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JUNE 18 TH IS ROLLOVER... PLAN

Mark Dominguez * Marian Fortunati *Judy Hodgins * Martin Montellano * Vincent Morrison Talina Munoz * Robert Pelayo * Marlon Pinzon * Denise Simpson * Ginger Whitmore Volume 15 Number 11 Table of Contents
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Mark Dominguez * Marian Fortunati *Judy Hodgins * Martin Montellano * Vincent Morrison Talina Munoz * Robert Pelayo * Marlon Pinzon * Denise Simpson * Ginger Whitmore Volume 15 Number 11 Table of Contents June 18 Is Rollover..Plan Ahead! 1 Matriculants... 1 Intervention After Rollover Room / Teacher Changes Rebuild Files Student Room # Changes Retained Change Kinder E Codes/Dates Print Rosters Classification Future Master Plan Rosters Saving English Sentences Sending / Receiving Rosters Calendar MATRICULANTS Middle schools are now able to access any matriculant's data via TR31,and should not send parents back to the elementary school for PARs. However, if a parent returns for a PAR, please accommodate the parent's request and later call Secondary SIS (213) so that they can assist the middle school to access the data. JUNE 18 TH IS ROLLOVER... PLAN It is recommended that all schools complete the year-end procedures by 5:00 p.m. new room assignments receiving rosters / sending rosters retentions Classification multi-track schools--set up, print, but do not submit 10th month Classification for each track single track schools--set up, print, and submit 10th month Classification June 17 (See April Newsletter for detailed year-end tasks / May for Classification) ROLLOVER DOES NOT AFFECT SOAR OR ONLINE PROGRESS REPORT. Teachers may continue to enter grades and SOAR assessment data after rollover for their same students, including matriculants, but the window closes for single tracks on 7/2 and muti-tracks on 7/9. PLEASE DO NOT ENTER L CODE OR L DATE for matriculants, students transferring to a Magnet school, or students who have been accepted in the PWT program. DO NOT RETIRE matriculants, Magnet, or PWT students, unless they L out before the end of their track. This will be done automatically by SIS during the rollover process. Page 1 Elementary SIS Newsletter SUMMER INTERVENTION / INTERSESSION - NEW INFORMATION! REF-1009 Required Elementary SIS Data for Standards-Based Promotion and Intervention Programs for contains new information regarding intervention programs to be entered on Screen 26. All infomation (except marks and hours) should be entered NOW for the summer intervention/intersession programs on Screen 26. (If the teacher has not been selected, leave teacher employee # blank.) FIELDS 801 AND Y for summer school attendance at all single track schools (and track A at multi-track schools who send students to a summer intervention off campus) 802 Y for traveling students at single track schools (and on Track A at multi-track schools that send students to other sites for intervention) RECOMMENDATION REASON 1 all students in grades 2-5/6 attending summer intervention/intersession 2 students in grades 2-5/6 recommended for voluntary intervention during the regular school year 3 students in grades 2-5/6 recommended for voluntary intervention during the regular school year who scored below the 36th percentile on STAR Reading Test 5 all students in grades K-5/6 in EIEP or Migrant Education Programs or all K and 1 students participating in any intervention programs; BLANK REASON CODE for students in grades Pre-K - 5/6 attending ESY summer intervention, or ESY intersession (students attending ESY do not need a reason code to be entered) SUBJECT L = Reading / Language Arts M = Math E = English Language Development / ESL If an intervention session includes more than one subject, enter a separate line for each subject. For example, a 4 hour class could have 1 hour of math and 3 hours of Reading / Language Arts. Enter separate marks and hours as well. TEACHER Enter the employee number of the teacher teaching the intervention class. START DATE AND END DATE For all selected intervention students, enter the same start and end dates for that program. For example, if the session is from July 7-August 3, enter and , even if the student does not attend, starts later, or leaves before the session is over. The total hours of the students' attendance will be placed in the Hours Attended column. MARKS For summer intervention/intersession (Intervention Program I) For EOs, IFEP, RFEP, and ELD 5 use: 1 = Not Proficient 2 = Partially Proficient 3 = Proficient 4 = Advanced For EL levels 1-4 use: 2 = Inadequate Progress in ELD* 3 = Adequate Progress in ELD* * see REF-1009 for additional details For all other Intervention Program types, use: S = Satisfactory U = Unsatisfactory I = Incomplete (has attended less than half of the scheduled hours of this intervention session) HOURS ATTENDED Enter the number of hours the student attended the intervention program. If the student was a no-show, enter 0 for number of hours. If parent declined intervention service, enter 0 for number of hours and N for Parent Confirmation. Page 2 phone (213) fax (213) We're Here For YOU! Elementary SIS Newsletter SUMMER INTERVENTION / INTERSESSION - (continued) SENDING SCHOOLS Enter all intervention information in Screen 26. (See page 2 for instructions.) Enter Y in field 801for each student and Y in field 802 if students are being transported. FAX or mail Summer Intervention Emergency Rosters (Screen 20, option 19) to the receiving school(s). FAX or mail Summer School/Intercession Program Rosters (Screen 20, option 4) to the receiving school(s). RECEIVING SCHOOLS ACCESSING STUDENT DATA / ADDING STUDENTS Receiving schools may access student data and add students via a special intervention screen. Use Screen 0 to locate students' District ID #s. To access the screen, at the main Menu, type :E :SUMMER Enter the student's 10 digit District ID # in field 0 to access the student. To add a student, enter the student's 10 digit District ID. Enter Y in field 21 for summer intervention/intersession and Y in field 22 if transported. At the control prompt, type LI and enter the line #. Then enter all data, and at the control prompt, type FI to file (save). MISSING TEACHER EMPLOYEE # To print a list of intervention students missing the teacher's employee #, at the Main Menu type:e :PON16 : SORT SUMMER.INTERVEN WITH ILOC = XXXX AND WITH NO SUM-TEACHER BY NAME NAME GRADE CLASSIF DIST-ID RSN ELD-LEVEL (N) For any student missing teacher # or other information, at the Main Menu type: E :SUMMER Enter the District ID and add missing data to the intervention line #. At the control prompt type FI to file (save). TEACHER / CLASS ROSTERS During the intervention program, receiving schools can print class lists using the following English sentence: E : PON16 : SORT SUMMER.INTERVEN WITH ILOC = XXXX BY TEACHER BY CLASSIF BY NAME BREAK- ON TEACHER 'P' NAME GRADE DIST-ID RSN CLASSIF ELD-LEVEL SPED-ELIG (N) If a school is providing intervention for its own students, class rosters can be printed from Screen 30, option 19. MARKS / ATTENDANCE Marks and attendance must be entered within a week after the close of the intervention program. Enter 0 hours for students who were offered intervention, but did not attend. See page 2 for marks. Hours of attendance must be entered in order for the Statistical to run. STATISTICAL Schools are required to print a Statistical Report for each type of intervention program held (ESY, EIEP,summer/ Intersession). After entering the attendance hours, print the statistical(s). At the Main Menu, select Screen 20, option 32. The Statistical(s) are to be reviewed and signed by the principal, then sent to the Local District SBP Coordinator, Local District Special Education Coordinator (for ESY classes), and Attendance and Enrollment Section. PWA / ELD WA WRITING ASSESSMENT RETAKES Enter updated PWA or ELD WA scores for students who were mandated to retake the PWA or ELD WA on the Summer Intervention Programs Screen. Enter PWA scores in fields 24, 25, 26 and ELD WA in fields 27 and 28. For year-round schools providing intervention for their own students follow directions on page 5 of REF We're Here For YOU! Page 3 Elementary SIS Newsletter AFTER ROLLOVER On Monday, June 21, the rollover process for all schools will have been completed. The following message will appear: HAPPY NEW YEAR - YOUR SCHOOL HAS NOW BEEN ROLLED OVER. If you do not see this message, contact Elementary SIS! All data will now reflect the school year. Matriculants' and transferring students' records will have been moved to the retired file. The following procedures need to be completed so that student information will be ready for the new school year: 1. Change Room Information 5. Retained 2. Change Teacher Information 6. Kindergarteners 3. Rebuild Files 7. Print Rosters 4. Student Room # Changes 1. CHANGE ROOM INFORMATION - SCREEN 16, OPTION 2 PRINT SCREEN 14, OPTION 4 (Room Teacher List) Write corrections on the roster. Then go to Screen 16, option 2, and follow the instructions below to update the list: TO CHANGE A ROOM'S TEACHER OR GRADE To change only the teacher and/or grade information about a room enter the room number, then type over the employee number, or the grade, or 120+ hours and FI (file) at the control prompt to save. T0 ADD A NEW CLASSROOM To add a room #, enter: 0 ROOM # (multi-track schools need to enter the track as the last character in the room # field, i.e. 56C) 1 EMP # 2 GRADE 3 TRACK (only for multi-track schools) HOURS Y for full time N for shared position or part time Type FI (file) at the control prompt to save. TO DELETE A CLASSROOM To delete a room # that will not be used during the school year, enter room number and at the control prompt type DE to delete. TO ADD ADMINISTRATORS AND / OR OFF-NORM POSITIONS For administrators and non-register carrying positions, such as coordinators, resource specialists, literacy coaches, math coaches, and others, enter the employee's title in field 0 (room number) i.e. PRIN, AP, APEIS, RST, LITCOAC, MATHCOA, BILCOOR, TITLE1. Do NOT enter a room number for these positions. Any letter/number combination (up to 7characters) can be used for these positions, although PRIN must be used for Principal. Enter the following data: 0 TITLE (NOT room number) 1 EMPLOYEE # 2 GRADE LEAVE BLANK - DO NOT ENTER ANYTHING 3 TRACK (only for multi-track schools. If the position serves the entire school, enter track E) HOURS Y for full time N for shared position or part time Type FI (file) at the control prompt to save. REPRINT SCREEN 14, OPTION 4 (Room Teacher List) to verify changes made are correct. Page 4 phone (213) fax (213) We're Here For YOU! Elementary SIS Newsletter AFTER ROLLOVER (continued) 2. CHANGE TEACHER INFORMATION - SCREEN 16, OPTION 2A PRINT THE STAFF LIST, SCREEN 14, OPTION 5 (Teacher List - Detailed) Write the corrections/additions on the roster, then enter all changes on Screen 16, option 2A. Follow the instructions below: TO DELETE AN ADMINISTRATOR / TEACHER For administrators or teachers who are not returning to your site for the school year, enter the employee # and at the control prompt type DE to delete. TO ADD AN ADMINISTRATOR / TEACHER OR TO ADD / CHANGE DATA For new administrators and teachers, and for those individuals missing information on the detailed teacher roster, enter the employee # and print the screen. Have the administrator/teacher fill in the following fields: 5 SITE START DATE (mm/dd/yy) *6 PREV YEARS AT SITE 7 LAUSD START DATE (mm/dd/yy) *8 PREV YEARS IN LAUSD *9 YRS OUTSIDE LAUSD * (only if applicable) Then enter the missing information and at the control prompt type FI to file (save). REPRINT SCREEN 14, OPTION 5 (Teacher List - Detailed) to verify your changes. Only classroom #s, administrators, and teachers who will be at your school during the should be on the report. 3. REBUILD FILES After making all room and teacher changes, run Rebuild Files (Screen 16, option 1). Anytime you make changes on Screen 16, option 2 or 2A, run Rebuild Files. (Be sure only the computer running Rebuild Files is logged into SIS while this program is run. After the room and teacher files have been updated and the files are rebuilt, the teacher name (field 106) and employee # (field 105) will appear on each student's record. Until the files are rebuilt, those two fields will be blank. 4. STUDENT ROOM # CHANGES MISSING ROOM ASSIGNMENTS All students' grade levels and new room numbers (if you entered them) will have been updated. To print a list of students with missing room numbers, at the Main Menu type:e : PON : SORT XXXX WITH NO ROOM BY GRN BY NAME NAME GRADE ROOM (N) Enter the room numbers on Screen 4 or 10, field 104. INCORRECT ROOM ASSIGNMENTS Students who had nothing entered in field 194 prior to rollover will have the same room number as the school year. For these students and for students with incorrect assignments, enter the correct room number on Screen 10 or Screen 4, field 104. If many students in a class are changing rooms, use Screen 16, option 7 (a faster mode to change data). Enter room numbers and update field 104. We're Here For YOU! Page 5 Elementary SIS Newsletter AFTER ROLLOVER (continued) 5. RETAINED For students who had an R in the grade field before rollover, the retention grade and date information will have been entered automatically in fields 144 and 145 (Screen 4). PRINT A LIST OF RETENTIONS for the new school year At the Main Menu type: E :RETAINED All students who will be retained for the school year will appear on this list along with retention grade, retention date, and retention type (if you entered the information on Screen 4). TO ADD RETENTION DATA On Screen 4, enter information in fields 144, 145, RETENTION GRADE 145 RETAINED DATE (date is JUNE 30, 2004) 289 RETAINED TYPE REG for regular or SBP for standards based promotion. For students retained after rollover, be sure to change the student's grade and, if you want to have the R appear in the student's grade field, add an R to field 102 on Screen 4 or 10. TO ERASE RETENTION DATA If the student will not be retained, give the student a current grade on Screen 4 or 10 and erase (control N) 144, 145 and 289 from Screen 4. REPRINT RETAINED to verify retained students for the school year. 6. KINDERGARTNERS / FORMERLY PRE-K If your school had Pre-Kindergartners in , their grade will have automatically moved up to kindergarten. CHANGE E CODE from E to E7 by typing over the E code. CHANGE E DATE to the student's beginning kindergarten date by typing over the Pre-K E date. To verify a list of kindergartners with E code and E date, at the Main Menu, type: E :PON : SORT XXXX WITH GRN = 0 BY ROOM BY NAME NAME GRADE ROOM (N) Only pre-kindergarten students and special education pre-kindergarten students use E as an E code for the current school year only. 7. PRINT ROSTERS PRINT THE FOLLOWING ROSTERS: Class Rosters Screen 14, option 7 Be sure there is a teacher name and room number at the top of each class page, and that individual students are not on a page by themselves. Make any student room changes on Screen 4 or 10, field 104. Alpha Rosters Screen 14, option 14 Use this list as a reference to avoid enrolling students twice. Reprint the list once a week until enrollment has settled, then reprint at timely intervals. Also check this list for duplicates. A current list should be kept at the front counter. L Report Screen 14, option 17 This alphabetical roster lists all students who have left your school. Reprint the list once a week until enrollment has settled. A current list should be kept at the front counter. Page 6 phone (213) fax (213) We're Here For YOU! Elementary SIS Newsletter SETTING UP THE CLASSIFICATION - SCREEN 23, OPTION 1 After completing the After Rollover tasks (pages 4-6), set up the Classication for Month 1. Each month, Screen 23, options 1, 2, and 3 must be set up and filed BEFORE the Classification is printed (options 4, 5, and 6). Data on Screen 23, options 1, 2, and 3 will carry over from previous months only if it is filed each month prior to running the Classification Report. SCREEN 23 OPTION 1 For single track and Track A at multi-track schools At field 0 (Month & Track) enter 1 for a single track school (or 1A if your school is multi-track). Enter the number of certificated personnel assigned to each position. If the coordinator's position is funded by more than one source, enter a decimal amount for each funding source. Example: for a coordinator funded out of 2 funding sources (see screen sample below) 2 1/2 days from Title 1, enter.5 on line /2 days from Bilingual, enter.5 on line 22. Any half-time position is entered as.5. Enter the number of administrators (principal and assistant principals) on line 26. For Total Positions Assigned, add the off-norm teacher allotments on the left hand side of the screen + the number of K-5/6 teachers (on that track) + administrators and enter the total in line 27. (In the example below there are 12 off-norm postions + 19 teachers in grades K-5/6 + 2 administrators for a total of 33). The computer calculates lines N, O, and P. Line P may not calculate to the desired 0 until after the Classification is printed. At the control prompt type FI to file (save). Additional information for multi-track schools Enter coordinators, literacy coaches, math coaches, and RSP teachers (who serve the whole school) only on track A's Classification. Multi-track schools also need to set up Option 1, month 1, for each of the other tracks, 1B, 1C, 1D. Enter the principal and assistant principals on line 26 (this will be the same # for all tracks). To calculate line 27 (total positions assigned) add the off-norm teacher allotments assigned to that track + the number of K-5/6 teachers (on that track) + administrators and enter the total # on line 27. At the control prompt type FI to file (save). We're Here For YOU! Page 7 Elementary SIS Newsletter SETTING UP THE CLASSIFICATION - SCREEN 23, OPTIONS 2 AND 3 SCREEN 23 OPTION 2 Month 1 Classification for single track and Track A at multi-track schools Enter the employee numbers for the following non-register carrying certificated staff: Principal and Assistant Principals on lines 31, 32 RSP teachers on line 33 Pre-K Special Education teachers on line 2 SRLDP teachers on line 1 Principal and Assistant Principals at multi-track schools are assigned to E track. (Enter no track at single track schools.) RSP teacher(s) who serve the entire school are assigned to E track and are entered only on the A track Classification. (Enter no track at single track schools.) Pre-K Special Education and SRLDP teachers are assigned to one track only and are entered only on that track's Classification. (Enter no track at single track schools.) At the control prompt type FI to file (save). Additional information for multi-track schools Multi-track schools also need to set up Option 2, month 1, for tracks B, C, and D Classifications. Enter the Principal and Assistant Principal for each track's Classifications. Enter the Pre-K and SRLDP teacher employee #s only if the teacher is assigned to that track. SCREEN 23 OPTION 3 Option 3 is a line-control screen, tailored to fit the staffing needs of each school. Follow the directions on page 9 to set up option 3. Use the # codes below for each position at your school. 1 BILINGUAL COORD 8 SB 65 2 CAP / ADV 9 SI PROGRAM 4 CL SIZ RED 10 TITLE I 5 LIT COACH 11 TITLE VII 6 MATH COACH 12 YRS 7 POOL TEACHER 13 OTHER (continued on page 9) Page 8 phone (213) fax (213) We're Here For YOU! Elementary SIS Newsletter SETTING UP THE CLASSIFICATION - SCREEN 23, OPTION 3 (continued) For single track and multi-track schools Track A At field 0 (Month & Track) type 1 (for multi-track schools type 1A for the month) The cursor will be at CONTROL at the bottom of the screen. Type LI and press ENTER. The CONTROL will change to LI-CONTROL. Type 1 and press ENTER for the line number. Type one of the following position code #s from page 8. Type the employee # for the certificated person in that position. The employee name will appear automatically. For multi-track schools,enter E for track for staff who serve the entire school. Enter a separate line for each certi
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