IN State Reports - STI Support Sitesupport.sti-k12.com/documentation/stateg/IN State Reports.pdf · English Language Learners and Immigrant Students ... 12 Grade 12 12 ... Chalkable_1209150808

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IN State Reports

State Reporting Guide

Overview All Indiana state-specific reports (also referred to as exports) are located under Reports | State. To generate an export, either bullet the item and click View or click the name of the export.

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Contents

IN State Reports i State Reporting Guide................................................................................................................. i

Overview ...................................................................................................................... i Additional Student Information (DOE-AD) ..............................................................................5

Data Setup/Entry ......................................................................................................... 5 File Layout ..................................................................................................................6

Alternative Education Export (DOE-AL) ..................................................................................7 Data Setup/Entry ......................................................................................................... 7 File Layout ................................................................................................................10

Attendance Export (DOE-AT).................................................................................................10 Data Setup/Entry ....................................................................................................... 10 File Layout ................................................................................................................13

Certified Employee (DOE-CE)................................................................................................14 Data Setup/Entry ....................................................................................................... 14 File Layout ................................................................................................................17

Certified Positions (DOE-CP) .................................................................................................18 Data Setup/Entry ....................................................................................................... 18 File Layout ................................................................................................................22

Charter School Student Residence (DOE-SR).........................................................................27 Data Setup/Entry ....................................................................................................... 27 File Layout ................................................................................................................27

Choice Scholarship Membership (DOE-MV)..........................................................................28 Data Setup/Entry ....................................................................................................... 28 File Layout ................................................................................................................29

Course Completion (DOE-CC)................................................................................................30 Data Setup/Entry ....................................................................................................... 30 File Layout ................................................................................................................33

Direct Certification (DOE-DC) ...............................................................................................34 Data Setup/Entry ....................................................................................................... 34 File Layout ................................................................................................................36

Direct Verification (DOE-DV) ................................................................................................37 Data Setup/Entry ....................................................................................................... 37 File Layout ................................................................................................................38

Dropout and Mobility (DOE-DM)........................................................................................... 39 Data Setup/Entry ....................................................................................................... 39 File Layout ................................................................................................................41

Dual Credit Completion (DOE-DT) ........................................................................................42 Data Setup/Entry ....................................................................................................... 42 File Layout ................................................................................................................44

Educator Evaluation Result (DOE-ER) ...................................................................................45 Data Setup/Entry ....................................................................................................... 45 File Layout ................................................................................................................46

Employee Evaluation (DOE-EE)............................................................................................. 46 Data Setup/Entry ....................................................................................................... 46 File Layout ................................................................................................................49

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English Language Learners and Immigrant Students (DOE-LM) ........................................... 50 Data Setup/Entry ....................................................................................................... 50 File Layout ................................................................................................................53

Enrollment & Mobility (DOE-EM) ......................................................................................... 55 Data Setup/Entry ....................................................................................................... 55 File Layout ................................................................................................................59

Expulsion and Suspension (DOE-ES) .....................................................................................59 Data Setup/Entry ....................................................................................................... 59 File Layout ................................................................................................................62

IN Fee Invoice (DOE-FI).........................................................................................................63 Data Setup/Entry ....................................................................................................... 63 File Layout ................................................................................................................65

IN Graduate Report (DOE-GR) ...............................................................................................66 Data Setup/Entry ....................................................................................................... 66 File Layout ................................................................................................................69

Homebound/ Hospitalized (DOE-HB)..................................................................................... 69 Data Setup/Entry ....................................................................................................... 69 File Layout ................................................................................................................71

IREAD-3 Exemption Export (DOE-IR) ..................................................................................72 Data Setup/Entry ....................................................................................................... 72 File Layout ................................................................................................................73

IN LEP/ISTEP+ (LEP1) (DOE-LEP1) .................................................................................... 73 Data Setup/Entry ....................................................................................................... 73 File Layout ................................................................................................................74

IN Membership Export (DOE-ME) .........................................................................................74 Data Setup/Entry ....................................................................................................... 74 File Layout ................................................................................................................77

IN Non-Public Dual Credit Completion (DOE-ND) ...............................................................78 Data Setup/Entry ....................................................................................................... 78 File Layout ................................................................................................................80

Real Time (DOE-RT) ..............................................................................................................81 Data Setup/Entry ....................................................................................................... 81 File Layout ................................................................................................................84

Real Time Access (DOE-RA)..................................................................................................85 Data Setup/Entry ....................................................................................................... 85 File Layout ................................................................................................................87

School Personnel Number (DOE-SP)......................................................................................88 Data Setup/Entry ....................................................................................................... 88 File Layout ................................................................................................................88 SPN Import................................................................................................................89

Special Education (DOE-SE)...................................................................................................90 Data Setup/Entry ....................................................................................................... 90 File Layout ................................................................................................................93

Special Education Evaluation (DOE-EV)................................................................................ 94 Data Setup/Entry ....................................................................................................... 94 File Layout ................................................................................................................96

Special Education Transition (DOE-TR)................................................................................. 97 Data Setup/Entry ....................................................................................................... 97 File Layout ................................................................................................................99

Staff Contact (DOE-SC) ..........................................................................................................99 Data Setup/Entry ....................................................................................................... 99 File Layout ..............................................................................................................100

STN Lookup Data (DOE-STN) ............................................................................................. 100 Data Setup/Entry ..................................................................................................... 100 File Layout ..............................................................................................................101

Student Not Tested (DOE-NT) .............................................................................................. 102

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Data Setup/Entry ..................................................................................................... 102 File Layout ..............................................................................................................103

Testing Online and Barcode (DOE-TL) only ECA and ECA Retest .....................................103 Data Setup/Entry ..................................................................................................... 103 File Layout ..............................................................................................................105

Testing Online and Barcode (DOE-TL) only ISTEP+/IMAST (IREAD) And LAS Links ...108 Data Setup/Entry ..................................................................................................... 108 File Layout ..............................................................................................................110

Textbook Reimbursement (DOE-TB).................................................................................... 113 Data Setup/Entry ..................................................................................................... 113 File Layout ..............................................................................................................115

Textbook Reimbursement (DOE-TBR)................................................................................. 115 Data Setup/Entry ..................................................................................................... 115 Export Detail Report................................................................................................ 120

Title I (DOE-TI) .................................................................................................................... 121 Data Setup/Entry ..................................................................................................... 121 File Layout ..............................................................................................................124

Chalkable_1209150808 IN State Reports • 5

Additional Student Information (DOE-AD)

Data Setup/Entry • School must have a valid school number and reported to

state checked. Go to School | District. Click to View school. Enter the Reported School Number and check Report to State.

• Student must have a valid State Number (STN). Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has a valid State ID Number.

• Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify all grade levels have the appropriate state code.

Name Description ST Code PW Pre-School PW

PK Pre-Kindergarten PK

KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12

13 Grade 12+/Adult 13

AE Adult Education AE


• Report student enrolled at any time during the selected academic session that has one of the following: Homeless is not blank and homeless status is state code 1-5, or High Ability is not blank.

o Homeless Status: Go to System Preferences | Setup. Select Homeless Status and click Refresh. Verify the following:

Name State Code Does not apply 0

Doubled up 1

Sheltered 2

Unsheltered 3

Hotels/Motels 4

Unaccompanied Youth 5

• High Ability: Go to System Preferences | Setup. Select Custom | Student and click Refresh. Select High Ability and verify the following:

Description ST Code Does not apply 0

General Intellectual 1

Math (M-HA) 2

Language Arts (L-HA) 3

Other 4

• Students must have the correct Reporting Schools selected. Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has the correct Reporting School.

File Layout

Fieldname Ln InformationNOW Location 1 School Number 4 School/District/ School – School Number

2 Student Test Number

9 Students | Student Maintenance | Misc tab- Identification- State ID Number

3 Grade Level 2 Students | Student Maintenance | Main – Personal- Grade Level


Fieldname Ln InformationNOW Location 4 High Ability 1 Students | Student Maintenance | Custom –

Special Education – High Ability (does not apply, General Intellectual, Language Arts (L-HA), Math (M-HA), other) Allowable codes: 0-4

5 Homeless 1 Students | Student Maintenance | Misc tab- Origin/Residency- Homeless checkbox and Homeless Status dropdown list (does not apply, doubled up, Hotels/Motels, Sheltered, Unsheltered) Allowable codes: 0-5

Alternative Education Export (DOE-AL)

Data Setup/Entry • Min Days in Alt Ed must be set to 10 according to DOE.

Go to School/District | District. Click the Custom tab. Verify Reporting: Min Days in Alt Ed.

• District (Corporation Number) must have a valid district number. Go to School/District | District. Click the Main tab. Verify District Number.





Name Description ST Code PK Pre-Kindergarten PK

KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



• Report is to include students receiving District Service at the time the export is created that has the following:

o A District Service with state code ‘range 1-200’. Go to System Preferences | Setup. Select District Services and click Refresh. Verify that all Alternative Services have a state code within the range of 1-200 consistent with the IN DOE Alternative Education Program guidelines.

o Dates for service are >= the start date of the report and the number of days >=10.

• Students must have the correct Reporting School. Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has the correct Reporting School.

• Service type must have correct state code. Go to System Preferences | Setup. Select Service Types and click Refresh. Verify the following:

Code Name ST Code ALT Alternate Education

TI Title 1 TI


• District Services must have a state code between 1-200. Go to System Preferences | Setup. Select District Services and click Refresh. Verify the state code for each service has the appropriate state code between 1-200.

o To add a district service to an individual student, go to Students | Student Maintenance. Search for and select to View a student. Click Services under the Manage menu on the left. Add the appropriate district service.

o To add a District Service to a group of students go to Students | Mass Manage. Select District Services. Follow the steps to assign the district service to a group of students.

• District Service Eligibility must have the correct state codes 1-5. Go to System Preferences | Setup. Select District Service Eligibility. Select the Alternate Education service type and click Refresh. Verify the following:

Name Service

Type ST Code

Has or intends to withdraw ALT 1

Has failed to comply ALT 2

Parent/Expectant Parent ALT 3

Employed to support family ALT 4

Disruptive Student ALT 5

• District Service Outcome must have the correct state codes 0-9. Go to System Preferences | Setup. Select District Service Outcome. Select the Alternate Education service type and click Refresh. Verify the following:

Name Service

Type ST Code

Deceased ALT 0

Earned High School Diploma ALT 1

Attained ISP goals ALT 2

Made satisfactory progress toward ISP goals ALT 3

Did not make satisfactory progress toward ISP goals but remained in program

ALT 4

Earned GED ALT 5

Transferred/returned to other school prior to completing Alt-Ed program

ALT 6

Dropped out of Alt-Ed program, not returning to any educational setting

ALT 7

Expelled from Alt-Ed program, not returned to any educational setting

ALT 8


Name Service Type

ST Code

Incarcerated ALT 9

File Layout

Fieldname Ln InformationNOW Location 1 Corporation

Number 4 District Number assigned to district under

School/District | District. Allowable codes: Valid corp number or 9999

2 Program Number

3 System Preferences- setup- lookup- District Services – must have a state code ranging from 1-200. Allowable codes: 1-200

3 STN Number 9 State ID Number under Students | Student Maintenance and on the individual student’s Misc tab.

4 Grade Level 2 Grade Level under Students | Student Maintenance and on the individual student’s Main tab. Allowable codes: PW, KG, 01-12+

5 Eligible Student 1 Student- Manage Menu | Services- Service Type| Alternative Education- Eligibility Allowable codes: 1-5

6 Outcomes 1 Student- Manage Menu | Services-| Service Type-Alternative Education | Outcome Allowable codes: 0-9

7 Date Student Entered Program

8 or 10

Student- Manage Menu | Services| Service Type-Alternative Education| Start Date

Attendance Export (DOE-AT)








KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



• Student must have an entry code with the correct class Enroll or Re-enroll (E or R). Go to System Preferences | Setup. Select Enrollment Code and click Refresh. Verify the following:

Name ST Code Class Enrollment E E

Re-enrollment R R

Withdrawal W W

• Expulsion and Suspension must have the correct state code on the attendance code. Go to System Preferences | Setup. Select Absence Reason and click Refresh. Verify the appropriate state code is assigned to all absence reason codes that pertain to expulsion or suspension.

Name ST Code


Name ST Code Educational or Civic EDCIV

Suspension SUSPN

Expulsion EXPLS

• Absence Reason must have a category of Excused or Unexcused. Go to System Preferences | Setup. Select Absence Reason and click Refresh. Verify the correct category (excused/unexcused) is assigned to each reason.


• Exports one record for every time a student enrolls or re-enrolls.

• If a Summer School Term in the current Academic Session is NOT to be reported on the AT report, a state code of SU must be added to the Summer School term. Go to System Preferences | Setup. Select Terms and click Refresh. Verify the summer school term that is not to be exported has a state code of SU.

Name ST

Code NCES Export

Summer School SU U AT, DT

Fall F DT

Spring S DT

• Students who are served by or reside in another district/school should have the District of Residence and Serving School fields completed. Go to Students | Student Maintenance. Search for and select to View


the student. Click the Custom tab. Verify the District Of Residence and Serving School fields are correct.

• Exception Calendars must be assigned to grade level(s) and/or student(s) who do not attend according to the regular school calendar. Exception Calendars are created under School/District | School. Search for and click to View the school. Click the Acad Session tab. Click to View the academic session. Click View Year Calendar under the Manage menu on the left. Click Exception Calendars under the Manage menu on the left. Add a new exception calendar.

o To assign an exception calendar to a grade level go to School/District | School. Search for and click to View the school. Click the Acad Session tab. Click to View the academic session. Click Grade Exception Calendar under the Manage menu on the left. Click View and assign the appropriate exception calendar to all grade levels that do not attend according to the regular school calendar.

• To add an exception calendar to a single student, go to Students | Student Maintenance. Search for and select to View the student. Click the School tab. Select the student’s Exception Calendar.

Note: No Shows are not reported.

File Layout


2 Student Test Number (STN)

9 Student | Student Maintenance | View Student | Misc tab- State ID Number


Fieldname Ln InformationNOW Location 3 Beginning Date 8 or 10 Student | Student Maintenance | View

Student | Enrollment tab- Entry

4 Ending Date 8 or 10 Student | Student Maintenance | View Student | Enrollment Tab - WD

5 Days Attended 5 Days in attendance between enroll and withdrawn date minus absences for Expulsion or Suspension (Expulsion and Suspension will be reported on the DOE-ES report Absence Reason with state code EDCIV (Educational or Civic) will be included in the days attended

6 Excused Days Absence

5 Total number of days absent with the Absence reason category of Excused

7 Unexcused Days Absence

5 Total number of days absent with the Absence reason category of Unexcused

8 Grade Level 2 Student | Student Maintenance | Main – Grade Level

9 School for Accountability

4 Student| Student Custom| Membership- Accountable School NOTE: This will export only if Real Time box is checked.

Certified Employee (DOE-CE)

Data Setup/Entry • District (Corporation Number) must have a valid district

number. Go to School/District | District. Click the Main tab. Verify District Number.

• The staff member must have a hire date on or before Oct. 1 of academic session. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Perform one of the following:

o Click the Misc tab and verify the date hired.

o Click the Class tab. Edit the classification record and verify the staff start date.


Note: If the staff member is no longer active at the school, assign an end date on the classification record. This will keep this staff member from exporting on the report.

• The staff member must be certified. Go to Staff | Staff Maintenance. Search for and select to View the staff. Click the Custom tab. Verify the CRDC Certified box is checked. This information must be checked on the primary and any secondary school.

• State code must be attached to the classification. Go to Staff | Setup. Select Classification and click Refresh. Verify the following:

Note: If the staff is a Special Education teacher, use the state 1092 or SPED for the classification.

Name ST Code

NCES Export

† CP

SpEd Supervisor/Teacher 0192 CP

SpEd Teacher SPED CP

Counselor 04725 CRDC

• Staff classification for certified employees must have a SIF code of CE. Go to Staff | Setup. Select Classification and click Refresh. Verify that any classification that is certified as a SIF Code of CE.


• The Certification section of the staff member’s Custom tab must be completed at the Primary School. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Complete the Certification section.

• For all Central Office Personnel enter the appropriate assignment. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab. Edit the Classification record and confirm the staff member has the appropriate Assignment.

Note: Assignments are set up under Staff | Setup | Assignment. Verify the central office assignment code has the state code of 0000.

• For contracted teachers, assign the appropriate Contract Corporation number. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Under the Certification section enter the appropriate Contract Corporation.

• Staff member must have a valid SPN. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Misc tab. Verify the teacher has the correct State ID Number.

NOTE: Staff Custom tab must be populated at the primary school of the staff and also any secondary school.


File Layout

Fieldname Ln InformationNOW Location 1 Corp Number

4 District Number assigned to district under

School/District | District. Allowable codes: Valid corp number or 9999

2 School Personnel Number (SPN)

8 Staff/ Staff Maintenance/ Misc – Identification - State ID Number

3 Degree 1 Staff/ Staff Maintenance/ Misc – Employment - Degree Allowable Codes: 1-7

4 Total Years Experience

2 Staff/ Staff Maintenance/ Misc – Employment – Years Experience Allowable codes: 00-70

5 First Year Teacher

1 Staff/ Staff Maintenance/ Misc – Employment – Years Employed or Date Hired Allowable codes: 1 or blank

6 Contract Days

3 Staff/ Staff Maintenance/ Custom – Certification – Contract Days Allowable Codes: 1-365

7 Contract Salary

6 Staff/ Staff Maintenance/ Custom – Certification – Contract Salary Allowable Codes: Even Dollar amount

8 Supplemental Salary

5 Staff/ Staff Maintenance/ Custom – Certification – Supplemental Salary Allowable Codes: Even Dollar amount

9 Percent of Salary Paid by Title 1

3 Staff/ Staff Maintenance/ Custom – Certification – Percent Salary Paid by T1 Allowable Codes: 0-100

10 Prior Year Employment

2 Staff/ Staff Maintenance/ Custom – Certification – Prior Yr. Employment Allowable Codes: 01-12

11 Total Percent of Time Employed

3 Staff/ Staff Maintenance/ Custom – Certification – Tot Perc Time Employ Allowable Codes: 0-100

12 Employee Last Name Optional

25 Staff/ Staff Maintenance/ Main – Last Name

13 Employee First Name Optional

20 Staff/ Staff Maintenance/ Main – First Name

14 Employee Middle Name Optional

15 Staff/ Staff Maintenance/ Main – Middle Name

15 Employee Suffix Staff/ Staff Maintenance/ Main – Title Allowable Codes: A – Z, a – z, ‘


Fieldname Ln InformationNOW Location Optional (apostrophe), / (slash),

- (hyphen)

Certified Positions (DOE-CP)

Data Setup/Entry • Staff member must have a valid SPN. Go to Staff | Staff

Maintenance. Search for and select to View the staff member. Click the Misc tab. Verify the teacher has the correct State ID Number.

• Staff member must be identified as Certified on the staff custom field. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify that Certified is checked.

Note: If the staff member is shared between multiple schools this MUST be done at each school. Custom tab data is setup per school.

• HQ Teacher must be populated on the staff custom field in the Master Schedule. Go to Scheduling | Master Schedule. Search for and select to View the section. Click the Teacher+ link above the teacher’s name. Click to View the teacher record. Verified that Is Certified and/or Highly Qualified is checked.

• If staff member is contracted by another corporation the Contract Corporation should reflect the contracted corporation. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab and verify the following:


• State code must be attached to the classification. Go to Staff | Setup. Select Classification and click Refresh. Verify the following:

Note: If the staff is a Special Education teacher, use the state 1092 or SPED for the classification.

Name ST Code

NCES Export

† CP

SpEd Supervisor/Teacher 0192 CP

SpEd Teacher SPED CP

Counselor 04725 CRDC

• Staff classification for certified employees must have a SIF code of CE. Go to Staff | Setup. Select Classification and click Refresh. Verify that any classification that is certified as a SIF Code of CE.

• Staff member must have a hire date prior to the starting date of the report. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Misc tab. Confirm the Date Hired.


• If the staff member is no longer active at the school, assign an end date to the classification. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab. Edit the classification record and enter an end Date. This will keep this staff member from exporting on the report.

• Staff Custom Field HQ Teacher should be populated with HOUSSE, Praxis II/NTE, NBCT, Non-Educational Degree/24 credits in core academic subject or Non-Ed CoreSubject MS or PhD. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify the HQ Teacher field is correct.

• For all Central Office Personnel enter the appropriate assignment. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Class tab. Edit the Classification record and confirm the staff member has the appropriate Assignment.

Note: Assignments are set up under Staff | Setup | Assignment. Verify the central office assignment code has the state code of 0000.

• Shared teachers must also be marked as Certified at the secondary school. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify that Certified is checked.

• If staff classification is not state code 0192 or SPED (Special Education teacher) the course custom settings


Spec Ed Setting classroom setting will NOT export. Go to Scheduling | Master Schedule. Search for and select to View the section. Click the Custom tab and confirm the appropriate Certified Position information is selected.

• Additional teacher must have a role attached in order for the special ed custom fields on the course to report correctly. To set up staff roles go to System Preferences | Setup. Select Staff Role and click Refresh. Verify the following:

Name State Code Not SpEd Teacher 0

Core Acad Elem Teacher 1

Core Acad Jr. High, Middle or Secondary Teacher 2

Team Teaching 3

Co-Teacher 4

Consultant Teacher 5

Resource Room Teacher 6

Non-Core Acad Teacher 7

To assign staff roles to the section, go to Scheduling | Master Schedule. Search for and click to View the section. Click the Teacher+ link above the teacher name. View the teacher record and select the Role.

• Course sections will only export if Is State Reported is checked.

To change the setting for a single section, go to Scheduling | Master Schedule. Search for and select to View the section. Verify that Is State Reported is checked.

To change the setting for all sections of a class, go to Scheduling | Valid Courses. Search for the course. Check the Apply Changes


to Sections box. Click to View the course. Check the Is State Reported box. Click OK to save the changes. When the user clicks OK all sections of the course will also be marked as Is State Reported.

• Computer Based Instruction courses must be flagged as such. To set up instructional setting go to System Preferences | Setup. Select Instructional Setting and click Refresh. Verify the following:

Name State Code Computer Based Instruction CBI

The Computer Based Instruction instructional setting must be assigned to either the course or the sections(s).

To assign to courses go to Scheduling | Valid Courses. Search for and select to View the course. Select the Computer Based Instruction instructional setting.

To assign to section(s) go to Scheduling | Master Schedule. Search for and click to View the section. Select the Computer Based Instruction instructional setting.

• Is the teacher highly qualified to teach this core academic subject? The course section must be marked as a core subject and the teacher must be marked as highly qualified.

To mark a section as core subject go to Scheduling | Master Schedule. Search for and select to View the section. Click the Custom tab. Verify the section is checked as Core Subject.

To mark a teacher as highly qualified go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify the appropriate HQ Teacher code is selected.

File Layout

Fieldname Ln Specs and Required

InformationNOW Location

1 Corp Number

4 State Assigned Corp ID

School/District – District Corporation number




Required Field: Yes

If the staff is not contracted with the district then user will need to add the corporation number from the contacted district Staff/ Staff Maintenance/ Custom– Contract Corporation.

2 School Number

4 State Assigned School number or Central Office number, 0000 Required Field: Yes

School/District/ School – School Number

3 School Personnel Number

8 State Assigned 8 digit SPN Required Field: Yes

Staff/ Staff Maintenance/ Misc – State ID Number Staff must have a hire date prior to the starting date of the report. (see setup requirements)

4 Subject 4 Subject code being taught as described in the DOE Subject and Level Code Book Allowable codes: 0002-5999, 6099, 6500-7099 Required Field: Yes

Scheduling/ Master Schedule/ State Course Number. To add this state course number: Scheduling/ Valid Courses/ (apply Changes to Sections and select what academic session) State Course Number.

5 Class ID 20 Local Class ID assigned to this course, class, and teacher at this school. Allowable Values: any, NA May be numeric or alphanumeric characters, or a combination Report NA for non-teaching personnel Required Field: Yes

Scheduling/ Master Schedule/ Course Number and Section Number.

6 Special Education Classroom Settings

1 What is the classroom setting for this Special Education

Staff/ Staff Maintenance/ Custom – Special Pop Employee




Teacher? Allowable Codes: 0 – 7 0 = Not a Special Education teacher 1 = Core Academic Elementary School Teacher 2 = Core Academic Junior High, Middle or Secondary Teacher 3 = Team Teaching 4 = Co-Teacher 5 = Consultant Teacher 6 = Resource Room Teacher 7 = Non-Core Academic Instruction Teacher

Required Field: Yes

Export 0 if Staff Primary Classification is not Special Education Or export the Course- Custom Field, Special Ed Setting state code.

7 Special Education Area

4 What is the area of specialization of this Special Education class? Allowable values are: 6000 – 6034 Required Field: Yes for Special Education classes Blank for non-Special Education classes

Master Schedule/ Custom/ Special Ed Area If the Special Ed Classroom Setting = 0 export a blank If the Course Custom Field, Special Ed Area export the state code attached.

8 Highly Qualified Teacher

1 Is the teacher highly qualified to teach this core academic subject? Allowable Codes:

Master Schedule/ Course/ Custom- Core Subject Staff/ Staff Maintenance/ Custom – HQ Teacher




0-9 0=Not applicable, this person is a certified non-teaching person 1=No longer applicable as of 2010-2011 2=No, not highly qualified in this core academic subject 3=Not a core academic subject 4=Not applicable, this is a non-public school (valid for non-public schools only) 5=Yes, highly qualified in this core academic subject via HOUSSE (this option is only for veteran teachers who completed HOUSSE prior to the 2007-2008 school year) 6=Yes, highly qualified in this subject via passing PRAXIS II/NTE 7= Yes, highly qualified in this core academic subject via 24 credits/degree in core academic

If private school export 4 If non-teaching staff export 0 If Course Custom Field, Core Subject = No export 3 If NOT primary course/ section Staff Teacher, export 9 If course/sections/staff/ IsHighly Qualified is false, export 2 If the staff is Highly Qualified and the qualification state code is "HOUSSE" export 5 If the staff is Highly Qualified and the qualification state code is "PXNTE" export 6 If the staff is Highly Qualified and the qualification state code is "DGCRT" export 7 If the staff is Highly Qualified and the qualification state code is "NBCT" export 8




subject (not education degree). NOTE: this code is for teachers teaching grades 7-12 and for KG-12 for Art and Music) 8=Yes, highly qualified in this subject via National Board Certification (NBCT) 9=Not primary instructor for this core academic subject Required Field: Yes

9 Class Taught By Two Or More Teachers

1 Is this class (class ID reported in Field 5) taught by two or more teachers? Allowable Codes: 0-2 0=Not applicable, this person does not teach (certified non-teaching personnel) 1=Yes, this class is taught by two or more teachers (including Special Education team, co-,and consultant teachers) 2=No, this class is taught by only one teacher Required Field: Yes

Master Schedule/ Course/ Teacher – add additional teacher and select if the teacher is Certified and/or Highly Qualified and the role. If non-teaching staff export = 0 If the section is taught by multiple teachers export = 1 If the section does not have an additional teacher export = 2.


Charter School Student Residence (DOE-SR)




• Student must have an address including Street Address, City, State, and Zip code. Go to Students | Student Maintenance. Search for and click to View the student. Verify the student has a valid Mailing and/or Physical address.

• Exports currently enrolled students only.

File Layout




3 Street Address 30 Student | Student Maintenance | View Student |mailing and/or physical address

4 City of Residence

20 Student | Student Maintenance | View Student |mailing and/or physical address

5 State of 2 Student | Student Maintenance | View


Fieldname Ln InformationNOW Location Residence Student |mailing and/or physical address

6 Zip Code 5 Student | Student Maintenance | View Student |mailing and/or physical address

Choice Scholarship Membership (DOE-MV)







KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11


Name Description ST Code 12 Grade 12 12



• Student must have an address including County. Go to Students | Student Maintenance. Search for and click to View the student. Verify the student has a valid Mailing and/or Physical address.

• Student must have the Choice Scholarship custom field checked. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the student has the Choice Scholarship box checked.(Student | Custom | Membership | Choice Scholarship checkbox)

• Exports currently enrolled students on the count date.

File Layout




3 Corporation 4 School/District – District number or Student Custom District of Residence

4 Grade 2 Student | Student Maintenance | View Student |Grade Level

5 County 2 Student | Student Maintenance | View Student |mailing and/or physical address


Course Completion (DOE-CC)




• Courses and sections must be marked as Is State Reported.

To edit courses go to Scheduling | Valid Courses. Search for the course. Check the Apply Changes to Section box. Click to View the course. Verify that Is State Reported is checked. Click OK. When the user clicks OK to save the changes, all sections of the course will also be marked as Is State Reported.

To edit individual sections, go to Scheduling | Master Schedule. Search for and select to View the section. Verify that Is State Reported is checked.

• Terms on the course sections must be marked to award credit. Go to Scheduling | Master Schedule. Search for and select to View the section. Verify that A.Credit box is checked for the appropriate term(s).


• Graded items must have GPA points and Graduation Credit checked. Go to Grades | Setup | Grading Periods. Select the Term and click Refresh. Click to View a grading period. Click to View a graded item. Verify that the GPA Points and Graduation Credits boxes are checked for the appropriate graded item.

• Grading scale must have “is passing” checked for passing grades only. Go to Grades | Setup. Select Grading Scale and click Refresh. Click to View the scale and confirm that all appropriate grades are marked as Is Passing.

• Must have a 4.0 GPA method with the state code DOESTD. Go to Grades | Setup. Select GPA Method and click Refresh. Click to View the GPA Method and verify that the state code DOESTD is assigned to the appropriate GPA method.

• Students must have a schedule. Go to Students | Student Maintenance. Search for and select to View the student. Click the Schedule link under the Manage menu on the left to confirm the student has a schedule.



• Uses start and ending date for reporting period grading period(s). Go to Grades | Setup. Select Grading Periods and select the Term. Click Refresh. Confirm grading period start and end dates.

• Credit Earned will show on the export even if the course in not completed but credit has been awarded Ex. Course is yearlong but awards credit Semester 1 and Semester 2.

Note: Credit does not have to be posted to transcript to report.

• High school credit will look at the section of the course Starting Grade Level and if the grade level is < 09 it will export a 09 in field 8 High School Credit. To verify go to Scheduling | Master Schedule. Search for and select to View the section. Verify the Starting Grade and Ending Grade levels.

• Dual credit course:

o Go to Scheduling | Valid Courses. Search for and select to View the course. Click the Custom tab. Verify that Dual Credit Course box is checked.


o Go to Scheduling | Valid Courses. Search for and select to View the course. Click the Custom tab. Verify that Dual Credit Institution is selected.

o Go to Students | Student Maintenance. Search for and select to View the student. Click the Schedule link under the Manage menu on the left. Click the Custom tab. Verify that that appropriate Dual Credit is selected.

Note: Any student that is enrolled in a dual course class but is not receiving credit the student schedule custom field should be left blank.

File Layout

Description Ln InformationNOW Location School Number 4 School/District

Class ID 20 Scheduling/ Master Schedule/ course number and section

STN 9 Student | Student Maintenance | View Student | Misc tab

Course Completion Status

1 Grades/ Setup/ Grading Period/ GPA Points and Graduation Credit. Looks at the Final grade- looks at the Master Schedule for terms offered and A.Credit to know what grade is the final grade. If the final grade is passing according to the grading scale export 1 If the final grade is not passing export 2 If elementary or middle school that doesn’t give credit or if the course in no complete export 3

Course Grade 3 Grades/ Setup/ Grading Period/ GPA Points and Graduation Credit. If the student has a final grade export section GPA Credit using standard 4.0 standard from the GPA method with state code DOESTD if not export 0

Dual Credit 1 Scheduling/ Valid Course/ Custom – checkbox Dual Credit Course or Scheduling/ Master Schedule/ Custom- checkbox Dual Credit Course. (this will make the course dual credit)


Description Ln InformationNOW Location For the student to be marked as Dual Credit Student/ Custom /Graduation -Dual Credit also Student/ Schedule/ custom- Dual Credit Section from the Master Schedule field MinGradeLevel is less than 9 export A Master Schedule custom Dual credit is checked and student custom dual credit doesn’t have a state code export 0 If the Course Completion status is = 1 export Y

Post-Secondary Institution

2 Scheduling/ Valid Course/ Custom –Dual Credit Institution or Scheduling/ Master Schedule/ Custom- Dual Credit Institution. If Master Schedule custom field Dual Credit is checked and the Final grade is null and Master Schedule custom Dual Credit Institution is null export 00

High School Credits Earned

4 Credit – looks at Master Schedule – Graduation credit and looks at the term(s) for A.credit - (when to award credit). Master Schedule section – MinGradeLevel < 9 export 9.0 If grade level > 9 and the SectionGradCredits is not null the export Grad Credits If grad credits is null the export 0.0

Direct Certification (DOE-DC)

Data Setup/Entry • Guardians to be included in the export must be marked as

Is Custodian and Receives Mailings. To verify go to Students | Student Maintenance. Search for and click to View the student. Click the Contact tab. Verify the guardian is marked as both Is Custodian and Receives Mailings.





• School must have a valid school number and reported to state checked. Go to School | District. Click to View school. Enter the Reported School Number and check Report to State.

Note: Export currently enrolled students only. Guardian information must be Custodian and Receives Mailing.


File Layout

Fieldname Required


1 County of Residence Yes Student | Student Maintenance | View Student | Main tab | County

2 Corporation/Diocese Number

Yes School /District

3 School Number Yes School /District

4 Student Last Name Yes Student | Student Maintenance | View Student | Main tab

5 Student First Name Yes Student | Student Maintenance | View Student | Main tab

6 Student Middle Name/Initial

No Student | Student Maintenance | View Student | Main tab

7 Student Name Suffix No Student | Student Maintenance | View Student | Main tab

8 Birth Date Yes Student | Student Maintenance | View Student | Main tab

9 Social Security Number


10 Address - Street Yes Student | Student Maintenance | View Student | Main tab

11 Address - City Yes Student | Student Maintenance | View Student | Main tab

12 Address – State No Student | Student Maintenance | View Student | Main tab

13 Address – ZIP Code No Student | Student Maintenance | View Student | Main tab

14 Corp Assigned Student ID

Yes Student | Student Maintenance | View Student | Main tab

15 Guardian Last Name No Student | Student Maintenance | View Student | Contacts

16 Guardian First Name No Student | Student Maintenance | View Student | Contacts

17 Guardian Middle Name/Initial

No Student | Student Maintenance | View Student | Contacts

18 Guardian Whole Name


19 Grade Level Yes Student | Student Maintenance | View Student | Main tab


Yes Student | Student Maintenance | View Student | Misc tab

21 Special Match Characters

No Student | Student Maintenance | View Student | Custom tab


Direct Verification (DOE-DV)

Data Setup/Entry • Guardians to be included in the export must be marked as

Is Custodian and Receives Mailings. To verify go to Students | Student Maintenance. Search for and click to View the student. Click the Contact tab. Verify the guardian is marked as both Is Custodian and Receives Mailings.









KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



Note: This report will only export students that are currently enrolled (as of the export run date) in selected grade levels and lunch state codes are 1 or 2.

File Layout

Fieldname Required InformationNOW Location

1 County of Residence Yes Student | Student Maintenance | View Student | Main tab | County

2 Corporation/Diocese Number

Yes School/District

3 School Number No School/District


Fieldname Required InformationNOW Location

4 Corporation Assigned Student ID


5 Student Last Name Yes Student | Student Maintenance | View Student | Main tab

6 Student First Name Yes Student | Student Maintenance | View Student | Main tab

7 Student Middle Name/ Initial


8 Student Name Suffix No Student | Student Maintenance | View Student | Main tab

9 Birth Date Yes Student | Student Maintenance | View Student | Main tab

10 Grade Level Yes Student | Student Maintenance | View Student | Main tab

11 ICES Case Number No Student | Student Maintenance | View Student | Custom tab

12 Household Size No Student | Student Maintenance | View Student | Custom tab

13 Household Total Income No Student | Student Maintenance | View Student | Custom tab

14 Guardian Last Name No Student | Student Maintenance | View Student | Contacts

15 Guardian First Name No Student | Student Maintenance | View Student | Contacts

16 Guardian Middle Name/Initial


17 Guardian Whole Name No Student | Student Maintenance | View Student | Contacts

18 Application Date No Student | Student Maintenance | View Student | Custom tab

19 Initial Eligibility Determination

Yes Student | Student Maintenance | View Student | Main tab

20 Application Reference ID

No Student | Student Maintenance | View Student | Custom tab

Dropout and Mobility (DOE-DM)








KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



• Enrollment Reasons Withdrawn Codes must have a class of No Show for the No Show students.

Name ST Code Class Record of School Failure 01 W,N

Disinterest in Curriculum 02 W,N

Interpersonal Problems 03 W,N

Incorrigibility 04 W,N

Need to earn money 05 W,N

Poor home environment 06 W,N

Drug abuse 07 W,N

Marriage 08 W,N

Pregnancy 09 W,N


Name ST Code Class Poor health 10 W,N

Friend or Peer pressure 11 W,N

Armed Services enlistment 12 W,N

Court Ordered 13 W,N

Unknown or no shows 14 W,N

Truancy (underage no shows) 15 W,N

Expulsion, Did Not Return 16 W,N

Missing but located 17 W,N

Failure of GQE 18 W,N

Transferred 19 W,N

Removed by parents 20 W,N

Deceased 21 W,N

Incarcerated 22 W,N

Placement by court order 23 W,N

Enrollment in a virtual school 24 W,N

Transferred out of state 25 W,N

Missing 26 W,N

Foreign exchange student 27 W,N

Religious beliefs 28 W,N

Special Education age ineligible 29 W,N

Earned GED 30 W,N

Transferred to a non-accredited non-public school 31 W,N

Expulsion or out of school suspension 33 W

Early or Mid-Year Graduate 34 W

End of school year 50 W

Note: This export is being replaced by the RT (Real Time).

File Layout

Fieldname Required InformationNOW Location 1 School Number Yes School/District


Yes Student | Student Maintenance | View Student | Misc tab

3 Grade Level (07-13) Yes Student | Student Maintenance | View Student | Main tab

4 Dropout or Mobility Code (01-31)

Yes Student | Student Maintenance | No Show| Enrollment Reason

5 Dropout or Mobility Date

Yes Student | No Show | View Student


Dual Credit Completion (DOE-DT)

Data Setup/Entry • Grades must be posted to transcripts. Go to Mgmt

Console | Console. Select to Post Grades to Transcript.





• To edit courses go to Scheduling | Valid Courses. Search for the course. Check the Apply Changes to Section box. Click to View the course. Verify that Is State Reported is checked. Click OK. When the user


clicks OK to save the changes, all sections of the course will also be marked as Is State Reported.

• To edit individual sections, go to Scheduling | Master Schedule. Search for and select to View the section. Verify that Is State Reported is checked.


• Courses and sections must have a state course number. Go to Scheduling | Valid Courses. Search for the course. Check to Apply Changes to Sections. Click to View the course. Verify the State Course Number. If necessary, change the number. When the user clicks OK to save the changes on the course, the change will also be saved to each section of the course in the Master Schedule.

• Terms must have NCES codes. Go to System Preferences | Setup. Select Terms and click Refresh. Verify each term has the appropriate state code.

Name ST Code NCES Summer School SU U

Fall F

Spring S

• Credit Earned will now show on the export even if the course in not completed but credit has been awarded Ex. Course is yearlong but awards credit Semester 1 and Semester 2. To verify go to Scheduling | Master Schedule. Search for and click to View the section. Verify the A.Credit field for which term receives credit.

• Dual credit course:


o Go to Scheduling | Valid Courses. Search for and select to View the course. Click the Custom tab. Verify that Dual Credit Course box is checked.

o Go to Scheduling | Valid Courses. Search for and select to View the course. Click the Custom tab. Verify that Dual Credit Institution is selected.

o Go to Students | Student Maintenance. Search for and select to View the student. Click the Schedule link under the Manage menu on the left. Click the Custom tab. Verify that that appropriate Dual Credit is selected.

Note: Any student that is enrolled in a dual course class but is not receiving credit the student schedule custom field should be left blank.

• Include withdrawn students if they received credit.

• If course/credit was manually entered on the student’s transcript, the information will pull from the valid course Custom tab.

File Layout




3 Subject 5 Scheduling | Valid Course | State Course Number

4 Post-Secondary Institution

2 Scheduling | Master Schedule | Custom – Dual Credit Institution


Educator Evaluation Result (DOE-ER)



• Staff member must have a valid SPN. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Misc tab and verify the State ID Number.

• Staff must have an Evaluation result. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab and verify the Evaluation Result under the Certification section.

Name ST Code Not Evaluated 0

Ineffective 1

Improvement necessary 2

Effective 3

Highly effective 4

Note: Custom Fields are per school so this must be entered in the reporting school academic session.

• If the Staff Classification start and end dates are null the staff will be considered active. If the staff has a start date it must be less than or equal to the report count date. If the staff has an end date it must be greater than the report count date for the staff members to be included in the export. Go to Staff | Staff Maintenance. Search for


and click to View the staff. Click the Class tab. Verify the start/end dates.

File Layout




3 Employee Evaluation Result

1 Staff/ Staff Maintenance/ Custom – Evaluation Result

Employee Evaluation (DOE-EE)




• Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify all grade levels have the appropriate state code for grades 4-8.

Name Description ST Code 04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08


• Staff member must have a valid SPN. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Misc tab and verify the State ID Number.

• Course must have a course type with state code MA-Math or EN-English to export. To setup codes, go to Scheduling | Setup. Select Course Type and click Refresh. Verify the necessary codes have the appropriate state codes.

Name ST Code English EN

Mathematics MA

To assign the code to the course section, go to Scheduling | Master Schedule. Search for and click to View a section. Verify the correct Course Type is selected.

Note: Students must be scheduled into the section with the correct course type.


• To edit courses go to Scheduling | Valid Courses. Search for the course. Check the Apply Changes to Section box. Click to View the course. Verify that Is State Reported is checked. Click OK. When the user clicks OK to save the changes, all sections of the course will also be marked as Is State Reported.



• The export will send the staff that is assigned as the teacher for one more sections with the course type of MA or EN.

• The export will include additional teachers assigned to the section. Each student in the section will report for all teachers attached to the section. Go to Scheduling | Master Schedule. Search for and click to View the section. Click the Teacher+ link above the teacher name to view all teachers for the section.

• If the same employee teaches a student in both Math and English classes it will only export one row with a section combination.

• Student must have a grade that awards credit to export. Go to Grades | Setup. Select Grading Scale and click Refresh. Verify the grades received are marked as Is Passing.

Note: Students schedule that is withdrawn from the section that has not received a final grade will be excluded from the export. This will be verified using the Course Completion logic.

Reference for the Course Completion Requirements:


• To edit courses go to Scheduling | Valid Courses. Search for the course. Check the Apply Changes to Section box. Click to View the course. Verify that Is State Reported is checked. Click OK. When the user clicks OK to save the changes, all sections of the course will also be marked as Is State Reported.




• Graded items must have GPA points and Graduation Credit checked. Go to Grades | Setup | Grading Periods. Select the Term and click Refresh. Click to View a grading period. Click to View a graded item. Verify that the GPA Points and Graduation Credits boxes are checked for the appropriate graded item.

• Student must have a grade that awards credit to export. Go to Grades | Setup. Select Grading Scale and click Refresh. Verify the grades received are marked as Is Passing.

• Must have a 4.0 GPA method with the state code DOESTD. Go to Grades | Setup. Select GPA Method and click Refresh. Click to edit the GPA Method and verify the state code is DOESTD.

File Layout

Fieldname Ln InformationNOW Location







4 Math Content 1 Scheduling/ Master Schedule/ Course Type – must have State code MA (this can also be updated through the Valid Course and applied to all sections. Scheduling/ Setup/ Course Type- Math state code MA

5 English Content 1 Scheduling/ Master Schedule/ Course Type – must have State code EN (this can also be updated through the Valid Course and applied to all sections. Scheduling/ Setup/ Course Type- English (Language Art) state code EN

English Language Learners and Immigrant Students (DOE-LM)





Name Description ST Code




KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



• Include students enrolled as of the count date that has one of the following:

o LEP on the student Misc tab (with the correct state code); or,

o Immigrant is checked on the student Misc tab Origin/Residency –Immigrant

o Or Foreign Exchange student on the student Misc tab Origin/Residency- Foreign Exchange

• Student is enrolled in a school program.

To set up the programs, go to System Preferences | Setup. Select School Program and click Refresh. Verify the following have been created.


Name *Code State Code Transitional Bilingual Education (TBE) E1 1

ESL Program E2 2

Pull-out ESL E3 3

Content-based ESL E4 4

Regular Education Program E5 5

ESOL E6 6

Sheltered English E7 7

Structured Immersion E8 8

• To assign the program to a single student, go to Students | Student Maintenance. Search for and select to View the student. Click School Programs under the Manage menu on the left.

• To assign the program to a group of students go to Students | Mass Manage. Select School Program and follow the steps provided.

• Title 1 service type must have a state code of TI (T I with no spaces). Go to System Preferences | Setup. Select Service Types and click Refresh. Verify the TI state code is assigned to the Title 1 service type.

• The Title I service type must be assigned to the appropriate district service. Go to System Preferences | Setup. Select District Services and confirm the Title I service type is assigned to the District Service.

• To add the service type to a student, go to Students | Student Maintenance. Search for and select to View the student. Click School Programs under the Manage menu on the left. Assign the school program.

Name Service

Type State Code

ESEA Regular Part A Title I 1


Name Service Type

State Code

ESEA Migrant Part C Title I 2

ESEA Both Regular Part A & Migrant Part C Title I 3

ESEA Neglected Title I 5

Name Service Type

State Code

Reading Instruction Title I RI

Math Instruction Title I MI

Science Instruction Title I SI

Vocational Instruction Title I VI

Social Studies Instruction Title I SSI

Guidance Support Title I GS

Health Support Title I HS

Home Visitation Title I HV

Pre-Kindergarten Extended Time Title I PKE

Kindergarten Extended Time Title I KE

Before School Extended Time Title I BSE

After School Extended Time Title I ASE

Saturday Extended Time Title I SE

Summer School Extended Time Title I SSE

Jump Start Extended Time Title I JSE

Year-Round Extended Time Title I YRE

Extended Time Opportunities Title I ET


Note: If the student has multiple Title 1 records only report the most recent based on the start date.

File Layout

Fieldname Ln InformationNOW Location School Number 4 School/District | School.

Student Test Number (STN)

9 Student | Student Maintenance | View Student | Misc tab

Grade Level 2 Students | Student Maintenance Main tab-


Fieldname Ln InformationNOW Location Grade level.

English Language Proficiency Level

1 Students| Student Maintenance | Misc Services – LEP Valid codes (0-8)

Instrument Used

1 Students| Student Maintenance | Custom - ELL - Language Assessment Woodcock – Munoz – 1 Language Assessment Scales (LAS) – 2 Idea Proficiency Test (IPT) – 3 Other – 4 LAS Links (Spring) – 5 LAS Links Placement Test (Fall) – 6 N/A – 7 Not Assessed as required – 8 Assessment Incomplete - 9 Or Students| Student Maintenance | Misc Services – LEP Valid codes – (1-9)

Non-U.S. Origin

1 Students| Student Maintenance | Misc -Origin/Residency - Immigrant checkbox

Country of Origin

3 IF Student Maintenance| Misc -Origin/Residency – Immigrant is checked then pull the Student Maintenance | Custom - ELL - Country of Origin (if blank then return a blank)

Other Country

20 IF Student Maintenance | Misc -Origin/Residency – Immigrant is checked then pull the Student Maintenance | Custom - ELL - Country of Origin (if this value is 194 then pull Student Maintenance | Custom - ELL - Other Country (if this is blank the return a blank)

Length of U.S. Enrollment

1 Student Maintenance | Custom - ELL - Length US Enrollment First year or Pre-Kindergarten – 0 One Year – 1 Two Years – 2 Three Years – 3 Not Applicable – 7 **NOTE – 7 can only be reported for Non-Immigrant students**

Foreign Exchange

1 Students| Student Maintenance | Misc -Origin/Residency - Foreign Exchange Student checkbox

Instructional 1 Student Maintenance| Student - School


Fieldname Ln InformationNOW Location Program

Program is one of the following: 1 = Transitional Bilingual Education (TBE) 2 = ESL program 3 = Pull-out ESL 4 = Content-based ESL 5 = Regular education program 6 = ESOL 7 = Sheltered English 8 = Structured Immersion

High Ability (Gifted & Talented) Participant

1 Students| Student Maintenance| Custom- Gifted checkbox

ESEA Title I Program

1 Student Maintenance| Student - Service is one of the following: 1 = Regular Title I, Part A program 2 = Migrant Title I, Part C program 3 = Both regular Title I, Part A program & Migrant Title I, Part C program 5 = ESEA Neglected

Enrollment & Mobility (DOE-EM)








KG Kindergarten KG

01 Grade 1 01

02 Grade 2 02

03 Grade 3 03

04 Grade 4 04

05 Grade 5 05

06 Grade 6 06

07 Grade 7 07

08 Grade 8 08

09 Grade 9 09

10 Grade 10 10

11 Grade 11 11

12 Grade 12 12



• No Show button needs to be enabled. Go to School/District | District | Enrollment tab. Confirm that the Disable button on and Academic Year fields allow the No Show button to display on the student Enroll tab.

• Enrollment Reasons must have a class of no show. Go to System Preferences | Setup. Select Enrollment Reason from the list and click Refresh. Verify that the appropriate codes have a Class of No Show.


• Also verify the reasons have the appropriate State Code.

Name ST Code Class Resident Enrollment 1 E,R

Transfers Out 2 E

Cash Transfers 3 E

State Obligations 4 E

Placements In 5 E

Dual Enrollment 6 E

Record of School Failure 01 W,N






Drug abuse 07 W,N

Marriage 08 W,N

Pregnancy 09 W,N

Poor health 10 W,N









Transferred 19 W,N


Deceased 21 W,N

Incarcerated 22 W,N

Placement by court order 23 W,N


Name ST Code Class Enrollment in a virtual school 24 W,N


Missing 26 W,N




Earned GED 30 W,N





• Student should be marked as no show if the student attended school last day of the previous academic session and did not return this year. Go to Students | Student Maintenance. Search for and select to View the student. Click the Enroll tab. Verify student is marked No Show. Bullet the student’s enrollment record and click No Show.

• Student must have a valid lunch program. To set up lunch codes, go to System Preferences | Setup. Select Lunch and click Refresh. Verify the following:

Name ST Code


Name ST Code Free Meals 1

Reduced Meals 2

Not approved for free/reduced meals 3

File Layout

Fieldname Ln InformationNOW Location School Number

4 School/District | School.

Student Test Number (STN)


Grade Level 2 Students | Student Maintenance Main tab- Grade level.

Entry Date 10 Students| Student Maintenance | No Show- start date (Enrollment status)

Exit Date 10 Students| Student Maintenance | No Show- end date (Enrollment status)

Exit Type 2 Students| Student Maintenance | No Show- Reason (Enrollment status)

Socioeconomic Status

1 Students| Student Maintenance | Main- Lunch Program Valid codes 1-3

Expulsion and Suspension (DOE-ES)






Name Description ST Code NCES PW Pre-School PW PK

PK Pre-Kindergarten PK PK

KG Kindergarten KG KG

01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09

10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14

AE Adult Education 15

CG Combined Grades CG

• Disposition state code must have correct state code, be marked Auto-Create Incident, checked as Active and assigned the appropriate Auto Create Attendance codes. To edit codes, go to System Preferences | Setup. Select Dispositions and click Refresh.

o Verify the appropriate state code is assigned to the disposition.

Name ST

Code NCES Code

Auto Create Incident

In School Suspension 1 ISS Yes

Out of School Suspension 2 OSS Yes

Expulsion 3 EXP Yes

o Verify that the appropriate dispositions are checked to Auto Create Attendance and Active.

o Check Auto Create Attendance and select the correct attendance code to be assigned to the student’s absence record for both Check-in/Check-out and Daily absence.


• Student Discipline must include an Action Taken and Action Date with the correct state code for the Action Taken.

• To edit the code go to System Preferences | Setup. Select Actions and click Refresh. Verify the action taken codes have the correct state code.

Name St Code Referred, did not receive services entire length of removal 1

Referred, refused services 2

No services provided 3

Referred, received services throughout term of removal 4

• To verify the student discipline record go to Students | Student Maintenance. Search for and select to View the student. Click Discipline under the Manage menu on the left. Click to View the discipline record and verify the correct Action Taken has been assigned along with the Action Date.


• Students suspended or expelled any portion of an instructional day are counted as 1 full day.

• A student suspended or expelled during an instructional ½ day is counted as 1 full day.

• Report student as Special Ed participate only if the Disposition Date occurs within an active IEP status. To verify the student’s IEP dates go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and very the IEP Begin Date and IEP End Date.

File Layout




3 Grade Level 2 Student | Student Maintenance | View Student | Main- Grade

4 Expulsion/ Suspension

1 Student | Student Maintenance | Discipline Disposition

5 Begin Date 10 Student | Student Maintenance | Discipline Disposition Begin Date

6 End Date 10 Student | Student Maintenance | Discipline Disposition End Date

7 Days Expelled/ Suspended

5+ Student | Student Maintenance | Discipline Disposition Days

8 Reason 2 Student | Student Maintenance | Discipline


Fieldname Ln InformationNOW Location Expelled/ Suspended

Infraction

9 Services Provided

1

10 SpEd Participant

1 Student | Student Maintenance | Discipline Disposition start date occurs within the active IEP return Y Student| Student Maintenance | Misc – IEP Start date

11 Alt Setting 1 Student | Student Maintenance | Discipline Disposition Action if state code is 1, 2, 4 return Y

12 Incident 9 Student | Student Maintenance | Discipline Incident

IN Fee Invoice (DOE-FI)







01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09


Name Description ST Code NCES 10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14



• Fee Categories must be setup with the correct state codes. Go to Fees | Setup. Select Fee Categories and click Refresh. Verify the following:

Name ST Code Textbook TXB

Textbook/Consumable CNS

Course CRS

Other OTH

Note: Prorations can be set up on the category to prorate (discount) fees for students that are not enrolled in the course the number of days for the course length such as enrolled later in the year or withdrew from the course. Exceptions setup is used to allow discounts for student with certain lunch codes. For more details regarding fees please refer to the InformationNOW – Fees quick reference guide.

• Fee payments must be setup with the correct state codes. Go to Fees | Setup. Select Payment Methods and click Refresh. Verify the following:

Name ST Code Export Cash CASH Fee Invoice

Check CHECK Fee Invoice

Credit Card CC Fee Invoice

EFT EFT Fee Invoice

Money Order MO Fee Invoice

Other OTH Fee Invoice



Reduced Meals 2



• Guardians to be included in the export must be marked as Is Custodian and Receives Mailings. To verify go to Students | Student Maintenance. Search for and click to View the student. Click the Contact tab. Verify the guardian is marked as both Is Custodian and Receives Mailings.

• Fiscal year for the fees and the option to apply fee payments. Go to School/District | Setup. Click the Settings tab.

File Layout

Field InformationNOW Location School Name School/District – School Name

School Address School Year

School/District – School Address Academic session logged in

Recipient If student is selected use the student first and last name and the student mailing address. If the Contact is selected use the contact first and last name and the contact mailing address. **Note** Contact must have “is custodian” and “receives mailing” checked to export.

Grade Student/ Main- Grade Level

Homeroom Student/ School/ -Homeroom

Phone Number Student/ Main – Phone

Fee Student/ Fee **Note** Must have to correct state code to export** TXT- Textbook CRS – Course CNS – Consumable OTH - Other

Transactions -Payments/

Fee type: Adjustment


Field InformationNOW Location Adjustments Fee

Payment Refund Exception- Waiver Proration - Proration Payments must have the correct state code for the Payment method: Cash – Cash'

IN Graduate Report (DOE-GR)



• Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify all grade levels have the appropriate state code. Grades 9-13 only.


10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

• Student must have a Post Graduate Ed Custom field populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the graduation: Post Graduate Ed field is correct.

o 4 year or more College or University


o 2 year College or University

o Vocational/Technical School

o Military

o Not Pursuing Higher Education Not Applicable, diploma not received

• Student must have a goal with Is Diploma selected.

• To set up goals go to System Preferences | Setup. Select Goals Sought and click Refresh. Verify the following:

Name Description ST

Code Diploma

General General (Passed GQE)

01 Yes

Core40+AcadHon Core 40 w/ Academic Honors (Passed GQE)

02 Yes

Core40 Core 40 only (Passed GQE)

03 Yes

General (appeal) General Diploma (GQE Appeal)

04 Yes

Certificate Comp. Certificate of Completion (IEP program Completed)

06 Yes

Course Complete Course Completion 07 Yes

Core40+TechHon Core 40 w/ Technical Honors (Passed GQE)

09 Yes

General (WRO) General Diploma (Workforce Readiness Option)

11 Yes

Baccalaureate International Baccalaureate Diploma

12 Yes

Core40 (appeal) Core 40 Only (with GQE Appeal)

13 Yes

Core40+AcadHon (a) Core 40 and Academic Honors Diploma (with GQE Appeal)

14 Yes

Core40+TechHon (a) Core 40 with Technical Honors (with GQE Appeal)

15 Yes

Core40+AcadTech Honor Core 40 with Academic and Technical Honors (Passed GQE)

16 Yes

Core40+AcadTech Honor (a) Core 40 with Academic and Technical Honors (GQE Appeal)

18 Yes


Name Description ST Code

Diploma

Core40+Wrk Ready (w) Core 40 with Work-Readiness Waiver

19 Yes

Core40+AcHonor+Wrk (w) Core 40 with Academic Honors And Work-Readiness Waiver

20 Yes

Core40+TcHonor+Wrk (w) Core 40 with Technical Honors and Work-Readiness Waiver

21 Yes

Core40+A&THonor+Wrk (w)

Core 40 with Academic & Technical Honors and Work-Readiness Waiver

22 Yes

• Students must be assigned a goal. To verify go to Students | Student Maintenance. Search for and select to View the student. Click Goals Sought under the Manage menu on the left. Verify the student has the correct goal and Diploma is selected.

• Student must have an expected graduation date and graduated checkbox checked. Go to Students | Student Maintenance. Search for and select to View the student. On the Main tab verify the Expected Graduation Date and confirm that Graduated is checked.

• Student must have ASC Placement custom field populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab and verify the student has a graduation ASC Placement selected.



File Layout

Description Ln InformationNOW Location 1 School Number 4 School/District

2 STN 9 Student | Student Maintenance | View Student | Misc tab

3 Post Graduate Information

1 Student | Student Maintenance | Custom|Graduation- Post Graduate ED

4 Graduate or Student Exit Type

2 Student | Student Maintenance |Manage – Goal Sought

5 ASC Placement 1 Student | Student Maintenance | Custom|Graduation- ASC Placement

Homebound/ Hospitalized (DOE-HB)







Name Description ST Code NCES PK Pre-Kindergarten PK PK


01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09

10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14



• This export gathers data for the collection period (Dec. 2 of the previous year through Dec. 1 of the current year)

• The School Program must be setup under Students | Setup. Select School Programs and click Refresh. Verify the Homebound, hospitalized or Injured code has a state code of HBI.

Name *Code ST Code Transitional Bilingual Education (TBE) E1 1

ESL Program E2 2

Pull-out ESL E3 3

Content-based ESL E4 4

Regular Education Program E5 5

ESOL E6 6

Sheltered English E7 7

Structured Immersion E8 8

Homebound, hospitalized or Injured HBI

Remediation - Essential Skills Instruction RM1 1

Remediation - Concentrated Essential Skills RM2 2

Remediation - Test Preparation RM3 3

Remediation - Tutoring RM4 4

Remediation - Other RM5 5


• The student must have a School Program of Homebound with a start date in the reporting count date range. Go to Students | Student Maintenance. Search for and select to View the student. Click School Program under the Manage menu on the left. Verify the correct program is selected along with the correct start/end dates.

Note: The service must have a minimum of 20 days between the start and end date in the collection reporting date range.

If the student has multiple homebound services which fall within the collection period, all should be reported, including the records that overlap (export one record per instance of the Homebound Service).


File Layout

Field Fieldname Ln InformationNOW Location 1 School

Number 4 School |District | School – School Number



3 Grade Level 2 Student | Student Maintenance | Main – Grade Level

4 Homebound Beginning Date

8 or 10

Student | Student Maintenance | Main – Manage – School Programs-Start Date

5 Homebound Ending Date

8 or 10

Student | Student Maintenance | Main – Manage – School Programs- End Date


IREAD-3 Exemption Export (DOE-IR)




• Includes students that are IREAD Exempt for one of the following reasons: Alt. Assessment, English Learner, IEP, or Retained. To assign the appropriate code to the student, go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Assessment IREAD Exempt code.


• Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify grade level three has the appropriate state code.



File Layout




3 EL Exemption Status

1 Student | Student Maintenance | View Student | Custom tab – Assessment- IREAD Exempt

4 IEP Exemption Status


5 Retained Exemption Status

1 Student | Student Maintenance | View Student | Custom tab – Assessment- IREAD Exempt **Note** A student shall not be retained if the student has been retained 2 times prior to the promotion to the 4th grade.

6 Out of State Assessment Exemption


IN LEP/ISTEP+ (LEP1) (DOE-LEP1)






• Student must have a US Enrollment Date. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the ELL US Enrollment Date.

• Student must have LEP Status. Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the LEP code.

• Export currently enrolled students only.

File Layout

Fieldname Ln InformationNOW Location 1 School

Number 4 School/District/ School – School Number



3 Date of US Enrollment


IN Membership Export (DOE-ME)









01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09

10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14



• Students from a different corporation must have the custom field District of Residence populated. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the Membership District Of Residence.

• Student receiving services from another school other than the enrolled school must have the Custom field Serving School populated with the serving school state number.


• Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the Membership Service School.

• Half day or Full Day Kindergarten students must have the Custom field KG Half Day Attend checked. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the Early Childhood KG Half Day Attend.

Note: If the student is in Grade Level KG but doesn’t have KG Half Day Attend checked, the report will export the student as KG Full Day Attend.

• Student must be enrolled on report count date.

• Field 3 Enrollment Reasons must have a class of no show. Go to System Preferences | Setup. Select Enrollment Reason from the list and click Refresh. Verify the following:


Transfers Out 2 E

Cash Transfers 3 E


Placements In 5 E

Dual Enrollment 6 E

• Field 5 and 6 Instructional days and minutes will only export data for students with enrollment reason Dual Enrollment state code 6.

• Instructional days looks at the exception calendar attached to the student on the students School tab and under Exception Calendar.


• Instructional minutes exports from the students Custom tab and under Membership Instructional Minutes.


File Layout




3 ADM Type 1 Student | Student Maintenance | View Student | Enrollment tab – Enrollment Reason ( must have class E or R)

4 Corporation of Legal Settlement

4 Student | Student Maintenance | View Student | Custom tab – Membership -District of Residence

5 Instructional Days 3 Student | Student Maintenance | View Student | Enrollment tab – Dual Enrollment

6 Instructional Minutes

3 Student | Student Maintenance | View Student | Enrollment tab – Dual Enrollment **Note** This information will pull from the calendar exception for the dual enrolled student.

7 Grade 2 Student | Student Maintenance | View Student


Fieldname Ln InformationNOW Location |Grade Level (KG-13)

8 County of Legal Residence

2 Student | Student Maintenance | View Student |Student Address County (mailing or physical)

9 Full Day Kindergarten

1 Student | Student Maintenance | View Student |Custom – Early Childhood – KG Full Day Attend **Note** If the student is in Grade Level KG but doesn’t have “KG Half Day Attend checked the report will export the student as KG Full Day Attend without the checkbox checked.

Example Report exact days with exact minutes: The number of instructional days per year will calculate as 108 days (if the student has a 36 weeks but only in school 3 days a week 36 weeks x 3) days per week if enrolled for the full year for the duration of the student’s enrollment or schedule.

ADM Type Instructional Days Instructional

Minutes 6 Dual Enr 108 (36 wks x 3 days per wk) 60

1234,123456789,6,9999,108,60,11,45,N

IN Non-Public Dual Credit Completion (DOE-ND)




• Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click


Refresh. Verify all grade levels have the appropriate state code. Grades 9-12 only.


10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

• Student must have a final passing grade (completed the course) in the course marked as dual Credit.

o Is Passing: Go to Grading | Setup. Select Grading Scale and click Refresh. Verify passing grades are checked as Is Passing.

o Section Marked As Dual Credit: Go to Scheduling | Master Schedule. Search for and click to View the section. Click the Custom tab. Verify the Graduation Dual Credit Course box is checked and there is a Dual Credit Institution selected.

o Credit: Go to Scheduling | Master Schedule. Search for and click to View the section. On the Main tab very that the A.Credit box is checked for the term(s) where credit is awarded.


o State Course Number: Go to Scheduling | Master Schedule. Search for and click to View the section. Verify the State Course Number.

Note: To add the State Course number this must be done from the Valid Course.

o Student Marked As Dual Credit: Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the student has a Graduation Dual Credit selected.


File Layout

Fieldname Ln InformationNOW Location 1 School

Number 4 School |District | School – School Number



3 Subject 4 Scheduling/ Master Schedule/ State Course Number

4 Post-Secondary Institution

2

Scheduling/ Master Schedule/ Custom tab – Dual Credit Institution **Note** – the dual credit checkbox must be checked. Also the student schedule custom must have the dual credit information.


Real Time (DOE-RT)



• The student must be enrolled or have a withdraw date within the reporting start and ending dates.

Note: If this is the first time running the report for the school year the start date must be 7/1 of the school year. For example, if running for the 2014/2015 school year enter a start date of 7/1/14.






01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09

10 Grade 10 10 10



12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14



• Enrollment Reasons must have a state code. Go to System Preferences | Setup. Select Enrollment Reason and click Refresh. Verify the following:

Note: Any reason a student can be considered a “No Show” should have the class code N.


Transfers Out 2 E

Cash Transfers 3 E


Placements In 5 E

Dual Enrollment 6 E

Record of School Failure 01 W,N






Drug abuse 07 W,N

Marriage 08 W,N

Pregnancy 09 W,N

Poor health 10 W,N









Transferred 19 W,N


Deceased 21 W,N

Incarcerated 22 W,N


Name ST Code Class Placement by court order 23 W,N

Enrollment in a virtual school 24 W,N


Missing 26 W,N




Earned GED 30 W,N





• Where applicable the student must have a valid Accountable School and Access School. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Membership Accountable School and Access School.



Reduced Meals 2


• Export will exclude any student that has a Real Time Access date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the student does not have a Real Time Access date.



• The withdrawals setup should be set to First day of Non-attendance. Go to School/District | District | Enrollment tab. This setting is locked. If the wrong option is selected contact STI support.

Note: The student withdraw date should be on the first day of non-attendance.

File Layout

Fieldname Ln InformationNOW Location 1 School Number

(Educating/Reporting School)

4 School/District/ School – School Number



3 Grade Level

2 Student | Student Maintenance | View Student | Grade **Make sure you have the state codes attached to the grade levels** Do not report PK student must be participating in Special Ed only program

4 Entry Date 8 or Student | Student Maintenance | View Student | Enrollment tab – reported


Fieldname Ln InformationNOW Location 10

date for the enrollment record **the enrollment reason and enrollment code must have state codes attached.

5 Exit Date

8 or 10

Student | Student Maintenance | View Student | Enrollment tab – reported date for the withdrawn record.

6 Exit Type (Dropout or Mobility code)

2 Student | Student Maintenance | View Student | Enrollment tab – reason code for the withdrawn record **All Withdrawn reasons must have a state code.**

7 School to have Information Access ("Access School")

4 Student | Student Maintenance | View Student |Custom tab – Membership- Access School

8 School for Accountability ("Accountable School")

4 Student | Student Maintenance | View Student |Custom tab – Membership- Accountable School

9 Corporation Number of Legal Settlement

4 School/District – District Corporation number

10 Socioeconomic Status

1 Student | Student Maintenance | View Student |Main – Lunch Code **Lunch Codes must have a state code.**

Real Time Access (DOE-RA)

Data Setup/Entry • The student can be registered or enrolled and must have a

Real Time Access date between the reporting dates. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the student has a Real Time Access date within the report date range.







01 Grade 1 01 01

02 Grade 2 02 02

03 Grade 3 03 03

04 Grade 4 04 04

05 Grade 5 05 05

06 Grade 6 06 06

07 Grade 7 07 07

08 Grade 8 08 08

09 Grade 9 09 09

10 Grade 10 10 10

11 Grade 11 11 11

12 Grade 12 12 12

13 Grade 13 13

14 Grade 14 14



• Where applicable the student must have a valid Accountable School and Access School. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Membership Accountable School and Access School.




Reduced Meals 2


• Student must have a Real Time Access date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the student has a Real Time Access date.

File Layout

Fieldname

Ln InformationNOW Location

1 File Type Identifier

4 This will return the value of 9999


9 Student | Student Maintenance | View Student | Misc tab- Identification – State ID Number

3 Grade Level

2 Student | Student Maintenance | View Student | Grade **Make sure you have the state codes attached to the grade levels**

4 School to have Information Access ("Access School")

4 Student | Student Maintenance | View Student |Custom tab – Membership- Access School


School Personnel Number (DOE-SP)

Data Setup/Entry • Staff must have a gender with a valid state code. To set up

the code go to System Preferences | Setup. Select Gender and click Refresh. Verify the following:

Name ST Code Descriptor Female F F

Male M M

• To assign the gender to the staff go to Staff | Staff Maintenance. Search for and select to View the staff. On the Main tab verify the Gender.

• Staff must have a race with a valid state code. To set up the code go to System Preferences | Setup. Select Race and click Refresh. Verify the following:

Name ST Code NCES American Indian 1 0998

Black 2 1000

Asian 3 0999

White 5 1002

Multiracial 6 1003

Native Hawaiian or Other Pacific Islander 7 1001

• To assign the race to the staff go to Staff | Staff Maintenance. Search for and select to View the staff. On the Main tab verify the Gender.

• Staff must have a valid Date of Birth. Go to Staff | Staff Maintenance. Search for and select to View the staff. On the Main tab verify the Date of Birth.

• Staff must have last four digits for the SSN. Go to Staff | Staff Maintenance. Search for and select to View the staff. On the Main tab verify the Email.

File Layout

Fieldname Ln InformationNOW Location


Fieldname Ln InformationNOW Location 1 SPN 8

2 Employee Last Name

50 Staff | Staff Maintenance | View Staff| Main tab – Personal - Last name

3 Employee First Name

50 Staff | Staff Maintenance | View Staff| Main tab – Personal - First name

4 Employee Middle Name/ Middle Initial

50 Staff | Staff Maintenance | View Staff| Main tab – Personal - Middle name

5 Employee Name Suffix

4 Staff | Staff Maintenance | View Staff| Main tab – Personal - Generation

6 Birth Date 8 or 10

Staff | Staff Maintenance | View Staff| Main tab – Personal – Date of Birth

7 Last 4 SSN 4 Staff | Staff Maintenance | View Staff| Main tab – Personal – Social Security No.

8 Ethnicity/ Race 1 Staff | Staff Maintenance | View Staff| Main tab – Personal – Race

9 Gender 1 Staff | Staff Maintenance | View Staff| Main tab – Personal – Gender

10 Local Assigned ID 50 Staff | Staff Maintenance | View Staff| Summary Tab – Personal – File No (view only generated by the program)

11 Email 100 Staff | Staff Maintenance | View Staff| Misc tab – Identification – Email

SPN Import The option is available to export or import the file for the SPN. Start here

Import File Layout Field Type/Size Range 1 SPN Char(8) 2 Employee Last Name Varchar(50)


Field Type/Size Range 3 Employee First Name Varchar(50) 4 Employee Middle Name/ Middle Initial Varchar(50) 5 Employee Name Suffix Varchar(3) 6 Birth Date Char(10) 7 Last 4 SSN Int(4) 8 Ethnicity/ Race Int(1) 9 Gender Char(1) 10 Local Assigned ID Varchar(50) 11 Email Varchar(100) 12 Status Char(1) P = Pending,

U = Updated N = New E = Existing “-“ = No action taken X = No Action

Special Education (DOE-SE)

Data Setup/Entry 1. School must have a valid school number and reported to state checked. Go to School | District.

Click to View school. Enter the Reported School Number and check Report to State.

2. District (Corporation Number) must have a valid district number. Go to School/District | District. Click the Main tab. Verify District Number.

3. Students who are served by or reside in another district/school/site should have the following student custom fields populated. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the following fields are populated: District of Residence, Serving School, and Special Ed Facility.


4. Student must have a valid State Number (STN). Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has a valid State ID Number.

5. Grade levels must have a state code. Go to System Preferences | Setup. Select Grade Level and click Refresh. Verify all grade levels have the appropriate state code.

Name Description ST Code NCES PW Pre-School PW PK PK Pre-Kindergarten PK PK KG Kindergarten KG KG 01 Grade 1 01 01 02 Grade 2 02 02 03 Grade 3 03 03 04 Grade 4 04 04 05 Grade 5 05 05 06 Grade 6 06 06 07 Grade 7 07 07 08 Grade 8 08 08 09 Grade 9 09 09 10 Grade 10 10 10 11 Grade 11 11 11 12 Grade 12 12 12 13 Grade 13 13 14 Grade 14 14 AE Adult Education 15 CG Combined Grades CG

6. Students must be enrolled on the count date.

7. Student IEP Begin Date should be less than or equal to the Count Date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the IEP Begin Date and that the IEP End Date is null or greater than the report count date.


8. Special Education Active students: The report is looking for the IEP Begin Date to validate that the student is a currently active Special Education student. Students must also have a Special Education status. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the Special Education Status.

9. Student must have a Primary Exceptionality. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the Primary Exceptionality.

10. Student must have a Special Education Placement Type (LRE). Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the LRE.

11. Student must have a Facility (Special Education Facility). Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Special Education Facility.

12. Include any student who has a Real Time Access date (any date within the school calendar). Go to Students | Student Maintenance. Search for and select to View the student.


Click the Custom tab. Verify the Real Time Access date.

• Click the Misc tab. Verify the Reporting School.

13. Students must have the correct Reporting School. Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has the correct Reporting School.

File Layout Fieldname Ln InformationNOW Location 1 School

Number 4 School/District | School | Main tab | School Number

2 Corp of Legal Settlement

4 District Number assigned to district under School/District | District. Allowable codes: Valid corp number or 9999


9 Students | Student Maintenance | Misc tab | State ID Number

4 Grade Level 2 Students | Student Maintenance | Main tab | Grade Level Allowable codes: PK, KG, 01-13 –PW if LRE is between state code 50-57

5 Primary Exceptionality

2 Primary Exceptionality under Students | Student Maintenance and on the individual student’s Misc tab. Allowable codes: 01-12 and 14-17

6 Secondary Exceptionality

2 More exceptionalities under Students | Student Maintenance and on the individual student’s Misc tab under the More link. Allowable codes: 01-12, 14-17, 99

7 Special Education Placement Type

2 LRE under Students | Student Maintenance and on the individual student’s Misc tab. Allowable codes: 26-38, 50-57 *Note – do not change LRE placement to code 57 if the student is being placed temporarily on homebound services due to an illness or injury

8 Facility 2 Special Ed Facility under Students | Student Maintenance and on the individual student’s | Custom tab.


Fieldname Ln InformationNOW Location Allowable codes: 01-08 when Field #1 (School) is 9999 99 when Field #1 (school) is not 9999

Special Education Evaluation (DOE-EV)





Name Description ST Code NCES PW Pre-School PW PK PK Pre-Kindergarten PK PK KG Kindergarten KG KG 01 Grade 1 01 01 02 Grade 2 02 02 03 Grade 3 03 03 04 Grade 4 04 04 05 Grade 5 05 05 06 Grade 6 06 06 07 Grade 7 07 07 08 Grade 8 08 08 09 Grade 9 09 09 10 Grade 10 10 10 11 Grade 11 11 11 12 Grade 12 12 12 13 Grade 13 13 14 Grade 14 14 AE Adult Education 15


Name Description ST Code NCES CG Combined Grades CG


5. Student must have a referral date. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab and verify the Referral Date.

6. Student must have a Timeline Circumstance. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab and verify the Special Education Timeline Circumstances.

Description State Code

Response to intervention (20 days) 1

Disciplinary action (20 days) 2

Prep for timely transfer from First Steps 3

Other (50 days) 4

7. Student must have an Eligibility Reason. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab and verify the Special Education Eligibility.


Yes 1

No 2

Not applicable, no case conference 3


8. Student must have an Eligibility Reason. Go to Students | Student Maintenance. Search for and click to View the student. Click the Custom tab and verify the Special Education Reason Missed Deadline.


Not applicable 0

Parents refused consent 1

Student transferred during process 3

Parent revoked consent 5

Transfer with summer birth date 7

Parent refused evaluation 8

Other 99

Note: Include any student with membership at any time during the academic year with the correct Reporting School, the student custom field Referral Date is not blank, and the student custom Conference Date is between the Academic Session start and end date.

File Layout Description Ln InformationNOW Location 1 School Number 4 School/District | School | Main tab | School Number 2 Student Test

Number (STN) 9 Students | Student Maintenance | Misc tab | State ID Number

3 Grade Level 2 Students | Student Maintenance | Main tab | Grade Level Allowable codes: PK, KG, 01-13 –PW if LRE is between state code 50-57

4 Corporation 4 District Number assigned to district under School/District | District. Allowable codes: Valid corp number or 9999

5 Referral 10 Students | Student Maintenance | Custom tab | Special Education – Referral Date

6 Circumstances 1 Students | Student Maintenance | Custom tab | Special Education – Timeline


Description Ln InformationNOW Location Circumstances

7 Case Conference 10 Students | Student Maintenance | Custom tab | Special Education – Conference Date

8 Eligibility 1 Students | Student Maintenance | Custom tab | Special Education – Eligibility 9 Services

Beginning 10 Students | Student Maintenance | Custom tab | Special Education – First Steps

Transition Date 10 Timeline

Compliance 2 Students | Student Maintenance | Custom tab | Special Education – Reason

Missed Deadline

Special Education Transition (DOE-TR)





Name Description ST Code NCES PW Pre-School PW PK PK Pre-Kindergarten PK PK KG Kindergarten KG KG 01 Grade 1 01 01 02 Grade 2 02 02 03 Grade 3 03 03 04 Grade 4 04 04 05 Grade 5 05 05 06 Grade 6 06 06 07 Grade 7 07 07 08 Grade 8 08 08 09 Grade 9 09 09 10 Grade 10 10 10


Name Description ST Code NCES 11 Grade 11 11 11 12 Grade 12 12 12 13 Grade 13 13 14 Grade 14 14 AE Adult Education 15 CG Combined Grades CG


5. Student must have an IEP End date. Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has a valid IEP End Date.

6. Student must have Special Education Exit Reason Go to Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has a Special Education Exit Reason.

Exit reasons are entered under System Preferences | Setup. Select Special Ed Exit Reason and click Refresh. Verify the following:

Name ST Code Transferred to Regular Education 1 Graduated with High School Diploma 2 Received a Certificate 3 Reached Maximum Age 4 Deceased 5 Dropout 6 Other - discontinued IN public school SpEd services 7 Transition from PK to school age/continuing 8

Note: The option is available to select to show on the report the student name and reason for termination name. This export can NOT be sent to the state department.


7. Export any student with a Special Education Exit Date between the start and end date of the report that has an enrollment date before the end date of the report.

File Layout Description Ln InformationNOW Location 1 School Number 4 School/District | School | Main tab | School Number 2 Student Test

Number (STN) 9 Students | Student Maintenance | Misc tab |Identification - State ID Number

3 Grade Level 2 Students | Student Maintenance | Main tab |Personal - Grade Level 4 Corporation 4 District Number assigned to district under School/District | District.

Allowable codes: Valid corp number or 9999 5 Date of Termination 10 Students | Student Maintenance | Misc tab | Services – IEP End Date 6 Reason for

Termination 1 Students | Student Maintenance | Misc tab | Services – Special Education Exit

Reason

Staff Contact (DOE-SC)

Data Setup/Entry 1. District (Corporation Number) must have a valid district number. Go to School/District |

District. Click the Main tab. Verify District Number.

2. Staff must have First and Last Name. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Verify the first and last name.

3. Staff must have a mailing address including Address line 1, City, State, and Postal Code. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Verify the Mailing Address.

4. Export 1 row per staff in select academic session where the Staff Custom Field Contract Corporation is blank or corporation district number. Go to Staff | Staff Maintenance. Search for and select to View the staff member. Click the Custom tab. Verify the Certification Contract Corporation.


Note: All Custom data for staff should be entered when logged into the primary school for the staff. Custom data is per school.

File Layout Description Ln InformationNOW Location 1 Corporation

Number 4 District Number assigned to district under School/District | District.

2 School Number 4 School/District | School | Main tab | School Number 3 First Name 50 Staff | Staff Maintenance | Main tab |Personal - First Name 4 Middle Name 50 Staff | Staff Maintenance | Main tab |Personal - Middle Name 5 Last Name 50 Staff | Staff Maintenance | Main tab |Personal - Last Name 6 Suffix 50 Staff | Staff Maintenance | Main tab |Personal - Generation 7 Street Address 150 Staff | Staff Maintenance | Main tab |Personal - Mailing Address Line 1 and 2 8 City 50 Staff | Staff Maintenance | Main tab |Personal - Mailing Address City 9 State 2 Staff | Staff Maintenance | Main tab |Personal - Mailing Address State 10 Zip Code 10 Staff | Staff Maintenance | Main tab |Personal - Mailing Address Postal Code 11 Work Email 128 Staff | Staff Maintenance | Misc tab |Identification - Email 12 Personal Email 128 Not Supported - blank

STN Lookup Data (DOE-STN)




1. Student must have a gender with a valid state code. To set up the code go to System Preferences | Setup. Select Gender and click Refresh. Verify the following:

Name ST Code Descriptor


Name ST Code Descriptor Female F F Male M M

2. Student must have a race with a valid state code. To set up the code go to System Preferences | Setup. Select Race and click Refresh. Verify the following:

Name ST Code NCES American Indian 1 0998 Black 2 1000 Asian 3 0999 White 5 1002 Multiracial 6 1003 Native Hawaiian or Other Pacific Islander 7 1001

3. Enrollment Reasons must have a state code. Go to System Preferences | Setup. Select Enrollment Reason and click Refresh. Verify the following:

Name ST Code Class Resident Enrollment 1 E,R Cash Transfers 3 E State Obligations 4 E Placements In 5 E

Note: Exclude student with enrollment reason of Transfer Out and Dual Enrollment (2,6).

NEW for 2014 Language Code Changes Language Codes 211 (English – USA) and 212 (English – Other) will be combined into Code 211 (English). After this conversion, Code 212 will no longer be available. Also, Language Code 999 (Other) will be eliminated. Please contact DOE's English Learner Coordinator if you believe you have a student with a language that is not listed.

File Layout Fieldname Ln InformationNOW Location 1 School Number 4 School/District/ School – School Number 2 Student Test Number

(STN) 9 Student | Student Maintenance | View Student | Misc tab- Identification

- State ID Number 3 Student Last Name 50 Student | Student Maintenance | View Student | Main tab – Personal -

Last name 4 Student First Name 50 Student | Student Maintenance | View Student | Main tab – Personal -

First name 5 Student Middle Name/

Middle Initial 50 Student | Student Maintenance | View Student | Main tab – Personal -

Middle name 6 Student Name Suffix 4 Student | Student Maintenance | View Student | Main tab – Personal -

Generation 7 Language Code 3 Student | Student Maintenance | View Student | Misc tab – Services –


Fieldname Ln InformationNOW Location Language **if the language is blank export 211

8 Gender 1 Student | Student Maintenance | View Student | Main tab – Personal – Gender

9 Birth Date 8 or 10 Student | Student Maintenance | View Student | Main tab- Personal – Date of Birth

10 Ethnicity/ Race 1 Student | Student Maintenance | View Student | Main tab- Personal – Race- also will look at the Hispanic checkbox **If Hispanic is checked export 4 If Multiracial export 6 Or use state code attached to Race code

Student Not Tested (DOE-NT)

Data Setup/Entry 1. Student must have a valid State Number (STN). Go to

Students | Student Maintenance. Search for and click to View the student. Click the Misc tab. Verify the student has a valid State ID Number.

2. Student must have ECA Reason Not Tested and ISTEP Reason Not Tested. Students | Student Maintenance. Search for and click to View the student. Click the Custom tab. Verify the ECA Reason Not Tested or ISTEP Reason Not Tested.

ECA Reason Not Tested Description State Code Absent 1 Suspension, Out of School 2 Expulsion, Out of School 3 Not Enrolled 4 Medical Emergency 5 Non-compliance 6 Data reporting error 7 ECA course not taken 8 ECA tested during summer 9 Newly accredited 10

ISTEP Reason Not Tested Description State Code


Description State Code Absent 1 Suspension, Out of School 2 Expulsion, Out of School 3 Not Enrolled 4 Medical Emergency 5 Non-compliance 6 Data reporting error 7 Newly accredited 10

File Layout Fieldname Ln InformationNOW Location 1 Student Test

Number 9 Student | Student Maintenance | View Student | Misc tab –

Identification – State ID Number 2 Reason Not

Tested

2

Student | Student Maintenance | View Student | Custom tab – Assessment- ECA Reason Not Tested Or ISTEP Reason Not Tested

Testing Online and Barcode (DOE-TL) only ECA and ECA Retest




3. Periods must be assigned the appropriate state code. Go to System Preferences | Setup. Select Periods and click Refresh. Verify that each period has a 3-digit state code. This must be done at each school. Examples:

Name Description ST Code 1 Period 1 001 2 Period 2 002 3 Period 3 003




5. Student must have a valid lunch program. To set up lunch codes, go to System Preferences | Setup. Select Lunch and click Refresh. Verify the following:

Name ST Code Free Meals 1 Reduced Meals 2 Not approved for free/reduced meals 3

6. Only export currently enrolled students in the selected grade level(s).


8. Student IEP Begin Date should be less than or equal to the Count Date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the IEP Begin Date and that


the IEP End Date is null or greater than the report count date.

9. ECA Retest student that are not scheduled in the course they are retesting will export period 990. (Field 17)

ECA: Classes must have a state code. State course number must be 1004, 2520, 3020, 3024, and 3034 during the Term with ECA count date – exclude withdrawn students. Go to Scheduling | Valid Course. Search for and select to View the course. Verify the State Course Number.

ECA Retest: Students must be marked as Retest. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify one or more of the following are checked:

• ECA English 10 Retest

• ECA Algebra I Retest

• ECA Biology Retest

Note: Teacher Email address if the student is not scheduled in the course they are retesting will pull from the Homeroom teacher or the Counselor.

Field 17 Period: If the student is not scheduled in the course they are retesting export 990.

File Layout


Description Ln InformationNOW Location 1 School Number 4 School/District 2 STN 9 Student | Student Maintenance | View Student | Misc tab 3 Grade Level 2 Student | Student Maintenance | Main – Grade Level 4 Special Education

Participant 1 Student | Student Maintenance | Misc – Services – IEP Begin date is <=

count date and IEP End date is > count date Allowable codes: Y or N

5 Primary Exceptionality 2 Student | Student Maintenance | Misc – Services – Primary Exceptionality Allowable codes: 00-17 or NA

6 Section 504 Plan 1 Student | Student Maintenance | Misc – Services – Section 504 Qualification. Allowable codes: Y or N

7 English/ Language Arts Accommodations

1 Student | Student Maintenance | Custom – Special Education – English Acc Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

8 Mathematics Accommodations

1 Student | Student Maintenance | Custom – Special Education – Mathematics Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

9 Science Accommodations

1 Student | Student Maintenance | Custom – Special Education – Science Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

10 Social Studies Accommodations

1 Student | Student Maintenance | Custom – Special Education – Social Studies Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

11 Socio-Economic Status (SES)

1 Student | Student Maintenance | Main – Lunch Code Allowable codes: 1-3

12 English Language Learner Status (Formerly, Language Minority Status)

1 Student | Student Maintenance | Misc – LEP If LEP code is blank export 0 If LEP code is 5 then export 1 If LEP code is either 1, 2, 3, or 4 then export 2 If LEP code is 6 then export 3 Allowable codes: 0-3

13 Spanish Language 1 Student | Student Maintenance |Misc – Services – Language If the student Language is Spanish (state code 835) export Y If not Spanish export N Allowable codes: Y or N

14 First Year Test Taker 1 Student | Student Maintenance |Custom – Assessment – First Year LAS Allowable codes: Y or N


Description Ln InformationNOW Location 15 Teacher SPN 8 Staff | Staff Maintenance | Misc – Identification – State ID Number

If ECA and ECA Retest Collection export the Primary Teacher SPN ECA Retest is the student is not scheduled in the course will report either homeroom teacher or counselor or UNKNOWN.

16 Test Code 4 Scheduling/ Valid Course – State Course number. You can only add this to the Valid course file but you can “Apply Changes to Sections and to what Academic Session(s). ECA will report the state course number. ECA Retest –if the student custom field ECA English 10 Retest is checked report 1004. Or if the student custom field ECA Algebra 1 Retest is checked report 2520 Or if the student custom field ECA Biology 1 Retest is checked report 3020, 3024, or 3034 based on the students current schedule. Allowable codes: 1004, 2520, 3020, 3024, 3024

17 Class/ Period 3 Scheduling/ Master Schedule – Period(s) If the class is multiple periods export the earliest period. ECA report the earliest period for the section with the state code. ECA Retest and the student are enrolled in the course report the period of the day. If the student is not enrolled in the course then return 990. Allowable codes: 001-990

18 Special Code R 1 LEA use – no longer used 19 Special Code S 1 LEA use – no longer used 20 Special Code T 1 LEA use – no longer used 21 Corporation Assigned

Student ID 15 Student | Student Maintenance |Misc – Student Number

22 Retest Status 1 Student | Student Maintenance |Misc – Assessment – ECA English 10 Retest and/or ECA Algebra I Retest Allowable codes: Y or N (Any student who has previously taken the specific subject ECA test is consider a retester regardless of whether or not they are currently enrolled in the class.)

23 Teacher Email Address 100 Staff | Staff Maintenance |Misc – Identification- Email. No email address export NA. Looks at the teacher for the subject the student is being tested in. If the student is retesting and not scheduled in the course the email will pull from either the Homeroom teacher of the counselor.

24 ISTEP Online Teacher SPN2

8 Report/ State Report/ Testing Layout – ISTEP Online Teacher SPN2 field can be populated with the teacher SPN or select NA. This is used for ISTEP testing.


Testing Online and Barcode (DOE-TL) only ISTEP+/IMAST (IREAD) And LAS Links




3. Periods must be assigned the appropriate state code. Go to System Preferences | Setup. Select Periods and click Refresh. Verify that each period has a 3-digit state code. This must be done at each school. Examples:

Name Description ST Code 1 Period 1 001 2 Period 2 002 3 Period 3 003







6. Only export currently enrolled students in the selected grade level(s).


8. LAS Testing student must have LAS Links Test checked. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Assessment LAS Links Test.

9. Student IEP Begin Date should be less than or equal to the Count Date. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab. Verify the IEP Begin Date and that the IEP End Date is null or greater than the report count date.


ISTEP+/ IMAST (IREAD): Homerooms must have a teacher attached and the teacher must have an email and SPN. Only report students where the Student Custom Fields ISTEP Exempt or IMAST is not selected.

• Period 1

Export one record per student where ISTEP Exempt is not checked (student –custom- Assessment- IStep Exempt).

• Period 2

Export any student where ISTEP Exempt is not checked (student custom) and export any student where IMAST is checked on the student -custom tab-Assessment- IMAST.

Note: The report count date will look at the enrollment records of students to verify the export of students enrolled on or after the report count date.

IREAD (Student- custom- Assessment)

• Export one record per student where the IREAD Exempt blank (student -custom tab-Assessment- IREAD EXEMPT and/or

• Export one record per student where IREAD Retest is checked (student -custom tab-Assessment- IREAD Retest)

File Layout Description Ln InformationNOW Location 1 School Number 4 School/District 2 STN 9 Student | Student Maintenance | View Student | Misc tab 3 Grade Level 2 Student | Student Maintenance | Main – Grade Level 4 Special Education

Participant 1 Student | Student Maintenance | Misc – Services – IEP Begin date is <=

count date and IEP End date is > count date Allowable codes: Y or N

5 Primary Exceptionality 2 Student | Student Maintenance | Misc – Services – Primary Exceptionality Allowable codes: 00-17 or NA

6 Section 504 Plan 1 Student | Student Maintenance | Misc – Services – Section 504 Qualification. Allowable codes:


Description Ln InformationNOW Location Y or N

7 English/ Language Arts Accommodations

1 Student | Student Maintenance | Custom – Special Education – English Acc Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

8 Mathematics Accommodations

1 Student | Student Maintenance | Custom – Special Education – Mathematics Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

9 Science Accommodations

1 Student | Student Maintenance | Custom – Special Education – Science Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

10 Social Studies Accommodations

1 Student | Student Maintenance | Custom – Special Education – Social Studies Acc. Allowable codes: Y or N (only for students with IEP, 504 plan, or identified as LEP)

11 Socio-Economic Status (SES)

1 Student | Student Maintenance | Main – Lunch Code Allowable codes: 1-3

12 English Language Learner Status (Formerly, Language Minority Status)

1 Student | Student Maintenance | Misc – LEP If LEP code is blank export 0 If LEP code is 5 then export 1 If LEP code is either 1, 2, 3, or 4 then export 2 If LEP code is 6 then export 3 Allowable codes: 0-3

13 Spanish Language 1 Student | Student Maintenance |Misc – Services – Language If the student Language is Spanish (state code 835) export Y If not Spanish export N Allowable codes: Y or N

14 First Year Test Taker 1 Student | Student Maintenance |Custom – Assessment – First Year LAS Allowable codes: Y or N

15 Teacher SPN 8 Staff | Staff Maintenance | Misc – Identification – State ID Number All other collection export students’ homeroom teacher SPN or Counselor or UNKNOWN. (Student is not scheduled into a class for this test)

16 Test Code 4 Scheduling/ Valid Course – State Course number. You can only add this to the Valid course file but you can “Apply Changes to Sections and to what Academic Session(s). IREAD return 9975 ISTAR return 9985


Description Ln InformationNOW Location ISTEP+/IMAST period 1 return 9900 ISTEP+/IMAST period 2 ISTEP return 9900 IMAST return 9925 LAS Links return 9950 Allowable codes: 9975, 9985, 9900, 9925, 9950

17 Class/ Period 3 Scheduling/ Master Schedule – Period(s) If the class is multiple periods export the earliest period. IREAD return 996 ISTAR return 995 ISTEP+/IMAST period 1 return 998 ISTEP+/IMAST period 2 ISTEP return 998 IMAST return 997 LAS Links return 999 Allowable codes: 995, 996, 997, 998, 999

18 Special Code R 1 LEA use – no longer used 19 Special Code S 1 LEA use – no longer used 20 Special Code T 1 LEA use – no longer used 21 Corporation Assigned

Student ID 15 Student | Student Maintenance |Misc – Student Number

22 Retest Status 1 Student | Student Maintenance |Misc – Assessment – ECA English 10 Retest and/or ECA Algebra I Retest **ONLY ECA Retest*** Allowable codes: Y or N (Any student who has previously taken the specific subject ECA test is consider a retester regardless of whether or not they are currently enrolled in the class.)

23 Teacher Email Address 100 Staff | Staff Maintenance |Misc – Identification- Email. No email address export NA. Looks at the teacher for the subject the student is being tested in. Note: NA may be used for LAS Links and ISTEP.

24 ISTEP Online Teacher SPN2

8 Report/ State Report/ Testing Layout – ISTEP Online Teacher SPN2 field can be populated with the teacher SPN or select NA. This is used for ISTEP testing.


Textbook Reimbursement (DOE-TB)

Data Setup/Entry 1. Student must have a valid State Number (STN). Go to Students | Student Maintenance.

Search for and click to View the student. Click the Misc tab. Verify the student has a valid State ID Number.





4. Students must have the correct Reporting School. Go to Students | Student Maintenance. Search for and


click to View the student. Click the Misc tab. Verify the student has the correct Reporting School.

Note: Export students with membership with the report start and end date where the lunch code is either free or reduced.

5. Students with a grade level with the state code 13 and NOT marked as Report to Adult Ed will be reported as grade 12 in field 5. To see if student is marked as Report to Adult Ed to go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Membership Report to Adult Ed is blank.


File Layout Fieldname Ln InformationNOW Location 1 Student Test Number 9 Student | Student Maintenance | View Student | Misc tab –

Identification – State ID Number 2 Living with Parent 1

Student | Student Maintenance | View Student | Custom tab – Membership – Lives with Guardian

3 Grade Level 2 Student | Student Maintenance | View Student | Main tab – Personal – Grade

4 TANF or Food Stamp Case Number

16 Student | Student Maintenance | View Student | Custom tab – Lunch- TANF

5 Last 4 SSN of Adult Household Member

4 Student | Student Maintenance | View Student |Contact – First Contact that is marked ‘is custodian’

6 Free/ Reduced Meals 1 Student | Student Maintenance | View Student | Main tab – Personal – Lunch

7 No SSN 1 If field 5 is blank then Y 8 School 4 School/District | School | Main tab | School Number

Textbook Reimbursement (DOE-TBR)

Data Setup/Entry 1. Student must have a valid State Number (STN). Go to Students | Student Maintenance.

Search for and click to View the student. Click the Misc tab. Verify the student has a valid State ID Number.








5. Fee Categories must have the correct state code. Go to Fees | Setup. Select Fee Category and click Refresh. Verify the following:

Name ST Code Textbook TXB Textbook/Consumable CNS Course CRS Other OTH

6. Valid course must be setup with course fees. Go to Scheduling | Valid Courses. Search for and click to View a Course. Select Course Fees under the Manage menu on the left. Add the appropriate fee to the course.


7. The Term Start (on the course) must be equal to or less than the Count date of the report. To view terms go to Scheduling | Setup. Select Terms and click Refresh. Verify Start Date and End Date for each term.

Verify the correct terms are assigned to the sections. Go to Scheduling | Master Schedule. Search for and select to View a section. Verify the Terms.

8. Cost of Textbook and Cost of Consumable Textbook must have the correct value. Go to Scheduling | Master Schedule. Search for and select to View the section. Click the Custom tab. Verify the section has the correct Cost of Textbooks and Cost of Consumable Textbooks.


9. Student must be enrolled in the course during the

reporting date term.

Note: Export students with membership with the report start and end date where the lunch code is either free or reduced.

10. Students with a grade level with the state code 13 and NOT marked as Report to Adult Ed will be reported as grade 12 in field 5. To see if student is marked as Report to Adult Ed to go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the Membership Report to Adult Ed is blank.

11. The export report can be run in Summary, Detail, or Both options.

Exclude:

Students – that have been marked as ‘No Show’ Grade Level state code 13 and ‘Report to Adult Ed’ = Y Grade Level State code PW, PK, AE, CG Sections – that don’t have course fees with the correct state code for fee categories

Export Summary Report – Select Export type – Summary (Reports/ State/ Textbook Reimbursement Report (TBR))


Summary File Layout

Name Description 1 Count Date Count date on the TBR report 2 School Acad Session Name 3 Grade Level Grade Level state code 4 Student Count Head Count of eligible students per grade level 5 Textbook Cost Sum of Section Textbook Cost by grade level

(Scheduling/ Master Schedule / - View Course- Custom Tab- Textbook- Cost of Textbook)

6 Rate Decimal amount enter on report in the Rate column 7 Total Textbook Reimbursement Textbook Cost * Rate entered 8 Workbook Cost Sum of Section Workbook Cost by grade level

(Scheduling/ Master Schedule/ - View Course- Custom Tab- Textbook- Cost of Consumable Textbook)

9 Total Reimbursement Total Textbook Reimbursement + Workbook Cost 10 Aggregate Student Student Column sum 11 Aggregate Textbook Cost Textbook Cost Column sum 12 Rate Decimal amount enter on report in the Rate column 13 Aggregate Textbook Reimbursement Textbook Reimbursement Column Sum 14 Aggregate Workbook Cost Workbook Cost Column Sum 15 Aggregate Total Total Column Sum

District Summary Layout

Name Description 01 Grade Level Grade Level State Code 02 Student Count Unduplicated Head Count of eligible students per district 03 Textbook Cost Sum of Textbook Cost in grade level for all sections and selected academic


Name Description sessions

04 Rate Decimal amount enter on report in the Rate column 05 Textbook Reimbursement Textbook Cost * Rate entered 06 Workbook Cost Sum of Workbook Cost in grade level for all sections and selected academic

sessions 07 Total Reimbursement Textbook Reimbursment column + Workbook Cost column 08 Aggregate Students Students column sum 09 Aggregate Texbook Cost Textbook Cost column sum 10 Rate Decimal amount enter on report in the Rate column 11 Aggregate Textbook

Reimbursement Textbook Reimbument column sum

12 Aggregate Workbook Cost Workbook Cost column sum 13 Aggregate Total Total Colum sum

Export Detail Report Select Export type of Detail.

Detail File Layout

Name Description 01 School Academic Session Name 02 Grade Level Grade Level State Code 03 Student Count Head Count of eligible students per grade 04 Student Name Student display name (last, first middle) 05 Student ID Selected ID to Print 06 Grade Student’s grade level state code 07 Homeroom Student’s homeroom name 08 Ethnicity Student’s primary ethnicity state code 09 Gender Students gender state code 10 Lunch Student’s lunch state code 11 Course Full Course number and Course Short Name 12 Period Period student is/was enrolled in course 13 Terms Term student is/was enrolled in course 14 Section TB Cost Master Schedule/ Course/ Custom Tab- Textbook- Cost of Textbook 15 Rate Decimal amount enter on report in the Rate column 16 Section TB Reimbursement Section Textbook Cost (Field 14) x Rate (Field 15) 17 SectionWorkbook Cost Master Schedule/ Course/ Custom Tab- Textbook- Cost of Consumable

Textbook 18 Section total reimbursement Section TB Reimbursement (Field 16) + Section Workbook Cost (Field

17) 19 Aggreagate Textbook Cost Sum of Textbook column for student 20 Rate Decimal amount enter on report in the Rate column 21 Aggregate Textbook

Reimbursement Sum of Textbook Reimbursement column for student

22 Aggregate Workbook Cost Sum of Workbook column for student 23 Aggregate Total Total Colum sum for student

TB/TBR Validation Exports student that are not on both the TB and TBR.

Name Definition 01 Report Title 'TB/TBR Validation'


Name Definition 02 School School Name 03 Student Display Name

*Withdrawn from school † Student with no schedule

04 ID Student ID select on the report options 05 Grade Student Grade level 06 Homeroom Student Homeroom 07 Race Student ethnicity (Primary) 08 Gender Student.GenderID/Gender.StateCode 09 Lunch Student Lunch code 10 TB Is the student include in the TB Export Yes or No 11 TBR Is the student included in the TBR Export Yes or NO 12 Total Total Student Count

Title I (DOE-TI)



2. District Report Minimum Days in Title I enter the correct number of days. Go to School/District | District. Click the Custom tab. Verify the Reporting Min Days in TI.


4. Student must have ESEA Title I Program. Go to Students | Student Maintenance. Search for and select to View the student. Click the Custom tab. Verify the ESEA Title I.


Description State Code Regular TI, Part A 1 Migrant TI, Part C 2 Both Regular TI, Part A & Migrant TI, Part C 3 Eligible for Regular TI, Part A – Not Served 5 TI Neglected 6

5. District Service Type for Title I must have the correct state code. Go to System Preferences | Setup. Select Service Type and click Refresh. Verify the following:

Name Code ST Code NCES Code Alternate Education ALT Title 1 TI TI (Capital T and I) GED Prep GEDPREP

6. District Services must have the correct state code. Go to System Preferences | Setup. Select District Services and click Refresh. Verify the following:

Name Service Type ST Code Reading Instruction Title I RI Math Instruction Title I MI Science Instruction Title I SI Vocational Instruction Title I VI Social Studies Instruction Title I SSI Guidance Support Title I GS Health Support Title I HS Home Visitation Title I HV Pre-Kindergarten Extended Time Title I PKE Kindergarten Extended Time Title I KE Before School Extended Time Title I BSE After School Extended Time Title I ASE Saturday Extended Time Title I SE Summer School Extended Time Title I SSE Jump Start Extended Time Title I JSE Year-Round Extended Time Title I YRE Extended Time Opportunities Title I ET ESEA Regular Part A Title I 1 ESEA Migrant Part C Title I 2 ESEA Both Regular Part A & Migrant Part C Title I 3 ESEA Neglected Title I 5

7. Student must have at least one District Service. Go to Students | Student Maintenance. Search for and select to View the student. Click Services under the


Manage menu on the left and assign the appropriate service.



9. Migrant student must have Yes in the Migrant field. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the Migrant code.

10. ELL Student must have an ELL Proficiency Level. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the LEP code.

Student LEP codes are created under System Preferences | Setup | Level of English Proficiency.

Name *Code ST Code Export Student is PK LEPPK 0 LM Level 1 Beginner (LEP) LE1 1 SE, LM, ISTEP, TI


Name *Code ST Code Export Level 2 Early Intermediate (LEP) LE2 2 SE, LM, ISTEP, TI Level 3 Intermediate (LEP) LE3 3 SE, LM, ISTEP, TI Level 4 Advanced (LEP) LE4 4 SE, LM, ISTEP, TI Level 5 Fluent (FEP FEP 5 SE, LM, ISTEP, TI Immigrant Native English Speaker NES 6 SE, LM, ISTEP, TI ELL with IEP that prohibits assessment IEP 7 TI, LM Assessment required but incomplete or not done INC 8 Tl, LM

11. Students that are Special Education Participants must have an Active Special Ed Status. Go to Students | Student Maintenance. Search for and select to View the student. Click the Misc tab and verify the Special Education Status.

Note: On this export Student Names and the ELL Proficiency Level can be included for verification but do NOT send the export with Names and Reason to the state department.

File Layout Fieldname Ln InformationNOW Location 1 School Number 4 School/District/ School – School Number 2 Student Test

Number (STN) 9 Student | Student Maintenance | View Student | Misc tab-

Identification- State ID Number 3 ESA Title 1

Program 1 Student | Student Maintenance | View Student | Custom tab- Title I –

ESEA Title I 4 Reading

Instruction 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = RI (Capital R and I) 5 Math Instruction 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = MI (Capital M and I) 6 Science


And District Service State code = SI (Capital S and I) 7 Vocational


And District Service State code = VI (Capital V and I) 8 Social Studies


And District Service State code = SSI (Capital SS and I) 9 Guidance Support 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = GS 10 Health Support 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = HS 11 Home Visitation

Support 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = HV 12 Pre-K Extended

Time 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = PKE 13 Kindergarten

Extended Time 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = KE 14 Before School


And District Service State code = BSE 15 After School


And District Service State code = ASE


Fieldname Ln InformationNOW Location 16 Saturday Extended

Time 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = SE 17 Summer School


And District Service State code = SSE 18 Jump Start


And District Service State code = JSE 19 Year-Round


And District Service State code = YRE 20 Extended Time

Opportunities 1 Student District Service Type must have state code TI (Capital T and I)

And District Service State code = ET 21 Grade Level 2 Student | Student Maintenance | View Student | Main tab-Personal –

Grade 22 Migrant Student 1 Student | Student Maintenance | View Student | Misc tab-

Origin/Residency – Migrant 23 ELL Proficiency

Level 1 Student | Student Maintenance | View Student | Misc tab- Services-

LEP 24 Special Education

Participant Student | Student Maintenance | View Student | Misc tab- Services –

Special Education Status

Documents

IN State Reports - STI Support Sitesupport.sti-k12.com/documentation/stateg/IN State Reports.pdf · English Language Learners and Immigrant Students ... 12 Grade 12 12 ... Chalkable_1209150808