processing 2007 - albuquerque public schools...table 1, below, lists the significant...

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