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transcript
SISKSAUG-110111
Kansas State Reporting Guide
Reporting Year 2016-2017
December 2016
The Edupoint software and any form of supporting documentation are proprietary and confidential.Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictlyprohibited andmay result in severe civil and criminal penalties.Information in this document is provided in connection with Edupoint Educational Systems, LLC. products. Nolicense to any intellectual property rights is granted by this document.
The screens, procedural steps, and sample reports in this manual may be slightly different from the actualsoftware due tomodifications in the software based on state requirements and/or school districtcustomization.
The data in this document may include the names of individuals, schools, school districts, companies, brands,and products. Any similarities to actual names and data are entirely coincidental.
Copyright ©2016 Edupoint Educational Systems, LLC.
Edupoint, Synergy Student Information System, Synergy Special Education, Synergy Assessment,TeacherVUE, LessonVUE, StudentVUE, and ParentVUE are registered trademarks of Edupoint EducationalSystems. Inspect is a registered trademark of Key Data Systems. Google and theGoogle logo are registeredtrademarks of Google Inc. Apple and iPad Pro are trademarks of Apple Inc. Microsoft andOneDrive aretrademarks of theMicrosoft group of companies.
Other names and brands may be claimed as the property of others.
Copyright 2016 Edupoint Educational Systems, LLC.
About This ManualEdupoint Educational Systems, LLC. develops software with multiple release dates for the softwareand related documentation. The documentation is being released inmultiple volumes tomeet thiscommitment.
Conventions Used in This Manual
l Bolded text indicates user interactions such as a button or field on the screen.l Notes, Tips, References, and Cautions appear in themargin to provide additional information.
Before You Begin
Before installing any of the Edupoint family of software products, please be sure to review thesystem requirements andmake sure the district’s computer hardware and softwaremeet theminimum requirements.
Software and Document History
DocumentVersion
ReleaseDate
ReportingYear Description
1.0 Jul 2016 2016-2017 Initial release of this document
2.0 Oct 2016 2016-2017 Update to KIDS Collection Extract File Mapping: rowsD18, D19, and D20 Notes column, and all of D50 entry
3.0 Dec 2016 2016-2017
l CTE406 screenshots and Total Min column
l Added CTE407
l Improved EXIT extract performance
l Renamed KanService Import to SPED Pro Import
l Only load students with Enrollments betweenselected dates added in TEST Collection
Kansas State Reporting Guide 3
Copyright 2016 Edupoint Educational Systems, LLC
Table of Contents
About ThisManual 3
ConventionsUsed in ThisManual 3
Before You Begin 3
Software and Document History 3
Table of Contents 4
Chapter 1: Setup and Configuration 9Organization Setup 10
District 10
School 10
Schools No Longer in Use 11
District Setup 12
Allowing No-Shows 12
SummerWithdrawals 12
District State Requirements 12
Seminar Minutes 15
School Setup 15
Exclude FromState Reporting 15
State Requirements 16
ProgramSetup 17
Needs/ProgramsDefinition 17
Special Ed Service Definition 17
CTE Setup 18
CTE Programs 19
Update Student CTE 21
Student CTE 23
Chapter 2: Lookup Table Mapped Values 25Overview 26
K12 Lookup Tables 28
Grade Lookup Table 28
Language Lookup Table 29
K12.Demographics Lookup Tables 30
Homeless Lookup Table 30
Post Secondary Lookup Table 32
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SrUserCode02 Lookup Table 33
SrUserCode03 Lookup Table 33
SrUserCode04 Lookup Table 34
SrUserCode07 Lookup Table 35
SrUserCode11 Lookup Table 36
SrUserCode12 Lookup Table 37
SrUserCode14 Lookup Table 38
SrUserCode15 Lookup Table 38
SrUserCode16 Lookup Table 39
SrUserCode17 Lookup Table 40
SrUserCode18 Lookup Table 41
SrUserCode19 Lookup Table 42
SrUserCode20 Lookup Table 43
K12.Enrollment Lookup Tables 44
Access 504 Lookup Table 44
District of Residence Lookup Table 45
Enter Code Lookup Table 46
Leave Code Lookup Table 47
SrUserDd01 Lookup Table 48
SrUserDd02 Lookup Table 49
SrUserDd03 Lookup Table 50
SrUserDd04 Lookup Table 50
SrUserDd05 Lookup Table 51
K12.KS Lookup Tables 52
Neglected Student Lookup Table 52
ServedWith At Risk Funds Lookup Table 53
Virtual Education Student Lookup Table 54
K12.ProgramInfo Lookup Tables 55
ELL ProgramCode Lookup Table 55
FRMCode Lookup Table 56
GATE Code Lookup Table 57
Nighttime Residence Lookup Table 58
Revelation Lookup Tables 58
Country Lookup Table 58
Kansas State Reporting Guide 5
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Ethnicity Lookup Table 59
State Lookup Table 60
Chapter 3: Data Entry 61Student Screen 62
Demographics Tab 62
Other Info Tab 63
Enrollment Tab 64
State Tab 66
Parent Screen 69
Demographics Tab 70
English Language Learners Screen 70
Free and ReducedMeals Screen 71
Special Ed Student Services Screen 72
Student GATE Screen 73
Student Needs Screen 73
Needs Tab 74
Chapter 4: Imports 76SPED Pro Import 77
KCCMS Course Import 79
Importing to Update Existing RecordsOnly 79
Importing to AddMissing Records 81
State Assessment Import 82
Importing State Assessments 82
Student State ID Import 83
Chapter 5: Extracts 85Navigating the Extract Screens 86
TheOptions Tab 87
The History Tab 87
The Extract Viewer 89
The About Tab 90
KanDis 90
KCCMS 91
KIDS Collection 92
ASGT – Assignment Collection 94
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ENRL – Funding and Enrollment Collection 96
EOYA – End of Year Accountability Collection 104
EXIT – EXIT Collection 106
QERY Collection 110
TEST Collection 112
SMSC Collection 113
State Reporting Extracts 115
CTE PathwayExtract 115
EDCS Staff Assignment 119
SPED Pro Extract 128
STCO–Student Course Collection 130
TASC – Teacher and Student Connection 133
Chapter 6: Reports 137CTE Reports 138
CTE405 - CTE Vocational Class List 138
CTE406 - CTE Summary byCourse 140
CTE407 - CTE District Summary 142
LCP Annual At-Risk Report 145
BusinessRules 145
Setup 146
Locating the LCP Report 149
Running the Report 150
Criterion Details 153
IDS605 - Incident SummaryReports 157
KAN-SERV State Reporting Process 158
Delete Existing Data 158
Schedule the Report 158
Chapter 7: Extract File Mapping 161KanDis 162
KCCMS 170
KIDS Collection 172
CTE PathwayExtract 196
EDCS Staff Assignment 198
SPED Pro Extract 207
Kansas State Reporting Guide 7
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STCO–Student Course Collection 214
TASC – Teacher and Student Connection 221
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Chapter 1:Setup and Configuration
Organization Setup 10District Setup 12School Setup 15Program Setup 17CTE Setup 18
10 Kansas State Reporting GuideChapter 1: Setup and Configuration
Organization SetupVerify correct entry of the County, District, and School numbers. TheOrganization screen definesthe district structure within Synergy. Each school has a Kansas School code known as theAccountability School Identifier. The Accountability School Identifier codes ensure the data links tothe correct school within the district.
District
1. Navigate toSystem > Setup > Organization.2. From theOrganization screen, click the district to update.3. In the District Number field, verify the district number is correct.
Organization, District Setup
School
Prior to entering the State School Code, your system administrator should change the State CTDSCode field label to State School Code.
1. Navigate toSystem > Setup > Organization.2. From theOrganization screen, select the appropriate school to update.
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Kansas State Reporting GuideChapter 1: Setup and Configuration 11
3. In the State CTDS Code field, verify the 4-digit State School Code is correct.
Organization, SchoolSetup
4. Repeat this step for each school in the district.
Schools No Longer in Use
Move schools no longer in use by the district to a Closed School node within Organization.Information about the student at the previous school may still be part of processing and/orcalculations. Closed schools appear under a Closed School node but you can still view them in thehierarchy. Hiding the school from general use causes errors.
1. Navigate toSystem > Setup > Organization.2. From theOrganization screen, select the appropriate school to update.3. In the Parent Organization section, select theClosed Schools option as the Parent
Organization.
Organization, SchoolSetup
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12 Kansas State Reporting GuideChapter 1: Setup and Configuration
District Setup
Allowing No-Shows
Select the Allow “No Show” setting to collect leave codes and leave dates for students who are NoShows. A No Show student is a student that enrolled but never attended a school in the district.Follow the normal process to inactivate a previously enrolled student.
1. Navigate toSystem > Setup > District Setup Screen > System tab.2. Select theAllow “No Show” option.3. Select theRequire Summer Withdrawal Code/Date for “No Show” option.4. Select theDo Not Clear Summer Withdrawal Code and Date option.
District Setup, System Tab
Summer Withdrawals
To report a student to the Department of Education as a summer withdrawal prior to the first day ofschool, enter and withdraw this student.
District State Requirements
Verify the following defined parameters for the district:
l Graduation Code—Select the leave code that indicates a student graduated.l Include No ADA/ADM in ENRL – Select this option to include students with No ADA/ADM.l Case Manager as Proctor – Select this option to report CaseManager as Proctor.l All Day Code Recognition – Select this option to ignore the All DayCode for statereporting.
l Preschool Grade Levels – Select this option to allow Synergy to determine the grade levelsfor preschool students.
l Grade Level Default Minutes – Enter default minutes for specific grade levels.
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Kansas State Reporting GuideChapter 1: Setup and Configuration 13
l Assessment Definition – Enter specific grade levels that can take an assessment and thedefault assessment value to assign to themajority of students.
These code selections apply to all schools in the district.
1. Navigate toKS > Setup > District State Requirements.2. In General Options, select the option to Include No ADA/ADM in ENRL. Select the option
toReport Case Manager as Proctor. Select Ignore All Day Code for State Reporting.
District State RequirementsScreen, GeneralOptions
3. In the Graduation Code field, select the leave code that indicates a student graduated. TheGraduation Code determines the Exit/Withdrawal Date for early graduates.
District State Requirements
4. In the Preschool Grade Levels, select the option to Calculate grade levels for state reportingfor preschool students. If using this option, designate a general preschool grade in theK12 >Grade lookup table and the system automatically determineswhich state code to use forstudents based on age, special education status, and at-risk status. If not selecting this option,the district needs to designate a specific grade level for each state code in theK12 > Gradelookup table for each possible grade level.
District State RequirementsScreen, PreschoolGrade Levels
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5. In the Grade Level (Defaults) Minutes Enrolled area, add an entry for each grade level and thecorresponding default minutes enrolled for all students in that grade level.
District State RequirementsScreen, Grade Level (Defaults) MinutesEnrolled
6. In the Assessment Definition area, add an entry for each general assessment.
District State RequirementsScreen, Assessment Definition
7. Each assessment then requires the specific grade levels allowed to take the assessment aswell as the default assessment type given to themajority of students.
District State RequirementsScreen, Assessment Detail
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Kansas State Reporting GuideChapter 1: Setup and Configuration 15
Seminar Minutes
Kansas districts require an option to store Seminar Minutes for use in the Principal’s Building Report(PBR) and Career and Technical Education (CTE) reports. A new Seminar Minutes field displays onthe State Requirements screen at the school level so districts can store values based on individualschools.
Adding Seminar Minutes
Youmust set Seminar Minutes individually for each secondary school.
1. Navigate toSynergy SIS > KS > Setup > State Requirements.2. Enter a value between 0.1 and 9.9 in theSeminar Minutes field.
State RequirementsScreen
The Seminar Minutes field does not accept double digit numbers ora zero.
3. ClickSave.
Clearing Seminar Minutes
1. Select theSeminar Minutes field.2. Delete the value.3. ClickSave.
School Setup
Exclude From State Reporting
If a school is not eligible for state funding or you wish to exclude it fromKansas State reportingrequirements, use the Exclude fromState Reporting option to remove that school from the statereporting process.
1. Navigate toSystem > Setup > School Setup.2. From theOther Info section, select the Exclude from State Reporting option.
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16 Kansas State Reporting GuideChapter 1: Setup and Configuration
SchoolSetup Screen, Other Info Section
State Requirements
1. Select the school to update.2. Navigate toSystem > Setup > State Requirements.3. Under LunchMinutes Enrolled, districts can designate how manyminutes lunch runs.
Synergy subtracts theminutes as part of the calculation process for ADA/ADM in ENRL.
State RequirementsScreen, LunchMinutesEnrolled
4. Under TermSetup, enter the following fields:
a. In the Semester 1 section, click theCalendar to select the Start Date and EndDate forthe first semester or type each date in M/D/YY format.
b. In the Semester 2 section, click theCalendar to select the Start Date and EndDate forthe second semester or type each date in M/D/YY format.
State RequirementsScreen, Term Setup For TruancyCalculation
5. Only addAssessment Definition valueswhen an individual school uses assessments orassessment types different than those used by the district. Otherwise, leave this area blank forSynergy to extract values fromDistrict State Requirements.
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State RequirementsScreen, Assessment Definition
6. Repeat this process for each school in the district.
Program Setup
Needs/Programs Definition
Use the Needs/ProgramsDefinition screen to verify program codes.
To verify the Needs/ProgramsDefinitions:
1. Navigate toStudent Programs > Setup > Needs/Programs Definition.2. Review the existing programs defined for your district and verify that these program codes
have the proper definitions:
l T1 – Title Il T2 – Title Targeted Assistedl T3 – Title IIIl 504 – 504 Planl AR – At-Riskl EINT – Elementary Interventionl H –Homelessl M -Migrant
Special Ed Service Definition
Use the Special Ed Service Definition screen to define the special education program codes.
1. Navigate toStudent Programs > Setup > Special Ed Service Definition.2. Review the existing special education programs defined for your district and verify that these
program codes have the following definitions:
l Blank – Nonel AM–Autisml DB –Death/blindnessl DD –Developmentally delayedl ED – Emotional disturbancel HI – Hearing impairmentl ID – Intellectual disabilityl LD – Specific learning disabilityl MD –Multiple disabilitiesl MR –Mental retardationl OH –Other health impairmentl OI –Orthopedic impairment
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18 Kansas State Reporting GuideChapter 1: Setup and Configuration
l SL – Speech/language disabilityl TB – Traumatic brain injuryl VI – Visual Impairment
CTE SetupPrior to using the updated CTEmodules:
1. Navigate to Course > District Course and locate theCarl Perkins/CTE Programssection.
a. Set the appropriateCourse Level for each CTE course.b. Set the appropriateCTE Credits Req. value for each course.
If this value is blank, it defaults to the value inCourse > District Course >Credit.
c. Set the appropriateCTE Gender Type value for each course if you consider thecourse non-traditional.
District Course Screen
You can also set Gender Type for an entire CTE Program rather for anindividual course.
2. Navigate toGrading > Setup > Mark Definition and locateCTE Competency Percent.
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Kansas State Reporting GuideChapter 1: Setup and Configuration 19
3. Set theCTE Competency Percent value that the letter grade is worth (three character limit).
MarkDefinition Screen
This option determinesCompetency% on Student CTE and is not a required field.
4. Set theCTE Rank value that the letter grade is worth (two character limit).
MarkDefinition Screen
CTE Programs
1. Navigate toCourse > CTE Programs.2. If the pathway is non-traditional, set theCTE Gender Type field.
If the district should consider a single course non-traditional, set theGender Typeon District Course.
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TheCTE Programs screen includes:
l The Year Start and Year End fields exist so that courseswithin a programmay start or end asrequired tomeet state/federal reporting requirements. These year fields do not auto-populatefromDistrict Course.
CTEProgramsScreen, CTEProgram Tab
l The School Exclusions tab on the CTE Programs screen uses the Chooser functionality. Thisscreen excludes schools chosen on this tab from using the pathway.
CTEProgramsScreen, SchoolExclusion Tab
l CopyCTE Program allows for quick creation of similar programs.l If you plan to usemultiple similar pathways, create a pathway and use the COPY CTEProgram to create a duplicate of the existing pathway.
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Update Student CTE
1. Navigate toCourse History > Update Student CTE.
Update Student CTEScreen
2. SelectReplace Existing Data to remove any existing data for a student in Student CTE andreplace it with new data from this process.
3. Select theGrade Levels to update.4. In Student CTE Data Source, select the appropriate option.5. In CTE to Report Calculation Setup, CTE Calculation Priority, select the optionGive Non-
Traditional priority over Traditional Program orGive Non-Traditional Course priorityby gender over Traditional Program. With this option selected, if a student has atiebreaker situation between programs, Synergy selects a non-traditional program over a
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22 Kansas State Reporting GuideChapter 1: Setup and Configuration
traditional program.6. In the Exclusion Criteria section, selectDo not populate Program to Report on a tie.
Selecting this optionmeans that the CTE to Report on the Student CTE screen remains blankif the system deems the student’s status in multiple programs as an unbreakable tie. Synergyonly uses this after exhausting all other tiebreaking scenarios.
7. SelectExclude 12th grade students with only participation records. Selecting thisoptionmeans Synergy leaves the CTE to Report field blank on the Student CTE screen forthose 12th grade students who are participants in a program.
8. In the Participation Setup area, either set theNumber of Participation Courses Needed toqualify a student as a participant or set theMinimum Participation Course CreditsRequired to qualify a student as a participant. AnyCTE Course Level counts towardParticipation. Only one of the two fields requires data.
9. In the Concentration Setup area, set either theNumber of Concentration CoursesNeeded to qualify a student as a concentrator or set theMinimum Concentration CourseCredits Required to qualify a student as a concentrator. AnyCTE Course Level ofConcentration or Completion counts toward this requirement. Only one of the two fieldsrequires data.
10. In the Completion Setup area, set the Total Number of Completed Course CreditsRequired. This is the number of credits a student must complete to qualify a student as acompleter. Only a CTE Course Level of completion counts toward this requirement.
11. Set theMinimum Number of Completed Course Credits with a Course Level abovean introductory level. This is theminimumnumber of credits a student must completeabove an introduction level to qualify the student as a completer. You can leave this optionblank.
12. Set the Total Number of Capstone/Completer Course Credits Required. This optionidentifies the number of credits required at completion level to qualify the student as acompleter. You can leave this option blank.
13. Set theMinimum Competency Percentage Value Required if a student must meet acompetency threshold to qualify as a completer.
14. Select thePassed Industry Certification or Assessment option if a student must pass anindustry certification test to qualify as a completer. You can leave this option blank.
15. ClickUpdate Student CTE Data to execute the process and update the Student CTEscreen. A log file generates to show the students affected. You can find this log file in the JobQueue.
Individual district settingsmight be different from those set in the figure above.
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Student CTE
1. Navigate toCourse History > Student CTE.
Student CTEScreen
TheCTE to Report field automatically updates based on the student’s highest overall competency.
l If there is a tie between the programs, CTE to Report breaks the tie by selecting the programmarked as non-traditional. If none of the courses are non-traditional and the competencypercentage is equal, CTE to Report remains blank so the district canmake the finaldetermination. Keep inmind that other selections on the Update Student CTE screen can alsoalter the CTE to Report selection.
l Participation counts as the student having a program listed on the CTE Programs grid.l Synergy sets concentration with a check in the Concentrator column based on either theminimumnumber of courses needed or theminimum course credits required as set forth onthe Update Student CTE screen, on the Concentration Setup area.
l Synergy sets completion with a check in the Completed column if a student met the totalnumber of completed course credits required and theminimum credits above an introductorylevel set forth on the Update Student CTE screen, in the Completion Setup area.
l TheCompleted Date is the 15th of themonth/year the student completes the CTE Program.Synergy pulls themonth and year fromCourse History and assigns the 15th day of themonthby default.
l Synergy determines the Competency% column based on the student’s final grade asrecorded in Course History.
l Example of Competency%:l Student hadGrade of B in Parenting on Student Course History. In Mark Definition a B = 90.l Student hadGrade of C in Career in Student Course History. In Mark Definition a C = 80l Credit in Parenting worth .5 (90 *.5 = 45)l Credit in Career worth .5 (80 * .5 = 40)l 40 + 45 = 85
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l 85/3 credits required for completion of pathway (defined on Update Student CTE inCompletion Setup) = 28.33333333
l Synergy selects the Assessment Taken option if the student takes any assessment linkedthrough the CTE Assessment Test Group on CTE Programs.
This option does not require that the student passed the test, only that the studenttook the test.
l Synergy selects the Industry Certified option only if the student passes a test linked throughthe Industry Certification Test Group on CTE Programs.
l In Student CTE, to see the individual courses that a student received credit for in a pathway,highlight a program in the CTE Program area and click the Show Detail button. The CourseDetail tab lists all the courses a student received credit in for that specific pathway.
The Detail screen of Student CTE:
l TheCourse Detail displaysCourse Name, CTE Course Level, Course ID, Credits Earned,Credits Required and where the course extracted from (i.e. Course History, WIP).
CTEProgramsDetail Screen
l The ProgramDetail displays the Student Learning Experiences associated with the program.
CTEProgramsDetail Screen, ProgramDetail Tab
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Chapter 2:Lookup Table
Mapped ValuesOverview 26K12 Lookup Tables 28K12.Demographics Lookup Tables 30K12.Enrollment Lookup Tables 44K12.KS Lookup Tables 52K12.ProgramInfo Lookup Tables 55Revelation Lookup Tables 58
26 Kansas State Reporting GuideChapter 2: Lookup Table Mapped Values
OverviewVerify that all tables defined in the Kansas State Reporting DataMapping portion of this guide areset up correctly with the associated state values. Locate valid values in the KIDS Collection SystemFile Specifications document located on the following state website: Kansas Individual Data onStudents (KIDS).
In general, during the file and reporting process, Synergy extracts the state code if the standardSynergy SIS codemaps a state-defined value (i.e., Grade). If the state code value is blank, thestandard Synergy SIS code extracts.
The Ethnicity Lookup Tablemaps the Alt Code 3 field to the state values and calculates a numericvalue based on the codes assigned to the student’s record.
To update the Lookup Table definitions:
1. Navigate toSystem > Setup > Lookup Table Definition.2. From the Lookup Table Definition screen, locate the appropriate table to update. Refer to the
following table for a list of Lookup Definition screens and tables.3. In each Lookup Table, verify that the standard Synergy SIS valuesmap to their corresponding
Kansas state reporting values.
Screen Table Corresponding State Field
K12
Grade Grade Level
Language First Language
Pathway / (High SchoolOnly) Career and Technical Education Student
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Screen Table Corresponding State Field
K12.Demographics
Homeless Residence of Homeless Student while Homeless
Post-Secondary Post-Graduation Plans
SrUserCode02 StateMath Assessment
SrUserCode03 State ELA Assessment
SrUserCode04 State Science Assessment
SrUserCode07 State History/Gov Assessment
SrUserCode11 State English Language Proficiency Assessment(ELPA)
SrUserCode12 General CTE Assessment
SrUserCode14 Animal Systems Assessment
SrUserCode15 Comprehensive Agriculture Assessment
SrUserCode16 Comprehensive Business Assessment
SrUserCode17 Design and Pre-Construction Assessment
SrUserCode18 Finance Assessment
SrUserCode19 Manufacturing Production Assessment
SrUserCode20 Plant Systems Assessment
K12.Enrollment
Access 504 Qualified for 504
District of Residence Residence District Identifier
Leave Code Exit/Withdrawal Type
SrUserCodeDD01 Accountability School Number
SrUserCodeDD02 Funding School
SrUserCodeDD03 Attendance School/Program Identifier
SrUserCodeDD04 Concurrent High School Enrollment
SrUserCodeDD05 Special Circumstances Transfer Choice
K12.KS
Neglected Student Neglected Student
ServedWith At-RiskFunds Served with At-Risk Funds
Virtual Education Student Virtual Education Student
K12.ProgramInfo
Childhood Programs Early Childhood Program Participation
ELL Program Code ESOL/Bilingual Program Participation Code
FRMCode Eligibility for National School Lunch Program
Gate Code Gifted Student Code
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28 Kansas State Reporting GuideChapter 2: Lookup Table Mapped Values
Screen Table Corresponding State Field
Revelation
Country Country of Birth
Ethnicity Comprehensive Race
State State / Province
Optionally, run the SQL Scripts provided during the implementation process to populatethe Lookup Tableswith all of the valid state values or enter the state values only for thoseitems relevant to your school or district. These codes are current at the time of therelease; however the district may need tomanually add additional codes tomeetrequirements. Do not run these scripts if there are existing values that you should notdelete.
K12 Lookup TablesVerify that the following state code values aremapped in the following K12 Lookup Tables.
Grade Lookup Table
1. Follow this path to access theGrade Lookup Table:System > Setup > Lookup TableDefinition > K12 > Grade.
2. The KansasDepartment of Education requires all schools to use the grade level reportingcodes documented in the following table. Enter the student’sgrade level in the Grade field onthe Student screen.
Student Screen, Enrollment TabWith Grade Field
3. Verify the following state codes are defined in the State Code column of the Grade LookupTable. Youmust map each grade’s state code to the corresponding standard Synergy SIScodes defined in the Code column. The codes appear in alphanumeric order byCode.
If allowing Synergy to determine the correct preschool grade level state code, youonly need to input one Preschool level entry in the table.
State Code Description
00 Birth - 2 years old, includes Special Education Infant/Toddler (optional group)
01 3-Year-Old Preschooler
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State Code Description
02 4-Year-Old Preschooler
03 5-Year-Old Preschooler
04 4-Year-Old At-Risk
05 Kindergarten
06 First Grade
07 SecondGrade
08 Third Grade
09 Fourth Grade
10 Fifth Grade
11 Sixth Grade
12 Seventh Grade
13 Eighth Grade
14 Ninth Grade
15 Tenth Grade
16 Eleventh Grade
17 Twelfth Grade
18 Not Graded
Language Lookup Table
1. Follow this path to access the Language Lookup Table:System > Setup > Lookup TableDefinition > K12 > Language.
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2. Enter the Language code in the First Learned field on theStudent Programs > EnglishLanguage Learners (ELL) for any student whose first language learned was not English. Ifthis field is blank, English extracts as the student’s first language.
English Language LearnersScreen, ELL TabWith First Learned Field
There is amodified view of the above screen (English Language Learners.KS) thatyour school might use in place of this screen.
3. Verify the Language state codes are defined in theState Code column of the LanguageLookup Table. Refer to the KIDS Collection SystemFile Specifications document located onthe following state website: Kansas Individual Data on Students (KIDS) for a list of valid statelanguage codes.
K12.Demographics Lookup TablesVerify that the following state code values aremapped in the following K12.Demographic LookupTables.
Homeless Lookup Table
If you use Student Needs to track historical data, skip this setup.
1. Follow this path to access the Homeless Lookup Table:System > Setup > Lookup TableDefinition > K12.Demographics > Homeless.
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2. Enter theHomeless code in the Homeless field on theStudent > Other Info tab to identifya homeless student’s residence while homeless. If this field is blank or equal to zero (0), thestudent is not considered homeless.
Student Screen, Other Info TabWith HomelessField
3. Verify the following state codes are defined in the State Code column of the HomelessLookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not a homeless student
1 Accompanied homeless student doubled up (e.g., with relatives, living with another family)
2 Accompanied homeless student stayed in hotel/motel
4 Accompanied homeless student stayed in shelters, transitional housing, or is awaiting fostercare
5 Accompanied homeless student was unsheltered (e.g. car, parks, campgrounds, temporarytrailer, or abandoned buildings)
6 Unaccompanied homeless student doubled up (e.g., with relatives, living with another family)
7 Unaccompanied homeless student stayed in hotel/motel
8 Unaccompanied homeless student stayed in shelters, transitional housing, or is awaitingfoster care
9 Unaccompanied homeless student was unsheltered (e.g., car, parks, campgrounds,temporary trailer, or abandoned buildings)
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Post Secondary Lookup Table
1. Follow this path to access the Homeless Lookup Table:System > Setup > Lookup TableDefinition > K12.Demographics > Post Secondary.
2. Enter thePost Secondary code in the Post Secondary field on theStudent > Other Infotab to identify student’s post-graduation plans. Youmust populate this field when the LeaveCode equals one of the following:
l 8 –Graduated with regular diplomal 9 – Completed school with other credentials (e.g., District-AwardedGED)
3. If the student’s post-graduation plans are not known, enter 8 – All Other Graduates/StateUnknown in the Post Secondary field for that student.
Student Screen, Other Info TabWith Post SecondaryField
4. Verify the following state codes are defined in the State Code column of the Post SecondaryLookup Table. The codes display in alphanumeric order byCode.
Code Description
1 4-Year College or University
2 2-Year College
3 Other Type College/Other Postsecondary
4 Employment
5 Unemployment
6 Parenting
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Code Description
7 Military Service
8 All Other Graduates/Status Unknown
SrUserCode02 Lookup Table
1. Follow this path to access the SrUserCode02 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode02. This table stores the StateMathematics Assessment codes extracted for the KIDS TEST Collection.
2. Enter thisSrUserCode02 code in theMath field on theStudent > State tab.
Student Screen, State Tab Showing TheMath Field
3. Verify the following state codes are defined in the State Code column of the SrUserCode02Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No test in this content area
2 CETE General Assessment
3 DLM/Alternate
N Special Assessment Waiver (e.g. ACT, Explore)
C Clear test subject indicator
SrUserCode03 Lookup Table
1. Follow this path to access the SrUserCode03 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode03. This table stores the State ELAAssessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode03 code in the ELA field on theStudent > State tab.
Student Screen, State Tab Showing The Reading Field
3. Verify the followingState ELA Assessment codes are defined in the State Code column ofthe SrUserCode03 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No test in this content area
2 CETE General Assessment
3 DLM/Alternate
N Special Assessment Waiver (e.g. ACT, Explore)
C Clear test subject indicator
SrUserCode04 Lookup Table
1. Follow this path to access the SrUserCode04 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode04. This table stores the StateScience Assessment codes extracted for the KIDS TEST Collection.
2. Enter thisSrUserCode04 code in the Science field on theStudent > State tab.
Student Screen, State Tab Showing The K-8 Science Field
3. Verify the following State Science Assessment codes are defined in the State Code
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column of the SrUserCode04 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No test in this content area
2 CETE General Assessment
3 DLM/Alternate
N Special Assessment Waiver (e.g. ACT, Explore)
C Clear test subject indicator
SrUserCode07 Lookup Table
1. Follow this path to access the SrUserCode07 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode07. This table stores the StateHistory/Gov Assessment codes extracted for the KIDS TEST Collection.
2. Enter thisSrUserCode07 code in the History/Gov field on theStudent > State tab.
Student Screen, State Tab Showing The K-8 History/GovField
3. Verify the followingState History/Gov Assessment codes are defined in the State Codecolumn of the SrUserCode07 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No test in this content area
2 CETE General Assessment
3 DLM/Alternate
C Clear test subject indicator
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Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode07 Lookup Table with all of the valid K-8 State History/Gov Assessmentvalues; or enter the state values only for those State History/Gov Assessment codes thatare relevant to your school or district. The codeswere current at the time of the release;however the district may need tomanually add additional codes tomeet requirements. Donot run these scripts if there are existing values that you should not delete.
SrUserCode11 Lookup Table
1. Follow this path to access the SrUserCode11 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode11. This table stores the StateEnglish Language Proficiency Assessment (ELPA) codes extracted for the KIDS TESTCollection.
Synergy determines these values based on the ELL screen. Only use this field tooverride those values.
2. Enter thisSrUserCode11 code in the KELPA field on theStudent > State tab.
Student Screen, State Tab Showing The KELPAField
3. Verify the followingKELPA codes are defined in the State Code column of theSrUserCode11 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No assessment in this content area
1ELPA for current or monitored ESOL student
Note: A value of 1 is set for a student when the ESOL/Bilingual Program Participation Code(Field D42) equals 1-4 or 6.
2
ELPA for student who is ESOL program eligible but not currently receiving ESOL programservices
Note: A value of 2 is set for a student when the ESOL/Bilingual Program Participation Code(Field D42) equals 5 or is blank.
C Clear test subject indicator
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Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode11 Lookup Table with all of the valid State English Language ProficiencyAssessment (ELPA) values; or enter the state values only for those State EnglishLanguage Proficiency Assessment (ELPA) codes that are relevant to your school ordistrict. The codeswere current at the time of the release; however the district may needtomanually add additional codes tomeet requirements. Do not run these scripts if thereare existing values that you should not delete.
SrUserCode12 Lookup Table
1. Follow this path to access the SrUserCode12 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode12. This table stores the GeneralCTE Assessment codes extracted for the KIDS TEST Collection.
2. Enter thisSrUserCode12 code in the General Career & Tech Ed field on theStudent >State tab.
Student Screen, State Tab Showing TheGeneralCTEAssessment Field
3. Verify the followingGeneral CTE Assessment codes are defined in the State Code columnof the SrUserCode12 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode12 Lookup Table with all of the valid General CTE Assessment values; orenter the state values only for thoseGeneral CTE Assessment codes that are relevant toyour school or district. The codeswere current at the time of the release; however thedistrict may need tomanually add additional codes tomeet requirements. Do not runthese scripts if there are existing values that you should not delete.
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SrUserCode14 Lookup Table
1. Follow this path to access the SrUserCode14 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode14. This table stores the AnimalSystemsAssessment codes extracted for the KIDS TEST Collection.
2. Enter thisSrUserCode14 code in the Animal SystemsAssessment field on theStudent >State tab.
Student Screen, State Tab Showing The AnimalSystemsAssessment Field
3. Verify the followingAnimal Systems Assessment codes are defined in the State Codecolumn of the SrUserCode14 Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode14 Lookup Table with all of the valid Animal SystemsAssessmentvalues; or enter the state values only for those Animal SystemsAssessment codes thatare relevant to your school or district. The codeswere current at the time of the release;however the district may need tomanually add additional codes tomeet requirements. Donot run these scripts if there are existing values that you should not delete.
SrUserCode15 Lookup Table
1. Follow this path to access the SrUserCode15 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode15. This table stores theComprehensive Agriculture Assessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode15 code in the Comprehensive Agriculture Assessment field on theStudent > State tab.
Student Screen, State Tab Showing The Comprehensive Agriculture Assessment Field
3. Verify the followingComprehensive Agriculture Assessment codes are defined in theState Code column of the SrUserCode15 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
2 Yes, test in this content area with Power, Structural, and Technical Systems module.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
4 Yes, test in this content area with Power, Structural, and Technical Systems module andCareer Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode15 Lookup Table with all of the valid Comprehensive AgricultureAssessment values; or enter the state values only for those Comprehensive AgricultureAssessment codes that are relevant to your school or district. The codeswere current atthe time of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there are existing values that you shouldnot delete.
SrUserCode16 Lookup Table
1. Follow this path to access the SrUserCode16 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode16. This table stores theComprehensive Business Assessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode16 code in the Comprehensive Business Assessment field on theStudent > State tab.
Student Screen, State Tab Showing The Comprehensive BusinessAssessment Field
3. Verify the followingComprehensive Business Assessment codes are defined in theState Code column of the SrUserCode16 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode16 Lookup Table with all of the valid Comprehensive BusinessAssessment values; or enter the state values only for those Comprehensive BusinessAssessment Comprehensive Business Assessment codes that are relevant to yourschool or district. The codeswere current at the time of the release; however the districtmay need tomanually add additional codes tomeet requirements. Do not run thesescripts if there are existing values that you should not delete.
SrUserCode17 Lookup Table
1. Follow this path to access the SrUserCode17 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode17. This table stores the Designand Pre-Construction Assessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode17 code in the Design and Pre-Construction Assessment field on theStudent > State tab.
Student Screen, State Tab Showing The Design And Pre-Construction Assessment Field
3. Verify the followingDesign and Pre-Construction Assessment codes are defined in theState Code column of the SrUserCode17 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode17 Lookup Table with all of the valid Design and Pre-ConstructionAssessment values; or enter the state values only for those Design and Pre-ConstructionAssessment codes that are relevant to your school or district. The codeswere current atthe time of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there are existing values that you shouldnot delete.
SrUserCode18 Lookup Table
1. Follow this path to access the SrUserCode18 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode18. This table stores the FinanceAssessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode18 code in the Finance Assessment field on theStudent > State tab.
Student Screen, State Tab Showing The Finance Assessment Field
3. Verify the followingComprehensive Agriculture Assessment codes are defined in theState Code column of the SrUserCode18 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
2 Yes, test in this content area with Power, Structural, and Technical Systems module.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
4 Yes, test in this content area with Power, Structural, and Technical Systems module andCareer Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode18 Lookup Table with all of the valid Finance Assessment values; orenter the state values only for those Finance Assessment codes that are relevant to yourschool or district. The codeswere current at the time of the release; however the districtmay need tomanually add additional codes tomeet requirements. Do not run thesescripts if there are existing values that you should not delete.
SrUserCode19 Lookup Table
1. Follow this path to access the SrUserCode19 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode19. This table stores theManufacturing Production Assessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode19 code in theManufacturing Production Assessment field on theStudent > State tab.
Student Screen, State Tab Showing TheManufacturing Production Assessment Field
3. Verify the followingManufacturing Production Assessment codes are defined in theState Code column of the SrUserCode19 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode19 Lookup Table with all of the valid Manufacturing ProductionAssessment values; or enter the state values only for thoseManufacturing ProductionAssessment codes that are relevant to your school or district. The codeswere current atthe time of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there are existing values that you shouldnot delete.
SrUserCode20 Lookup Table
1. Follow this path to access the SrUserCode20 Lookup Table:System > Setup > LookupTable Definition > K12.Demographics > SrUserCode20. This table stores the PlantSystemsAssessment codes extracted for the KIDS TEST Collection.
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2. Enter thisSrUserCode20 code in the Plant SystemsAssessment field on theStudent >State tab.
Student Screen, State Tab Showing The Plant SystemsAssessment Field
3. Verify the followingComprehensive Agriculture Assessment codes are defined in theState Code column of the SrUserCode18 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No assessment in this content area.
1 Yes, test in this content area.
2 Yes, test in this content area with Power, Structural, and Technical Systems module.
3 Yes, test in this content area with Career Competency Qualifier (CCQ).
4 Yes, test in this content area with Power, Structural, and Technical Systems module andCareer Competency Qualifier (CCQ).
C Clear test subject indicator.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserCode20 Lookup Table with all of the valid Plant SystemsAssessment values;or enter the state values only for those Plant SystemsAssessment codes that arerelevant to your school or district. The codeswere current at the time of the release;however the district may need tomanually add additional codes tomeet requirements. Donot run these scripts if there are existing values that you should not delete.
K12.Enrollment Lookup TablesVerify that the following state code values aremapped in the following K12.Enrollment LookupTables.
Access 504 Lookup Table
1. Follow this path to access the Access 504 Lookup Table:System > Setup > Lookup TableDefinition > K12.Enrollment > Access 504.
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2. Enter theAccess 504 code in the Access 504 field on theStudent > Enrollment tab toidentify a student as a handicapped person who has a physical or mental impairment thatsubstantially limits one or moremajor life activities, has a record of such impairment, or isregarded as having such impairment. If this field is blank or equal to zero (0), the student is nota 504 qualified student.
Student Screen, Enrollment TabWith Access504 Field
Students receiving special education services because of a disability automaticallyqualify. Therefore any student marked with a disability codemust bemarked as a1 - Currently a 504 qualified student.
If a student’s status changes between the last day of school and June 30th, schoolscan choose to report the student’s status as of June 30th. If the district wants tochange the value submitted based on this rule, it needs tomanually change thevalue. There is historical tracking of the previous value. Synergy does not extractthe change if you create a new enrollment history record after the last day of schooland before July 1.
3. Verify the following state codes are defined in the State Code column of the Access 504Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not a 504-qualified student and has not been this school year
1 Currently a 504-qualified student
2 Not currently a 504-qualified student but has been this school year
If student has Program 504 in Student Needs, Synergy calculates the correct value. Thisfield behaves as an override.
District of Residence Lookup Table
1. Follow this path to access the District of Residence Lookup Table:System > Setup >Lookup Table Definition > K12.Enrollment > District.
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2. Enter theDistrict of Residence code in the District of Residence field on theStudent >Enrollment. Synergy extracts this value for the Residence District Identifier field on the KIDSCollection.
Student Screen, Enrollment TabWith District Of Residence Field
3. Verify theResidence District Identifier state codes are defined in the State Code columnof the District of Residence Lookup Table. Refer to the KIDS Collection SystemFileSpecifications document located on the following stateWeb site: Kansas Individual Data onStudents (KIDS) for a list of valid District of Residence codes.
Enter Code Lookup Table
1. Follow this path to access the Enter Code Lookup Table:System > Setup > Lookup TableDefinition > K12.Enrollment > Enter Code.
2. When the student enters the school district, enter theEnter Code in the Enter Code field ontheStudent > Enrollment tab. Each Enter Code specifies in the State Code whether thestudent is new to the district, new to the state, or a continuing student at their current school.
Student Screen, Enrollment Tab
Student.KSScreen, Enrollment Tab
l If you set the State Code of the selected Enter Code to DISTRICT, the student entered thedistrict and the school on the date associated with the enrollment record but they did not enterthe state at that time.
l If you set the State Code of the selected Enter Code to STATE, the student entered the state,the district, and the school on the date associated with that enrollment record.
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l If you set the State Code of the selected Enter Code to CONTINUE, the student is acontinuing student at the same school from year to year.
Enter Code Lookup Table
The Lookup Table values abovemay differ based on your district or school.
Leave Code Lookup Table
1. Follow this path to access the Leave Code Lookup Table: System > Setup > Lookup TableDefinition > K12.Enrollment > Leave Code.
2. Enter the Leave Code in the Leave Code field on theStudent > Enrollment tab when thestudent withdraws from the school district. Synergy extracts the leave code value for theExit/Withdrawal Type field on the KIDS EXIT Collection.
Student Screen, Enrollment Tab
3. Verify the followingExit/Withdrawal Type state codes are defined in the State Codecolumn of the Leave Code Lookup Table. The codes display in alphanumeric order byCode.
Code Description
1 Transfer to a public school in the same district
2 Transfer to a public school in a different district in the same state
3 Transfer to a public school in a different state
4 Transfer to an accredited private school
5 Transfer to an unaccredited private school
6 Transfer to home schooling
7 Matriculation to another school
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Code Description
8 Graduated with regular diploma
9 Completed school with other credentials (e.g., District-AwardedGED)
10 Student death
11 Student illness
12 Student expulsion (or long-term suspension)
13 Reachedmaximum age for services
14 Discontinued schooling (including preschoolers/Kindergartners whose parents removethem from schooling)
15 Transfer to an accredited or non-accredited Juvenile Correctional Facility that provideseducational services
16 Moved within the US, not known to be continuing
17 Unknown
18 Student data claimed in error/never attended
19 Transfer to an adult education facility (i.e. for GED completion)
20 Transferred to a juvenile or adult correctional facility that does not provide educationalservices
21 Student moved to another country, may or may not be continuing
23 Student with an extended absence, planning to return
98 Unresolved Exit
99 Undo a previously submitted EXIT Record
Optionally, run the SQL Scripts provided during the implementation process to populatethe Leave Code Lookup Table with all of the valid Leave Code values; or enter the statevalues only for those Leave Codes that are relevant to your school or district. The codeswere current at the time of the release; however the district may need tomanually addadditional codes tomeet requirements. Do not run these scripts if there are existingvalues that you should not delete.
SrUserDd01 Lookup Table
1. Follow this path to access the SrUserDd01 Lookup Table:System > Setup > LookupTable Definition > K12.Enrollment > SrUserDd01. This table stores the AccountabilitySchool Identifier code extracted for the KIDS Collection. The Accountability School Identifieris a unique number assigned to the school building by the state.
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2. Enter thisSrUserDd01 code in the Accountability School Identifier field on theStudent >Enrollment tab.
Student Screen, Enrollment TabWith AccountabilitySchool Identifier Field
Refer to the Kansas Education Directory for the Accountability School Identifier that isvalid for the school building.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserDd01 Lookup Table with all of the valid Accountability School Identifier values;or enter the state values only for those Accountability School Identifier codes that arerelevant to your school or district. The codeswere current at the time of the release;however the district may need tomanually add additional codes tomeet requirements. Donot run these scripts if there are existing values that you should not delete.
SrUserDd02 Lookup Table
1. Follow this path to access the SrUserDd02 Lookup Table:System > Setup > LookupTable Definition > K12.Enrollment > SrUserDd02. This table stores the Funding Schoolcode extracted for the KIDS Collection. The Funding School is a unique number assigned tothe school building by the state, in which the student’s enrollment counts for state fundingand/or for the Principal’s Building Report.
If a district does not have a school for an educational level (e.g., does not have ahigh school) or has preschoolers who are not assigned to a school, the districtcentral office building number should be used.
For ENRL records, use 0003 for the Funding School if the student attends a non-accredited Juvenile Correctional Facility. For ENRL, SMSC, andMILT records ifthe D2: Accountability School value is 0001 or 0002, then thismust contain a validSchool ID number belonging to an accredited school or district central office.
2. Enter thisSrUserDd02 code in the Funding School field on theStudent > Enrollment tab.
Student Screen, Enrollment TabWith Funding School Field
Refer to the Kansas Education Directory for the Funding School code that is valid for theschool building.
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Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserDd02 Lookup Table with all of the valid Funding School values; or enter thestate values only for those Funding School codes that are relevant to your school ordistrict. The codeswere current at the time of the release; however the district may needtomanually add additional codes tomeet requirements. Do not run these scripts if thereare existing values that you should not delete.
SrUserDd03 Lookup Table
1. Follow this path to access the SrUserDd03 Lookup Table:System > Setup > LookupTable Definition > K12.Enrollment > SrUserDd03. This table stores the AttendanceSchool/Program Identifier code extracted for the KIDS Collection. The AttendanceSchool/Program Identifier is a unique number assigned to the school or program by the state.It identifies the school or program in which the student is physically located and attendingclass.
For TEST records, this is the location where the student is to take the stateassessments. For TEST, EXIT, and EOYA records, if the Accountability Schoolvalue is 0001 or 0002, then thismust contain a valid School ID number belonging toan accredited school or district central office within the submitting district.
2. Enter thisSrUserDd03 code in the Attendance School field on theStudent > Enrollmenttab.
Student Screen, Enrollment TabWith Attendance School Field
Refer to the Kansas Education Directory for the Attendance School/Program Identifiercode that is valid for the school or program.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserDd03 Lookup Table with all of the valid Attendance School/Program Identifiervalues; or enter the state values only for those Attendance School/Program Identifiercodes that are relevant to your school or district. The codeswere current at the time of therelease; however the district may need tomanually add additional codes tomeetrequirements. Do not run these scripts if there are existing values that you should notdelete.
SrUserDd04 Lookup Table
1. Follow this path to access the SrUserDd04 Lookup Table:System > Setup > LookupTable Definition > K12.Enrollment > SrUserDd04. This table stores the Concurrent HighSchool Enrollment code extracted for the KIDS Collection. The Concurrent High SchoolEnrollment code identifies a second educational program enrollment for a high school studenton September 20 and, if applicable, February 20 of the current school year.
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Mark students enrolled in the Kansas Academy of Math and Science (KAMS) atFort Hays State University with a value of 3.
Mark students taking an approved CTE course through a post-secondary institutionwith a value of “1” and do not count the time spent in these classes toward theminutes reported in D42: Career and Technical Education Contact Minutes. If astudent is enrolled in an approved CTE course and a non-CTE course through apost-secondary institution, mark a value of 1 in this field.
If a student attends an approved CTE program offered by a school district in aseparate district-owned facility away from the high school campus, report thestudent with a value or 5.
2. Enter thisSrUserDd04 code in the Concurrent HS Enrollment field on theStudent >Enrollment tab.
Student Screen, Enrollment TabWith Concurrent HSEnrollment Field
3. Verify the followingConcurrent High School Enrollment state codes are defined in theState Code column of the SrUserDd04 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 None
1 Any Kansas Board of Regents-approved and funded CTE course at a TechnicalCollege or Community College
2 Community college
3 State university
4 Private college or other postsecondary
5 High school CTE program outside of main campus
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserDd04 Lookup Table with all of the valid Concurrent High School Enrollmentvalues; or enter the state values only for those Concurrent High School Enrollment codesthat are relevant to your school or district. The codeswere current at the time of therelease; however the district may need tomanually add additional codes tomeetrequirements. Do not run these scripts if there are existing values that you should notdelete.
SrUserDd05 Lookup Table
1. Follow this path to access the SrUserDd05 Lookup Table:System > Setup > LookupTable Definition > K12.Enrollment > SrUserDd05. This table stores the SpecialCircumstances Transfer Choice code extracted for the KIDS Collection. The Special
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Circumstances Transfer Choice indicateswhether or not the student’s transfer related toprovisions of Federal Law. This field should include information on students transferring withinor outside the district.
2. Enter thisSrUserDd05 code in the Special Circumstances field on theStudent >Enrollment tab.
Student Screen, Enrollment TabWith SpecialCircumstancesField
3. Verify the followingSpecial Circumstances Transfer Choice state codes are defined inthe State Code column of the SrUserDd05 Lookup Table. The codes display in alphanumericorder byCode.
Code Description
0 No transfer under these provisions
2 Transfer using unsafe school provision (applicable only when student transfers toanother school within the same district)
The gaining school must report this.
Optionally, run the SQL Scripts provided during the implementation process to populatethe SrUserDd05 Lookup Table with all of the valid Special Circumstances TransferChoice values; or enter the state values only for those Special Circumstances TransferChoice codes that are relevant to your school or district. The codeswere current at thetime of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there are existing values that you shouldnot delete.
K12.KS Lookup TablesVerify that the following state code values aremapped in the following K12.KS Lookup Tables.
Neglected Student Lookup Table
1. Follow this path to access the Neglected Student Lookup Table:System > Setup > LookupTable Definition > K12.KS > Neglected Student.
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2. Enter theNeglected Student code in the Neglected Student field on theStudent > Statetab to identify a neglected student who was served under Title I Part A funds at some timeduring the year.
Student Screen, Enrollment TabWith Neglected Student Field
If a student’s status changes between the last day of school and June 30th, schoolscan choose to report the student’s status as of June 30th. If the district wants tochange the value submitted based on this rule, the district must manually changethe value because there is historical tracking of the previous value. The change isnot extracted if you create a new enrollment history record after the last day ofschool and before July 1.
3. Verify the following state codes are defined in the State Code column of the NeglectedStudent Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not served under Title I Part A this school year
1 Currently served under Title I Part A
2 Not currently served under Title I Part A but has been this school year
Optionally, run the SQL Scripts provided during the implementation process to populatethe Neglected Student Lookup Table with all of the valid state values; or enter the statevalues only for those Neglected Student codes that are relevant to your school or district.The codeswere current at the time of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there areexisting values that you should not delete.
Served With At Risk Funds Lookup Table
1. Follow this path to access the ServedWith At Risk Funds Lookup Table:System > Setup >Lookup Table Definition > K12.KS > Served With At Risk Funds.
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2. Enter theServed With At Risk Funds code via Student Needs. You canmark a student’sServedWith At Risk Funds field on theStudent > State tab as an override for an individualstudent.
Student Screen, Enrollment TabWith ServedWith At RiskFundsField
3. Verify the following state codes are defined in the State Code column of the ServedWith AtRisk Funds Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not served during the year
1 Served through state at-risk funded programs only
2 Served through programs that receive other (Federal or private) at-risk funding
3 Served through programs that receive both state and other at-risk funding
Optionally, run the SQL Scripts provided during the implementation process to populatethe ServedWith At Risk Funds Lookup Table with all of the valid state values; or enter thestate values only for those ServedWith At Risk Funds codes that are relevant to yourschool or district. The codeswere current at the time of the release; however the districtmay need tomanually add additional codes tomeet requirements. Do not run thesescripts if there are existing values that you should not delete.
Virtual Education Student Lookup Table
1. Follow this path to access the Virtual Education Student Lookup Table:System > Setup >Lookup Table Definition > K12.KS > Virtual Education Student.
Only set this if the student is Virtual AP. Otherwise, if the School Category inSchool Setup is Virtual, the system automatically enters a value.
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2. Enter theVirtual Education Student code in the Virtual Education Student field on theStudent > State tab to identify a student participating in a virtual education school or programapproved for State funding.
Student Screen, Enrollment TabWith VirtualEducation Student Field
3. Verify the following state codes are defined in the State Code column of the VirtualEducation Student Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Student is not a Virtual Education Student and has not been during the current schoolyear
1 Student is currently a Virtual Education Student
2 Student is not currently a Virtual Education Student but has been at some point duringthe current school year
3Virtual AP Student - Student is currently taking at least one virtual AdvancedPlacement (AP) course not offered by the student's resident district and the residentdistrict contains at least 200 squaremiles or at least 260 FTEs
If both codes 1 and 3 apply to a particular student, report the student as code 3.
Optionally, run the SQL Scripts provided during the implementation process to populatethe Virtual Education Student Lookup Table with all of the valid state values; or enter thestate values only for those Virtual Education Student codes that are relevant to yourschool or district. The codeswere current at the time of the release; however the districtmay need tomanually add additional codes tomeet requirements. Do not run thesescripts if there are existing values that you should not delete.
K12.ProgramInfo Lookup TablesVerify that the following state code values aremapped in the following K12.ProgramInfo LookupTables.
ELL Program Code Lookup Table
1. Follow this path to access the Ell Program Lookup Table:System > Setup > Lookup TableDefinition > K12.ProgramInfo > ELL Program Code.
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2. Assign theELL Program Codes to students in theStudent Programs > EnglishLanguage Learners screen.
English Language LearnersScreen, ELL TabWith Program Field
3. Verify the following state codes are defined in the State Code column of the ELL ProgramCode Lookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not an ESOL eligible student and not an ESOLmonitored student
1 Title III Funded
2 State ESOL/Bilingual Funded
3 Both Title III and State ESOL/Bilingual Funded
4
Monitored ESOL student (status after scoring a 4/Fluent ESOL performance level in alldomains (Reading, Writing, Listening, and Speaking) and score a 4/Fluent ESOLperformance level in the Total/Composite category for two consecutive years)Students display as monitored status for nomore than two years after they stopreceiving ESOL services.
5 ESOL program eligible, based on an English language proficiency test but not currentlyreceiving ESOL program services
6 Receives ESOL services and not funded with Title III and/or State ESOL Funding
Optionally, run the SQL Scripts provided during the implementation process to populatethe ELL ProgramCode Lookup Table with all of the valid state values; or enter the statevalues only for those ELL Program codes that are relevant to your school or district. Thecodeswere current at the time of the release; however the district may need tomanuallyadd additional codes tomeet requirements. Do not run these scripts if there are existingvalues that you should not delete.
FRM Code Lookup Table
1. Follow this path to access the FRMCode Lookup Table:System > Setup > Lookup TableDefinition > K12.ProgramInfo > FRM Code.
2. Assign the FRM Codes to students in theStudent Programs > Free and Reduced Mealsscreen to identify students that participate in the Free and ReducedMeals program.
Free And ReducedMealsScreen, FRMTabWith FrmCode Field
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3. Verify the following state codes are defined in the State Code column of the FrmCodeLookup Table. The codes display in alphanumeric order byCode.
Code Description
0 Not Eligible
1 Eligible for Reduced Price Lunch
2 Eligible for Free Lunch
Optionally, run the SQL Scripts provided during the implementation process to populatethe FRMCode Lookup Table with all of the valid state values; or enter the state valuesonly for those FRM codes that are relevant to your school or district. The codeswerecurrent at the time of the release; however the district may need tomanually addadditional codes tomeet requirements. Do not run these scripts if there are existingvalues that you should not delete.
GATE Code Lookup Table
1. Follow this path to access theGATE Code Lookup Table:System > Setup > Lookup TableDefinition > K12.ProgramInfo > GATE Code.
2. Assign theGATE Codes to students in theStudent Programs > Student GATE screen toidentify a student that has an active Individual Education Plan (IEP) for giftedness, whichdocuments that the student receives special education services.
GATECode Screen, Student GATETabWith Gate Code Field
3. Verify the following state codes are defined in the State Code column of the GATE CodeLookup Table. The codes display in alphanumeric order byCode.
Code Description
GI Giftedness
Optionally, run the SQL Scripts provided during the implementation process to populatethe GATE Code Lookup Table with all of the valid state values; or enter the state valuesonly for thoseGATE codes that are relevant to your school or district. The codeswerecurrent at the time of the release; however the district may need tomanually addadditional codes tomeet requirements. Do not run these scripts if there are existingvalues that you should not delete.
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Nighttime Residence Lookup Table
1. Follow this path to access the Nighttime Residence Lookup Table:System > Setup >Lookup Table Definitions > K12.ProgramInfo > Nighttime Residence.
2. Verify the following state codes have the following definitions in the State Code column ofthe Nighttime Residence Lookup Table.
State Code Unaccompanied Nighttime Residence
1 N Doubled Up
2 N Hotel/Motel
4 N Sheltered
5 N Unsheltered
6 Y Doubled Up
7 Y Hotel/Motel
8 Y Sheltered
9 Y Unsheltered
Revelation Lookup TablesVerify that the following state code values aremapped in the following Revelation Lookup Tables.
Country Lookup Table
1. Follow this path to access the Country Lookup Table:System > Setup > Lookup TableDefinition > Revelation > Country. Use this table to define the state codes for the student’sCountry of Birth.
2. Enter theCountry of Birth in the Birth Country field on theStudent > Demographics tabfor each student.
Student Screen, DemographicsTab, Student Information
3. Verify theCountry state codes are defined in the State Code column of the Country LookupTable. Refer to the KIDS Collection SystemFile Specifications document located on thefollowing stateWeb site: Kansas Individual Data on Students (KIDS) for a list of valid statecountry codes.
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Optionally, run the SQL Scripts provided during the implementation process to populatethe Country Lookup Table with all of the valid state values; or enter the state values onlyfor those countries that are relevant to your school or district. The codeswere current atthe time of the release; however the district may need tomanually add additional codes tomeet requirements. Do not run these scripts if there are existing values that you shouldnot delete.
Ethnicity Lookup Table
1. Follow this path to access the Ethnicity Lookup Table:System > Setup > Lookup TableDefinition > Revelation > Ethnicity. Use this table to calculate the Comprehensive Racefield included in the extract.
2. Identify the student’s race in the Race and Ethnicity section of theStudent > Demographicstab.
Student Screen, DemographicsTab, Race And Ethnicity
Synergy extracts the Comprehensive Race field as a 5-digit numeric code (00000) where a value ofzero (0) indicates the student is not of that race and a value of one (1) indicates the student is of thatrace. The value assigned in the Alt Code 3 field on the Ethnicity Lookup Table determines theposition of each race in the numeric string.
Ethnicity Lookup Table
For example, if a student has the Asian and Black or African American Race options selected onStudent > Demographics tab, Synergy calculates the extracted Comprehensive Race value asfollows: 00110. The positions are defined in descending order from left to right; therefore position 5displays first in the numeric progression.
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The following table shows the Alt Code 3 value assigned to each Ethnicity state code.
Code Description Alt Code 3
1 American Indian or Alaskan Native AI
2 Asian A
3 Black or African American B
4 Native Hawaiian or Other Pacific Islander P
5 White W
Optionally, run the SQL Scripts provided during the implementation process to populatethe Ethnicity Lookup Table with all of the valid state values; or enter the state values onlyfor those ethnicity codes that are relevant to your school or district. The codeswerecurrent at the time of the release; however the district may need tomanually addadditional codes tomeet requirements. Do not run these scripts if there are existingvalues that you should not delete.
State Lookup Table
1. Follow this path to access the State Lookup Table:System > Setup > Lookup TableDefinition > Revelation > State.
2. Verify theState codes are defined in the State Code column of the State Lookup Table.Refer to the KIDS Collection SystemFile Specifications document located on the followingstateWeb site: Kansas Individual Data on Students (KIDS) for a list of valid State codes.
Optionally, run the SQL Scripts provided during the implementation process to populatethe State Lookup Table with all of the valid state values; or enter the state values only forthose states that are relevant to your school or district. The codeswere current at the timeof the release; however the district may need tomanually add additional codes tomeetrequirements. Do not run these scripts if there are existing values that you should notdelete.
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Chapter 3:Data Entry
Student Screen 62Parent Screen 69English Language Learners Screen 70Free and Reduced Meals Screen 71Special Ed Student Services Screen 72Student GATE Screen 73Student Needs Screen 73
62 Kansas State Reporting GuideChapter 3: Data Entry
Student ScreenUse the Student screen to collect student information required for Kansas state reporting. Completethe following fields in the Student screen for each student in the school and/or district.
To display the Student screen:
1. Navigate toStudent > Student.2. From the Tab area, search for a student andmodify the fields as needed.
Demographics Tab
Student Screen, DemographicsTab, Student Information
Field Required Note
Last Name Yes Legal Last Name
First Name Yes Legal First Name
Middle Name Yes Legal Middle Name
Suffix Yes Generation Code
Student ID Yes Local Student Identifier
Gender Yes Gender
KIDS Number Yes Student State Identifier
Birth Date Yes Date of Birth
Birth Country Yes Country of Birth
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Student Screen, DemographicsTab, Race And Ethnicity
Field Required Note
Hispanic/Latino Yes Hispanic Ethnicity
Race Yes Comprehensive Race
Youmust select at least one race in addition to the Hispanic/Latino field value.
Other Info Tab
Student, Other Info Tab, Other Information
Field Required Note
Original EnterDate Yes
District Entry Date
If the Enter Date on the Student.KS screen - Enrollment tab is blank
State EntryDate Yes State Entry Date
US SchoolEntry Date Yes
First Entry Date into a School in the United States
If blank, extract the District Entry Date
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Field Required Note
ImmigrationDate Yes
Immigrant Student
Calculate based on the Immigration Date and Student NEEDS - Enrolled in TitleIII program value. If the Immigration Date field is:
l Blank, extract a blank valuel Populated and the Student Needs value equals Title III, extract a 1value
l Populated and Student Needs value does not equal Title III,extract a 2 value
Refugee Yes Refugee Status
Homeless Yes Residence of Homeless Student while Homeless
Student, Other Info Tab, Graduation Information
Field Required Note
Graduation Date Yes
Exit/Withdrawal Date
If Graduation Date is not blank and on or before the As of Date;otherwise, extract the Leave Date on Student.KS screen, Enrollmenttab if not blank or on or before the leave date
Graduation Status YesExit Withdrawal Type
If Graduation Date is not blank; otherwise extract the Leave Code onStudent.KS screen, Enrollment tab, if not blank
Post Secondary Yes Post-Graduation Plans
Enrollment Tab
Student, Enrollment Tab, Enrollment Information
Field Required Note
Enter Date YesSchool Entry Date
If blank, extract the District Entry Date
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Field Required Note
Leave Date Yes Exit/Withdrawal Date
Leave Code Yes Exit/Withdrawal Type
Student, Enrollment Tab, Enrollment Activity
Field Required Note
Grade Yes Current Grade Level
District of Residence Yes Residence District Identifier
Access 504 YesQualified for 504
**This would be an override to Student Needs.
Student, Enrollment Tab, State Enrollment Activity
Field Required Note
Special Circumstances Yes Special Circumstances Transfer Choice
Concurrent HSEnrollment Yes Concurrent High School Enrollment
Accountability YesAccountability School Identifier
If blank, extract the State School Code if populated, else extractthe School ID.
Funding YesFunding School
If blank, extract the State School Code if populated, else extractthe School ID.
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Field Required Note
Attendance YesAttendance School/Program Identifier
If blank, extract the State School Code if populated, else extractthe School ID.
State Tab
Student, State Tab
Field Required Note
Non-ResidentTransportation Yes 10Mile Law
CTE Pathways Yes Career and Technical Education Students
Neglected Student Yes Neglected Student
Virtual EducationStudent Yes Virtual Education Student
ServedWith At-RiskFunds Yes Served with At-Risk Funds
CTE Contact Minutes YesCareer and Technical Education Contact Minutes
Enter two values, one for the September submission and one for theFebruary submission.
ESOLContactMinutes Yes
ESOL Bilingual Student Contact Minutes
Enter two values, one for the September submission and one for theFebruary submission.
Minutes Enrolled YesMinutes Enrolled
Enter two values, one for the September submission and one for theFebruary submission.
FTE YesTransportation FTE
Enter two values, one for the September submission and one for theFebruary submission.
Miles YesMiles Transported
Enter two values, one for the September submission and one for theFebruary submission.
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Field Required Note
Address YesStudent's Transportation Street Address
Automatically populates in extract from Student.HomeAddress
City YesStudent's Transportation City
Automatically populates in extract from Student.HomeCity
Zip +4 YesStudent's Transportation Zip Code
Automatically populates in extract from Student.HomeZipCode
Student, State Tab, Assessments
Field Required Note
Math Yes StateMathematics Assessment
English Language Arts Yes State English Language Arts (ELA) Assessment
Science Yes State Science Assessment
History/Gov Yes State History/Gov Assessment
KELPA Yes State English Language Proficiency Assessment (ELPA)
General CTE No General Career & Technical Education Assessment
Animal Systems No Animal Systems Assessment
Comprehensive Agriculture No Comprehensive Agriculture Assessment
Comprehensive Business No Comprehensive Business Assessment
Design and Pre-Construction No Design and Pre-Construction Assessment
Finance No Finance Assessment
Manufacturing Production No Manufacturing Production Assessment
Plant Systems No Plant Systems Assessment
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Student, State Tab, Test Sorts
Field Required Note
English Language Arts - Indicator 1 No State English Language Arts Indicator 1
English Language Arts - Indicator 2 No State English Language Arts Indicator 2
Math - Indicator 1 No StateMathematics Indicator 1
Math - Indicator 2 No StateMathematics Indicator 2
Science - Indicator 1 No State Science Indicator 1
Science - Indicator 2 No State Science Indicator 2
History/Government - Indicator 1 No State History/Government Indicator 1
History/Government - Indicator 2 No State History/Government Indicator 2
KELPA - Indicator 1 No State English Language ProficiencyIndicator 1
KELPA - Indicator 2 No State English Language ProficiencyIndicator 2
CTE - General CTE Indicator 1 No General CTE Indicator 1
CTE - General CTE Indicator 2 No General CTE Indicator 2
CTE - Animal Systems Indicator No Animal Systems Grouping Indicator
CTE - Comprehensive Agriculture GroupingIndicator No Comprehensive Agriculture Grouping
Indicator
CTE - Comprehensive Business GroupingIndicator No Comprehensive Business Grouping
Indicator
CTE - Design and Pre-Construction GroupingIndicator No Design and Pre-Construction Grouping
Indicator
CTE - FinanceGrouping Indicator No FinanceGrouping Indicator
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Field Required Note
CTE -Manufacturing Production GroupingIndicator No Manufacturing Production Grouping
Indicator
CTE - Plant Systems Grouping Indicator No Plant Systems Grouping Indicator
Student, State Tab, Proctors
Field Required Note
Proctors - Math No Math Proctor override
Proctors - English Language Arts No English Language Arts Proctor override
Proctors - Science No Science Proctor override
Proctors - CTE No CTE Proctor override
Student, State Tab, AdditionalMinutesEnrolled
Field Required Note
School Year Yes School Year
Course Title No Course Title
School Name No School Name
SeptemberMinutes - Regular No Additional minutes enrolled to be added for September
SeptemberMinutes - CTE No Additional CTE minutes to be added for September
February Minutes - Regular No Additional minutes enrolled to be added for February
February Minutes - CTE No Additional CTE minutes to be added for February
Parent ScreenUse the Parent screen to collect parent/guardian information required for Kansas state reporting.Complete the following fields in the Parent screen for each student in the school and/or district.
To display the Parent screen:
1. Navigate toParent > Parent.2. From the Tab area, search for a student andmodify the fields as needed.
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Demographics Tab
Parent, DemographicsTab
Field Required Note
UniformedMilitary Yes Child of Military Family
English Language Learners ScreenUse the English Language Learners screen to identify the students that participated in an EnglishLanguage Learners program, as required for Kansas state reporting. Complete the following fieldsin the English Language Learners screen for each student in the school and/or district.
To display the English Language Learners screen:
1. Navigate toStudent Programs > English Language Learners.2. Search for a student andmodify the fields as needed.
English Language Learners, ELL Tab, ELL Status
Field Required Note
Last Activity Date Yes ESOL/Bilingual Program Entry Date
Program Yes ESOL/Bilingual Program Participation Code
Exit Date YesESOL/Bilingual Program Ending Date
If Program equals 4, Monitored ESOL Student
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English Language Learners, ELL Tab, Languages
Field Required Note
First Learned Yes First Language
If a district chooses, they can use English Language Learners.KS for a pared downKansas version of the base English Language Learners page.
English Language Learners.KS
Free and Reduced Meals ScreenUse the Free and ReducedMeals screen to identify the students that participated in a Free andReducedMeals program, as required for Kansas state reporting. Complete the following fields in theFree and ReducedMeals screen for each student in the school and/or district.
To display the Free and ReducedMeals screen:
1. Navigate to Student Programs > Free And Reduced Meals.2. Search for a student andmodify the fields as needed.
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Free And ReducedMeals
Field Required Note
FRMCode YesEligibility for National School Lunch Program
If the state code value is not equal to 1 or 2, extract a blank value.
Special Ed Student Services ScreenUse the Special Ed Student Services screen to identify the services provided to special educationservices, as required for Kansas state reporting. Complete the following fields in the Special EdStudent Services screen for each student in the school and/or district.
If district uses Synergy SE, Synergy pushes this data to Special Ed Student Servicesscreen via themigration process.
To display the Special Ed Student Services screen:
1. Navigate toStudent Programs > Special Ed Student Services.2. Search for a student andmodify the fields as needed.
Special Ed Student Services, ServicesTab
Field Required Note
Primary Disability YesPrimary Disability Code
If Primary Need option is selected and the Enter Date falls within thereporting period.
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Field Required Note
Exit Date Yes
Special Ed Program Ending Date for Primary Disability Code
If the Exit Date is not blank, then the Primary Disability must be blank; ifthe Primary Disability is not blank, then the SPED Program Ending Datemust be blank.
Note: If the student is enrolled in two services and both services areidentified as primary need services, Synergy extracts the service withthe latest entry date.
Student GATE ScreenUse the Student GATE screen to identify gifted students, as required for Kansas state reporting.Complete the following fields in the Student GATE screen for each student in the school and/ordistrict.
To display the Special Ed Student Services screen:
1. Navigate toStudent Programs > Student GATE.2. Search for a student andmodify the fields as needed.
Student GATE, Current GATECode
Field Required Note
Gate Code YesGifted Student Code
If Gate Code is blank, extract a blank value.
Student Needs ScreenUse the Student Needs screen to identify students that receive services. Complete the followingfields in the Student Needs screen for each student in the school and/or district.
Prior to identifying a Title I student, youmust add the T1 code to the Needs/ProgramsDefinitionscreen:Student Programs > Setup > Needs/Programs Definition (see ProgramSetup formore information).
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To collect Program information, complete the following steps:
1. Navigate toStudent Programs > Student Needs.2. Search for a student andmodify the fields as needed.3. From the Add Needs area select the program you wish to add. Select T1 for a Title I student.4. ClickAdd New Need. The Student Level Add window appears.5. In the Level Code field, select the level of need for this student for the Title I program. Your
choices areMath, Other, and Reading.6. TheEnter Date defaults to the current date but you can change it.7. The ProgramGrade field populates with the current grade of the student.8. ClickSave Level. The Needs record displays on the Needs tab of the Student Needs.KS
screen.
Needs Tab
Student Needs, Title 1 Student Record
Field Required Note
Needs Yes
Needs the following codes to reflect the student's participation:
l T1 - Title I programl T3 - Title III programl AR - At-Risk programl H - Homeless programl T2 - Targeted Assisted programl 504 - Access 504 program
ProgramCode Yes Identifies the level of need for a student that participates in a program. This is only
required for T2 Title Targeted Assisted.
EnterDate Yes Date this student started participating in a program.
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1. Select Homeless in the Needs field in theStudent Programs > Student Needs screen toidentify a student who classifies as homeless. In the Show Detail area, select the desiredNighttime Residence option and indicate if the student is an Unaccompanied Youth.
Student NeedsShow Detail Screen
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Chapter 4:Imports
SPED Pro Import 77KCCMS Course Import 79State Assessment Import 82Student State ID Import 83
Kansas State Reporting GuideChapter 4: Imports 77
SPED Pro ImportThe SPED Pro Import allows districts to import special education student data fromKSDE intoSynergy.
SPED Pro Import Screen
1. Navigate toKS > Imports > SPED Pro Import.2. Select the Field Delimiter in SPED Pro Import. Options areComma and Tab.
SPED Pro Import Screen
3. ClickAdd in the Import Files section to select a file to upload. Browse to locate the file on yourcomputer, and selectUpload to complete the process. The new file displays in the grid.
SPED Pro Import Screen, Import FilesSection
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4. Highlight the row by clicking on the line number. If you do not highlight the row prior to clickingProcess, Synergy generates an error.
SPED Pro Import Screen, Import FilesSection
5. ClickProcess.
SPED Pro Import Screen, Import FilesSection
6. Upon completion, notice that the date, time, and status fields updated. In the Result column,click on the paper icon to open a PDF of the import results.
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KCCMS Course ImportThe KCCMS Import allows districts to take the course data provided by the KansasDepartment ofEducation and import the information into Synergy. Run this process to only update existing recordsor the district can opt to update existing records and create new course entries.
Importing to Update Existing Records Only
1. Navigate toKS > Imports > KCCMS Course Import.2. In KCCMS Course Import, select the Field Delimiter. Options areComma, Pipe, and Tab.
KCCMSCourse Import Screen
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3. In the Import Files section, clickAdd to select a file to upload. Browse to locate the file on yourcomputer, and selectUpload to complete the process. The new file displays in the grid.
KCCMSCourse Import Screen
4. Highlight the row by clicking on the line number. If you do not highlight the row prior toclicking Process, an error generates.
KCCMSCourse Import Screen, Import FilesSection
5. ClickProcess.
KCCMSCourse Import Screen, Import FilesSection
6. Upon completion, notice that the date, time, and status fields updated. In the Result column,click on the paper icon to open a PDF of the import results.
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7. As this process only updates existing records, youmay see this error: “Record was notinserted due to user settings.” This indicates there are new course records that do not have amatching entry in Synergy at the time of import. See Importing to AddMissing Records below.
Result File Record
A successful import record appears as follows:
SuccessfulResult File Record
Importing to Add Missing Records
This option allows you to update existing course records and insert new records into Synergy at thesame time.
1. Navigate toKS > Imports > KCCMS Course Import.2. In KCCMS Course Import, select the Field Delimiter. Options are Comma, Pipe and Tab.
KCCMSCourse Import Screen
3. Select theAdd Missing Courses option. A Default Values area displays.4. Select theDefault Course Duration.
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5. Select theDefault Department.6. Select theDefault Subject Area.
KCCMSCourse Import Screen
l Continue the process by following the steps for importing to update existing recordsonly fromStep 3.
State Assessment Import
Importing State Assessments
The State Assessments Import allows districts to create a list of students considered not proficient instate assessments. Synergy stores this import file in a table, which the LCP Annual At Risk Reportaccesses.
The file must be in .CSV format with a header row. The file should contain only a list of State StudentID numbers. When you upload a new import, Synergy deletes any existing import file and replaces itwith the new imported data.
1. Navigate toKS > Imports > State Assessment Import.2. In the State Assessment Import screen, clickAdd in the Import Files section.
State Assessment Import Screen, Import FilesSection
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3. Upload the correct file.4. In the Import Files section, highlight the row with the uploaded document.5. ClickProcess.
State Assessment Import Screen
6. Upon completion of the process, a file becomes available indicating whether the recordsuploaded successfully. If the process cannot match a student’s State ID number with a valuein Synergy, the record does not import. The resulting file notes that the record did not import.
KansasState Assessment Result File
Student State ID ImportThe Student State ID Import allows districts to import batch files containing all of the recordswithassigned State IDs.
1. Navigate toKS > Imports > Student State ID Import.2. In Student State ID Import, select the Field Delimiter. Options are Comma and Tab.
Student State ID Import Screen
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3. In the Import Files section, clickAdd to select a file to upload. Browse to locate the file on yourcomputer and selectUpload to complete the process. The new file displays in the section.
Student State ID Import Screen
4. Highlight the row by clicking on the line number. If you do not highlight the row prior toclicking Process, Synergy generates an error.
Student State ID Import Screen, Import FilesArea
5. ClickProcess.
Student State ID Import Screen, Import FilesArea
6. Upon completion, notice that the date, time, and status fields updated. In the Result column,click on the paper icon to open a PDF of the import results.
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Chapter 5:Extracts
Navigating the Extract Screens 86KanDis 90KCCMS 91KIDS Collection 92State Reporting Extracts 115
86 Kansas State Reporting GuideChapter 5: Extracts
Navigating the Extract ScreensThe Kansas State Reporting Extracts generate from customized extract screens.While theinformation required on the extract screensmay change, some functions apply to all extract screens.This section discusses these extract screen similarities.
Access the Kansas Extract screens from theKS > Extracts folder in the Navigation Tree.
KSReportsFolder Contents
To access a specific extract screen, click the link that represents that extract. For example, to accessthe KIDS Collection, clickKIDS Collection .
KIDSCollection Report Screen
The KIDS Collection screen has three tabs:
l TheOptions Tabl TheHistory Tabl The About Tab
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The Options Tab
Use theOptions tab to enter the fields required to extract the Kansas State Reporting Data for thedata file (see KIDS Collection Report ). TheOptions tab has the following components used to enterthe record selection criteria:
l Data Entry fields – Examples include the Record Type, Start Date, and End Date.l Organizations to Process – Use theOrganizations to Process list to include all studentsenrolled in selected schools in the extract.
l Students to Process – Use the Students to Process list to include specific student records inthe extract or report.
l Student Groups to Process – Use the Student Groups to Process list to include students whoare part of a specific student group or groups.
TheOrganizations to Process and Students to Process lists aremutually exclusive. Thismeans thatyou can use only one or the other list to extract the student records that meet the record selectioncriteria; not both.
After entering the selection criteria, clickGenerate Extract to create the extract file. Each time yousubmit an extract, Synergy adds a record to the History tab.
The History Tab
The SQL database stores all files, logs, and extracts generated by the users. Use the History tab toview these files, logs, and extracts; to view the parameters used to generate a file, log, or extract; toscreen an error log; and to view the data results in the Extract Viewer.
Each time a file, log, or extract saves to the History tab, the SQL database increases in size. To keepthe size of the SQL databasemanageable, click Clear Report History to remove history records nolonger required. You can select the Locked option to prevent the Clear Report History process fromremoving an extract.
KIDSCollection Screen, HistoryTab
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The following table explains each column heading.
ColumnHeading Definition
Line A line number automatically sequences each history record. The records sequence inascending order, beginning with themost recent history record.
Start Time The date and time this extract instance started running displays.
End Time The date and time this extract instance finished running displays.
CompletionStatus
The following buttons represent the status of each extract instance:
Process is running.
Process did not complete.
Process completed.
LockedYou can select the Locked option to prevent the Clear Report History process from removingan extract. Youmight want to use this option to keep a copy of the extract for historicalpurposes.
Label When locking an extract, you can save it with a descriptive label (for example, 2015/2016ENRL Final Submission).
1. Select a line number and clickShow Details to display details for that extract instance. TheParameters tab shows the values used to extract the student date for this extract instance.
HistoryTabWith DetailsExample
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2. Click the Files tab to view the results of the extract instance.
HistoryTab, FilesTab Example
3. Click to save the extract file (or error log) to the computer or network.4. ClickHide Detail to hide the history file details.
The Extract Viewer
1. On theHistory > Files tab, click to open the Extract Viewer. In the Extract Viewer youcan add andmodify the extracted student records and add a student record to the extract.
Extract Viewer Example
Tomodify the student data:
1. Select the line number of the record tomodify.2. Tab to the field to change or click and drag the horizontal scroll bar.3. Make the necessary change to the student data.4. ClickSave.5. When finishedmodifying the student data, close the Extract Viewer.6. On the History tab, clickSave History Changes. A modified student data extract saveswith
the following name ([Extract File Name] (Modified)).7. ClickShow Details to verify themodified history file list.
Remember to always click Save History Changes. Youmust click this button to save themodified student data extract file.
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The About Tab
The About tab contains state-specific information about the extract or report.
KIDSCollection Screen, About Tab
KanDisExtracts all incidents involving IDEA students that result in an ISS, OSS, or Expulsion. Includesindividual student information for all students involved in an incident that have an IEP for a disabilityat the time of the incident. There should be a separate row for each student by incident, rather thanone per student. In other words, for an incident involvingmultiple students, there is an entry for eachstudent. In addition, for a student involved in two incidents, there are two entries for that student.
ESI Reporting – Also considered “SPED Discipline” reporting but done through IDS605in Discipline > Reports > Summary. Please refer to IDS605 – Incident SummaryReportsin this guide for further information on this report.
Please see the setup instructions in theDiscipline & Conference Administrator Guide.
Mark each violation and action reported to the state as ‘report to state’ at each level and enter a validstate code and severity level. Youmust also set severity levels when a student hasmore than oneviolation on an incident to determine which violation to report.
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Per KSDE, report only one building’s incidents in a single upload file.
1. Navigate toKS > Extracts > KanDIS.
KanDisScreen
a. SelectOnly Show IDEA Students to limit the extract results to students who wereactively enrolled as special education students at the time of the incident’s occurrence.
2. In the Start Date and EndDate fields, click theCalendar to select the custom date range forthe extract or type each date in M/D/YY format. Any student with a discipline record that fallsbetween the start and end dates, and that meets the other student selection criteria, appearson the extract.
3. In the Delimiter Type field, select the delimiter to insert between each field in the extract file.4. In the Validate Report(s) field, selectwhether to include validation in the extract file.5. In the ValidationMessage Style field, select the type of validationmessage for the extract
file.6. In the Organizations to Process, use the chooser to select specific schools to include in the
extract results. Leaving this blank results in a file for the entire district.
KCCMSThe KansasCourse CodesManagement System (KCCMS) is the online tool schools use to entertheir courses. From there, you can use them in STCO, Pathways, and EDCS extracts.
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1. Navigate toKS > Extracts > KCCMS.
KCCMSScreen
2. In the School Year field, select the school year for the extract. The extract includes anycourse with a Year Start prior to or equal to the current year.
3. In the Validate Report(s) field, select whether to include validation in the extract file.4. In the ValidationMessage Style field, select the type of validation message for the extract
file.5. Select onlyExtract Courses with Blank State Course Code to include only those courses
that have no state course code.6. In the Organizations to Process, use theChooser to select specific schools to include in the
extract results.7. In the Courses to Process, use theChooser to select specific courses to include in the extract
results.
KIDS CollectionThe Kansas State Department of Education (KSDE) uses Kansas Individual Data on Students(KIDS) Collection to count students for funding purposes. A school district must include all studentsin the KIDS system to receive funds. KIDS Collection data determines enrollment andmostweightings including Vocational, Bilingual, At-Risk, and Transportation.
By default, the extract includes only students with an ADA/ADM value equal to Blank. Records donot create for students with an ADA/ADM value equal to C – Concurrent. There is an option toinclude students with no ADA/ADM inKS > Setup > District State Requirements.
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Synergy groups the extracts by Accountability School Identifier except for the SMSC Collectionextract. Synergy groups the SMSC Collection extract by Funding School.
The KIDS collection has eight separate files submitted at different dates throughout the school year:
l ASGT to request a state identification number (SSID) for new students, update core studentdata, and claim a student
l ENRL collection to report funding and enrollmentl EOYA collection to report end-of-year student countsl EXIT collection to report students that left the school or districtl QERY to perform a query for pre-existing KIDS data without claiming a studentl TEST collection to report students’ assessment datal SMSC collection to report REAP allocations
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To access the KIDS Collection screen, navigate toKS > Extracts > KIDS Collection.
KIDSCollection Screen
ASGT – Assignment Collection
Use the ASGT Collection to allow staff to obtain identification numbers called State StudentIdentifiers (SSID) for new students, update core student data linked to a student’s SSID, and totrack students as theymove between schools in the Kansas State (also known as claiming astudent). After processing ASGT records in KIDS, add any new SSIDs created to your local StudentInformation System (SIS) for use in subsequent KIDS submissions.
Click theAbout tab to review record submission details.
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To generate the extract file:
1. On the KIDS Collection screen, selectASGT in the Record Type field.
KIDSCollection, ASGT Collection
2. In the Start Date and EndDate fields, click theCalendar to select the custom date range forthe extract or type each date in MM/DD/YY format. The report includes any student with anenrollment record that falls between the start and end dates, and that meets the other studentselection criteria.
3. SelectONLY Process Students with Blank State IDs to generate this extract only toobtain SSID numbers for new students in the school or district. The extract includes onlystudent recordswith a blank State Identification number. Leave this option blank to updatecore student data or claim an existing student.
4. Select Include Duplicates to generate this extract with duplicate rows for students. Includingduplicates allowsmultiple rows per student with a validationmessage alerting the user ofduplication. If left blank, the extract does not include duplicate records and returns only thestudent’smost recent enrollment record.
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5. In theDelimiter Type field, select the delimiter to insert between each field in the extract file.6. In Organizations To Process, clickChooser to select the organizations of the enrolled
students to include in the file extract. Leave this section blank to include students from allorganizations in the report selection process.
7. In Students To Process, clickChooser to select the students to include in the file extract.Leave this section blank to include all students in the report selection process.
The record selection process ignores any organizations selected in theOrganizations To Process if you select specific student records for the extract.
8. ClickGenerate Extract. The Job Status screen appears. When the extract process finishes,the Job Status screen automatically closes.
9. Click theHistory tab to view the job status.10. Select a job record, then clickShow Details to view the job details and to access the extract
file viewer.
Refer to The History Tab procedure for more information.
11. Click the Files tab to view the KIDS Collection Extract File.
12. Click to view the ASGT record collection in the Extract File viewer.13. Tomodify the student data displayed in the Extract File viewer, refer to The Extract Viewer
procedure.
ENRL – Funding and Enrollment Collection
Use the ENRLCollection to gather enrollment and program participation information on studentsused to populate sections of the Principal’s Building Report (PBR) and the Superintendent’sOrganizational Report (SO66). State funding (based on the September 20th Rule) and federalfunding calculations rely on the data from these reports.
A student must meet the criteria specified in the September 20 Rule and/or February 20 Rules toappear in the extract. These rules are:
September 20th Rule: A student must enroll by and attend on September 20. If absent onSeptember 20, the student must attend once before September 20 and once after September 20but on or before October 4. If September 20 falls on a non-school day, use the first school day afterSeptember 20.
l Do not include foreign exchange students in the count for state-aid funding unless theyenrolled for at least one semester or two quarters. If the foreign exchange student does notmeet the requirements for state aid funding, please enter 0 as the number of minutes enrolledfor the student on September 20.
l In order to count, virtual education studentsmust enroll by September 20 and attend one dayon or before September 19 and one day on or after September 20, but on or beforeOctober 4.
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l In order to count, alternative school (where attendance is not mandatory) studentsmust enrollby September 20 andmeet one of the following: a) attended on September 20th and oneother day either before September 20 or after September 20th, but on or before October 4, orb) attended one day before September 20 and one day after September 20 and on or beforeOctober 4.
OverrideMinutes Enrolled on theState tab of Synergy SIS > Student> Student by typing the revisedminutes into theMinutes Enrolled fieldand selecting theMinutes September Override Calculation option.Once selected, you can run ENRLwith theCalculate Minutes optionselected without affecting the student'sminutes.
Similar rules apply for February 20 and for MILT reports. In practice however, some districts run theENRL reports for students who enroll by September 20 and the state performs a separate audit forwhether students qualify based on their attendance. Given that other districts in Kansasmayapproach this differently, you have the option of how to determine which students to include.
Student data submitted in the ENRLCollection is current as of the firstsubmission date.
Click theAbout tab to view ENRL record submission details.
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To generate the extract file:
1. On the KIDS Collection screen, selectENRL in the Record Type field.
KIDSCollection, ENRLCollection
l TheStart Date andEnd Date specify the date range to examine when calculatingminutes. Schools with rotation schedules that result in variable length days should picka date range that represents a full sampling of the schedule. For middle and highschools, students’ minutes enrolled calculate by averaging theminutes of all the daysincluded in this date range.
Entry Dates calculate based on the State Code inK12.Enrollment > EnterCode.
l If making the entry at the district level, Synergy recognizes it as a new entryto the district and the district entry date updates.
l If making the entry at the school level, Synergy recognizes it as a new entryto the school and the school entry date updates.
l TheSubmission Date specifies when to submit the extract. This datemust fall inSeptember or February to extract the student data.
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The report process stops if the submission date does not fall within September orFebruary.
l TheCalculate Minutes option controls whether theMinutes Enrolled andCareerand Technical Education Contact Minutes calculate for each student. This is acomplicated process that takes longer to calculate. However, Synergy stores theresults in the database for each student, so if nothing changes, Synergy only needs tocalculate these once.
l Select this option to calculate theminuteswhen preparing the ENRL report sotheminutes calculate and store in the database for each student. You can alsouse this to update the values for specific students if their enrollment or schedulechanges.
l If Synergy already calculated theminutes, leave this unselected so the extracttakes less time.
School schedules determineminutes.
l The school calendar must note bell schedules and rotations.l Each student should have 1.0 FTE.l For a concurrently enrolled student, Synergy extracts the total minutes forboth schools and reports this under the student’s home school.
l TheUse Attendance Requirements option controls whether the September 20thrules apply when determining whether to include a student in the extract.
l Select this option to use the September 20th attendance requirements whendetermining student eligibility.
l TheDelimiter Type specifies how to delimit each field in the extracted file.l TheValidate Report(s) option allows you to enable or disable validation. Synergyperforms validation on the extracted data and can alert you to issueswith the studentdata.
l TheValidation Message Style describes how to format the validation reports.l TheGrade options control which grades to include in the extract.l Use theOrganizations to Process list to process all students enrolled in specificschools.
l Use the Students to Process list to select specific students for the extract.l Use theStudent Groups to Process list to process all students that aremembers ofspecific student groups.
l Click the Paper andMagnifying Glass to view the ENRL record collection in theExtract File viewer.
You canmodify the student data displayed in the Extract File viewer. Refer toThe Extract Viewer procedure for more information.
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Districts can enter the total minutes enrolled for each elementary grade level atKS > Setup >District State Requirements > Grade Level (Defaults) Minutes Enrolled.
District State Requirements, Grade Level (Defaults) MinutesEnrolled
Districts typically use this when an elementary school does not have aschedule.
Virtual Minutes
There is a Virtual Education Calculation for reporting Virtual students in ENRL.When enabled, itcalculates virtual minutes and records theminutes in the Additional Minutes Enrolled grid on theStudent screen, State tab. ENRL then reports the virtual minutes on a separate line from thestudent’s primary enrollment.
Lookup Table Definition Setup
Complete the following setup prior to using the virtual educationcalculation
1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Navigate to theK12 > School Category table.3. ClickAdd in the Lookup Values grid.4. Enter Virtual School in theDescription field
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5. Enter 2 in theState Code field.
K12 SchoolCategory Lookup Table
6. Navigate toK12.CourseInfo > Department lookup table.7. ClickAdd in the Lookup Values grid.8. Enter Virtual for theDescription.9. Enter V for theAlt Code 3.
K12.CourseInfo Department Lookup Table
School Setup
1. Navigate toSynergy SIS > System > Setup > School Setup.2. SelectVirtual School in theSchool Category field.
SchoolSetup Screen
3. ClickSave.
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Virtual Education Setup
1. Navigate toSynergy SIS > KS > Setup > District State Requirements.2. SelectVirtual Education Calculation.
District State RequirementsScreen
Running ENRL
1. Navigate toSynergy SIS > KS > Extracts > KIDS Collection.2. SelectENRL for theRecord Type.3. SelectCalculate Minutes.4. Enter aStart Date.5. Enter anEnd Date.6. Enter the count date inSubmission Date.7. SelectDelimiter Type, Validate Report(s), andValidation Message.
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KIDSCollection Screen
After it runs, the ENRL extract updates the student’s record on the Student screen,State tab withvirtual minutes in the Additional Minutes Enrolled grid.
Student Screen, State Tab
The output file returns two rows for virtual education students. One row lists the student’s primaryenrollment with traditional minutes and CTEminutes. The second row lists the virtual school andvirtual minutes.
Student Traditional CTE Total Minutes Virtual
Scenario 1 99999999 324 41 365 0
Scenario 2 99999999 300 41 341 19
Scenario 3 99999999 324 41 324 36
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Scenario 1 - With Regular CTE Class:
ENRL,0111,D0999,Boone,TJ,,,1,11/15/1997,14,99999999,N,9999999999,2016,0111,0111,0,08/14/2014,08/14/2014,08/10/2004,,,,324,0,,,,,00010,0,ND,,,0,,,0,0,,,41,,0.0,0.0,,,66111-0000,0,0,0,United States of America,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Scenario 2 - Records with Regular CTE and Virtual Class:
ENRL,0111,D0999,Boone,TJ,,,1,11/15/1997,14,99999999,N,9999999999,2016,0111,0111,0,08/14/2014,08/14/2014,08/10/2004,,,,300,0,,,,,00010,0,ND,,,0,,,0,0,,,41,,0.0,0.0,,,66111-0000,0,0,0,United States of America,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
ENRL,9999,D0999,Boone,TJ,,,1,11/15/1997,14,99999999,N,9999999999,2016,9999,9999,1,08/14/2014,08/14/2014,08/10/2004,,,,19,0,,,,,00010,0,ND,,,0,,,0,0,,,0,,0.0,0.0,,,66111-0000,0,0,0,United States of America,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Scenario 3 - Records with virtual CTE:
ENRL,0111,D0999,Boone,TJ,,,1,11/15/1997,14,99999999,N,9999999999,2016,0111,0111,0,08/14/2014,08/14/2014,08/10/2004,,,,324,0,,,,,00010,0,ND,,,0,,,0,0,,,0,,0.0,0.0,,,66111-0000,0,0,0,United States of America,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
ENRL,9999,D0999,Boone,TJ,,,1,11/15/1997,14,99999999,N,9999999999,2016,9999,9999,1,08/14/2014,08/14/2014,08/10/2004,,,,36,0,,,,,00010,0,ND,,,0,,,0,0,,,0,,0.0,0.0,,,66111-0000,0,0,0,United States of America,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Virtual Education Business Rules
l School must have School Category of Virtual for Synergy to recognize it as a virtualschool/program.
l Coursemust have Department of Virtual for Synergy to recognize it as a virtual class.l Only those students enrolled in a virtual class at a virtual school have virtual minutescalculated.
l Traditional Minutes equals the sum of Minutes Enrolled and CTEMinutes (not virtual).l Students who take a CTE class that is virtual report theminutes under virtual rather thanCTE.
l Student must be 18 or 19 on or before 9/20 regardless of count day.l Students 18 and under have their traditional minutes subtracted from 360 and the remainderlisted under Additional Minutes as Virtual. These are theminutes reported on the secondaryrow for the student. Students 18 and under report the Additional Minutes up to a total of 360minutes. This is determined by adding CTEMinutes + Minutes Enrolled = Total TraditionalMinutes, then subtracting Total Traditional Minutes from 360.
l Students 19 and over get 360 virtual minutes at the virtual school if they are enrolled in aVirtual School/Program andCourse, regardless of their traditional minutes.
EOYA – End of Year Accountability Collection
Use the EOYA Collection to gather attendance, membership, truancy, and program participationdata for all students who were inmembership at the Accountability School at any point during theschool year. A student’s assigned Accountability School Identifier must match the student’sAttendance School ID for Synergy to include them on the report (a Blank value is valid).
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Click theAbout tab to view EOYA record submission details.
Student data submitted in the EOYA Collection should be current as ofthe last day of school or the last day the student was inmembership atthat school.
To generate the extract file:
1. On the KIDS Collection screen, selectEOYA in the Record Type field.
KIDSCollection, EOYACollection
l TheRecord Type specifies which type of extract to run (EOYA in this case).l The Start Date and EndDate specify the date range to include in the extract. Synergyincludes any student with an enrollment record that falls between the start and enddates, andmeets the other student selection criteria.
l TheDelimiter Type specifies how to delimit each field in the extracted file.l The Validate Report(s) option allows you to enable or disable validation. Synergyperforms validation on the extracted data and can alert you to issueswith the studentdata.
l The ValidationMessage Style describes how to format the validation reports.l TheGrade options control which grades to include in the extract.
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l Use theOrganizations to Process list to process all students enrolled in specificschools.
l Use the Students to Process list to select specific students for the extract.l Use the Student Groups to Process list to process all students that aremembers ofspecific student groups.
l Click the Paper andMagnifying Glass to view the EOYA record collection in theExtract File viewer.
You canmodify the student data displayed in the Extract File viewer. Refer to TheExtract Viewer procedure for more information.
EXIT – EXIT Collection
Use the EXIT Collection to gather exit information on students who left a school for a variety ofreasons (e.g., graduation, dropout, transfers, etc.). The EXIT Extract is now amore robust enginefor state reporting. This change increases performance time and allows users to run the EXITextract for the entire district.
Lookup Table Setup
Youmust set up the following table for districts to report graduate exits.
1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Navigate toK12 > Graduation Status.3. Enter the appropriate state code value for students who graduate.
Graduation StatusLookup Table Screen
Youmust set up the following table for districts to report students who exit.
1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Navigate toK12.Enrollment > Leave Code.3. Enter the appropriate state code value for each exit definition.
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Leave Code Lookup Table Screen
Youmust set up the following table for districts to report no-show students.
1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Navigate toK12. Demographics > Summer Withdrawal Code.3. Enter the appropriate state code value for each exit definition.
Summer WithdrawalCode Lookup Table Screen
EXIT Rules
l Synergy SIS checks exits in the following order:
1. Leave Date/Reason, if blank2. Graduation Date/Reason, if blank3. SummerWithdrawal Date/Reason
l Start/End Dates:
l Synergy SIS no longer validates dates against the school calendar. You can use asummer date range (i.e. 6/1/16 – 8/1/16).
l Youmust use a student exit date greater than or equal to Start Date and less than orequal to End Date to include this in the results.
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l Graduates:
l If a student graduates during the summer (i.e. Graduation Date of 6/10/16), run theEXIT extract in the prior school year including the graduation date within the daterange.
l No-Shows:
l If a student is no-showed during the summer (i.e. SummerWithdrawal Date 8/1/16),run the EXIT extract in the current year including the summer withdrawal date withinthe date range.
l No-Show student data reflects the school, grade, school year, and program status as ofthe last enrollment in the prior year.
l No-Show student data counts the Days inMembership and Days in Attendance basedon the last enrollment in the prior year.
Running the EXIT Extract
1. Navigate toSynergy SIS > KS > Extracts > State Reporting Extracts.2. SelectEXIT – KIDS Collection in theExtract Name field.3. Enter Start Date.4. Enter End Date.5. Select Log Type. Options other thanWarning are very detailed and you should use them in
conjunction with a Student Filter.6. SelectExtract File Type. Options areCSV, Fixed Length, and TabDelimited.7. Select theColumn Header Options. Options areNone,Column Type andColumnName
(String, Gender),Column Type (String),ColumnName andColumn Type (Gender, String),orColumnName (Gender).
State Reporting ExtractsScreen
8. ClickCreate.
Filtering Options
1. Navigate toSynergy SIS > System > Setup > Filter Group Definition.2. ClickAdd. The Filter Group Definition (Add) screen displays.3. Enter a Filter Name andDescription.4. ClickSave.
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5. Navigate toSynergy SIS > KS >Extracts >State Reporting Extracts.
State Reporting ExtractsScreen
6. In the Organization, Student, Staff, or Section grids, clickChooser. The Chooser screendisplays.
7. Find and select the schools, students, staff members, or sections to include in the filter.8. ClickSave.
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Saving Existing Filter Options
1. SelectCreate New Filter Group on the EXIT Extract screen. The New Filter Group Namefield appears.
2. Enter aNew Filter Group Name.
State Reporting ExtractsScreen
3. ClickCreate. The system runs the process and saves the new filter. The newly created filterbecomes an option in the Filter Group field the next time you select EXIT Extract.
QERY Collection
QERY is different from other KIDS record types (such as ENRL, TEST, etc.) in that rather thansubmitting student data to the state, schools useQERY records to retrieve data about their students.Submitting a batch file containing QERY records creates a file containing additional data fields for allstudents submitted in that QERY batch.
Click theAbout tab to view QERY record submission details.
QERY requires only the state identification number or the AccountabilitySchool Identifier and Legal Last Name. However, additional informationallows a better match.
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To generate the extract file:
1. On the KIDS Collection screen, selectQERY in the Record Type field.
KIDSCollection, QERYCollection
l TheRecord Type specifies which type of extract to run (QERY in this case).l The Start Date and EndDate specify the date range to look for new enrollments. Theextract includes any student with an enrollment record that falls between the start andend dates andmeets the other student selection criteria.
l TheDelimiter Type specifies how to delimit each field in the extracted file.l The Validate Report(s) option allows you to enable or disable validation. Synergyperforms validation on the extracted data and can alert you to issueswith the studentdata.
l The ValidationMessage Style describes how to format the validation reports.l TheGrade options control which grades to include in the extract.l Use theOrganizations to Process list to process all students enrolled in specificschools.
l Use the Students to Process list to select specific students for the extract.
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l Use the Student Groups to Process list to process all students that aremembers ofspecific student groups.
l Click to view theQERY record collection in the Extract File viewer.
You canmodify the student data displayed in the Extract File viewer. Refer to TheExtract Viewer procedure for more information.
TEST Collection
Use the TEST Collection to gather data for the Center for Educational Testing and Evaluation(CETE) for grades 3-12 to use in generating testing rosters for state assessments and for gatheringdemographic and program data for accountability.
Click theAbout tab to view TEST record submission details.
Student data that you submit for TEST should be current as of the day thestudent takes an assessment. Youmust re-submit for TEST if thestudent‘s status changes after the initial submission of the TEST record.
To generate the extract file:
1. On the KIDS Collection screen, select TEST in the Record Type field.
KIDSCollection, TEST Collection
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2. SelectOnly load students with Enrollments between selected dates to have Synergyextract only those students with an enrollment date that falls within the date range specified.
3. In the Assessments to Export, select one or multiple assessment types to extract recordsfor each student. The Alternate option pulls all assessment types set to 3-DLM/Alternate.
l TheRecord Type specifies which type of extract to run (TEST in this case).l The Start Date and EndDate specify the date range to include in the extract. Theextract includes any student with an enrollment record that falls between the start andend dates andmeets the other student selection criteria.
l TheDelimiter Type specifies how to delimit each field in the extracted file.l The Validate Report(s) option allows you to enable or disable validation. Synergyperforms validation on the extracted data and can alert you to issueswith the studentdata.
l The ValidationMessage Style describes how to format the validation reports.l TheGrade options control which grades to include in the extract.l Use theOrganizations to Process list to process all students enrolled in specificschools.
l Use the Students to Process list to select specific students for the extract.l Use the Student Groups to Process list to process all students that aremembers ofspecific student groups.
l Click the Paper andMagnifying Glass to view the TEST record collection in theExtract File viewer.
You canmodify the student data displayed in the Extract File viewer. Refer to TheExtract Viewer procedure for more information.
SMSC Collection
Use the SMSC Collection to gather data for small districts eligible for Rural Education AchievementProgram (REAP) funding.
Synergy groups the SMSC Collection extract by Funding School.
Click theAbout tab to view SMSC record submission details.
The student data submitted for SMSC should be current as ofDecember 1 of the current school year, or current to the day the studentleft if they left the school prior to December 1.
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To generate the extract file:
1. On the KIDS Collection screen, selectSMSC in the Record Type field.
KIDSCollection, SMSC Collection
l TheRecord Type specifies which type of extract to run (SMSC in this case).l The Submission Date specifies the date for the extract. The extract includes anystudent with an active enrollment on this date. The Submission Datemust fall within themonth of December or an error message displays. If the Submission Date entered is anon-school day, Synergy uses the next valid school day to select the student enrollmentrecords.
l TheDelimiter Type specifies how to delimit each field in the extracted file.l The Validate Report(s) option allows you to enable or disable validation. Synergyperforms validation on the extracted data and can alert you to issueswith the studentdata.
l The ValidationMessage Style describes how to format the validation reports.l TheGrade options control which grades to include in the extract.l Use theOrganizations to Process list to process all students enrolled in specificschools.
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l Use the Students to Process list to select specific students for the extract.l Use the Student Groups to Process list to process all students that aremembers ofspecific student groups.
l Click to view the SMSC record collection in the Extract File viewer.
You canmodify the student data displayed in the Extract File viewer. Refer to TheExtract Viewer procedure for more information.
State Reporting Extracts
CTE Pathway Extract
TheCTE PathwayExtract identifies any student associated to a pathway at any time during theirsecondary education career. The extract also indicates the student’s level of participation within thepathway.
Before running the CTE Extract, review the CTE Setup section within this guide toconfirm proper setup.
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Running the CTE Extract
1. Navigate toKS > Extracts > State Reporting Extracts.2. In the Extract Name field, selectCTE Pathways Extract. The screen changes to look like the
figure below.
State Reporting ExtractsScreen, CTEPathwayExtract
3. Select theAs of Date.4. Select the Log Type.
l Options other thanWarning are very detailed and you should use them in conjunctionwith a Student Filter.
5. Select theExtract File Type. Options are CSV, Fixed Length and Tab Delimited.6. Select theColumn Header Options. Options areNone,Column Type and Column
Name (String, Gender),Column Type (String),Column Name and Column Type(Gender, String), orColumn Name (Gender).
7. ClickCreate. The system creates the extract.
If you open the CTE PathwayExtract in Excel, the CIP_Code drops the leading zero. Forexample, 09.0702 displays as 9.0702. Excel also drops any trailing zeroes. For example,48.0000 displays as 48. Viewing the extract in Notepad does not cause this issue in the.CSV file.
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Creating Filter Group
1. Navigate toSystem > Setup > Filter Group Definition.2. ClickAdd. The Filter Group Definition (Add) screen displays.
Filter Group Definition (Add) Screen
3. Enter the Filter Name.4. Enter aDescription.5. ClickSave.6. ClickChooser on theOrganization grid.7. Find and select the schools to include in the group.8. ClickSave.
Saving Existing Filter Options
1. Navigate toKS > Extracts > State Reporting Extracts.2. In the Extract Name field, selectCTE Pathways Extract.3. On the CTE PathwayExtract screen, select theCreate New Filter Group option. The New
Filter Group Name field appears.
State Reporting ExtractsScreen, CTEPathwayExtract
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4. Enter aNew Filter Group Name.5. ClickCreate to run the process and save the new filter. The newly created filter becomes an
option in the Filter Group dropdownmenu the next time you select CTE PathwayExtract.
Adding Organizational Filters
1. Navigate toKS > Extracts > State Reporting Extracts.2. In the Extract Name field, selectCTE Pathways Extract.3. ClickChooser on theOrganization grid
Organization Chooser Screen
4. Find and select the schools to include in the extract.5. ClickSave. The selected schools appear in the Organizations grid.
Select the ExcludeOrganizations option in the Organizations grid to exclude the schoolfrom the extract.
Adding Student Filters
1. Navigate toKS > Extracts > State Reporting Extracts.2. In the Extract Name field, selectCTE Pathways Extract.3. ClickChooser on the Students grid.
StudentsChooser Screen
4. Find and select the students to include in the extract.5. ClickSave. The selected students appear in the Students grid.
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Select the Exclude Student option in the Students grid to exclude the student from theextract.
Adding Staff Filters
1. Navigate toSystem > Setup > Filter Group Definition.2. ClickChooser on the Staff grid.
Staff Chooser Screen
3. Find and select the staff members to include in the extract.4. ClickSave. The selected staff members appear in the Staff grid.
Select the Exclude Staff option in the Staff grid to exclude the staff member from theextract.
EDCS Staff Assignment
The EDCS Staff Assignment extracts all staff and their course assignments. The extracts providetwo options:
l An extract like the previous version that runs all the staff based on an “as of” date range; andl An extract that extracts all staff upon the initial run and after that date only extracts staff withdata changes.
The EDCS extracts only produce one line per staff per course code. Also, course countsdo not exceed 08 per KSDE guidelines.
Enable Staff Tracking
1. Navigate toSystem > Setup > District Setup.2. Select theSystem tab.
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3. SelectEnable historical tracking of staff in sections.
District Setup Screen
4. ClickSave.
Synchronize Staff History
1. Navigate toSchedule > Section.
Section Screen
2. Find or scroll to the appropriate section.
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3. From theMenu, selectSynchronize Staff History.
MenuOptions
4. ClickSave.
Lookup Table Definition
1. Navigate toSystem > Setup > Lookup Table Definition.2. On the Lookup Table Definition screen, navigate toK12.Staff > Job Class.
Job ClassLookup Table
3. Verify that values exist for the following educator types:
l School Specialistl School Supportl Leadership/Administrationl Migrant
Values for Elementary, Secondary, CTE, and SPED/ESOL educator types auto-calculate.
4. ClickSave.5. On the Lookup Table Definition screen, navigate toK12 > Grade.
Grade Lookup Table
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6. Verify that the NG–Not Graded (or similar value in the table) has a State Code of 18.7. ClickSave.8. On the Lookup Table Definition screen, navigate toK12.ScheduleInfo > Instructional
Strategy.
InstructionalStrategyLookup Table
You can set individual sections to one of these values or set the value on DistrictCourse and all sections created from the Course inherit the Instructional Strategyvalue. If using District Course setting, youmust create all sections after setting theInstructional Strategy value.
If Instructional Strategy is not set on District Course, you can set the section’sInstructional Strategy to override District Course.
9. Verify that values exist for the SPED/ESOL types.10. ClickSave.
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Running the EDCS Staff Assignment Extract using an As Of Date
This EDCS Staff Assignment Extract allows you to select a specific “as of” date aswell as filters fororganization, student, staff, or section.
1. Navigate toKS > Extracts > State Reporting Extracts.2. In Extract Name field, selectEDCS Staff Assignment Extract. The screen changes to look
like the figure below.
State Reporting ExtractsScreen, EDCSStaff Assignment
3. Enter the As of Date.4. Select the Log Type.
l Options other thanWarning are very detailed and you should use them in conjunctionwith a Student Filter.
l Select the Extract File Type.l Options are CSV, Fixed Length and Tab Delimited.l Select the ColumnHeader Options.l Options are None, Column Type and ColumnName (String, Gender), Column Type(String), ColumnName and Column Type (Gender, String) or ColumnName (Gender).
5. Select Include Extended Columns, if desired.When selected, Synergy includes the extrateacher columns in the file. By default, this option is clear and excludes the columns from theoutput file.
6. ClickCreate.
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Filtering Options
1. Navigate toSystem > Setup > Filter Group Definition.
Filter Group Definition Screen
2. ClickAdd. The Filter Group Definition (Add) screen displays.
Filter Group Definition (Add) Screen
3. Enter a Filter Name andDescription.4. ClickSave.5. In the Organization, Student, Staff, or Section grids, clickChooser. The Chooser screen
displays.
Organization Chooser Screen
6. Find and select the schools, students, staff members, or sections to include in the filter.7. ClickSave.
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Saving Existing Filter Options
1. On the EDCS Extract screen, select theCreate New Filter Group option. The New FilterGroup Name field appears.
State Reporting ExtractsScreen, EDCSStaff Assignment
2. Enter aNew Filter Group Name.3. ClickCreate. The system runs the process and saves the new filter. The newly created filter
becomes an option in the Filter Group field the next time you select the EDCS Extract.
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Running the EDCS Staff Assignment Extract change file
This EDCS Staff Assignment Extract creates change files after the first run of the extract. Thisextract does not use a date range but instead reports only changes from the first time it ran to thecurrent date . Notice that this reporting engine does not allow for any filtering and runs for the entiredistrict each time it runs.
1. Navigate toKS > Extracts > State Submission.2. In theSelect Which Extract(s) to Generate field, selectEDCS Staff Assignment Extract.
After selecting EDCS Staff Assignment Extract in the drop-down, the screen changes to looklike the figure below.
State Submission Screen
3. Select a Log Type. The log type options are None, Debug, Status, Info, Warning and Error.The log type provides insight into any problems encountered during the process.
4. ClickGenerate Extract(s). After generation, the file displays under Step 2Review/Submission in the Pending Submission grid.
5. After submitting the file to the state, clickMark as Submitted. This sets the flag indicating yousubmitted the records. The file then displays in the Submitted Files grid.
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The items listed under Step 3: Import Error Files and Step 4: View Results including theAutomatic Submissions grid do not apply to all states. The EDCS submission processdoes not include these areas.
After submitting the file, clickMark as Submitted; all future processes extract only thosestudents with changes to their data. Each subsequent file you create, youmust clickMarkas Submitted for the system to track changes correctly.
Resetting Submissions
In the event it is necessary to start the entire process over, youmay delete the submitted files to resetthe baseline. This acts as though the system never ran the submission.
1. Place a checkmark in the delete column.2. ClickSave.
Error Reports
The system produces a separate report for errors at each individual school. The extract file does notinclude students in the error report.
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SPED Pro Extract
Use the SPED Pro extract to generate data for the state on the services that special educationstudents receive during the school year. In the past, districts would send these extracts to the statewhenever adding new students, or when a student’s information changed. However, rather thansending just the changes, districts would send data for all the students at a specific school,resubmitting data for students whose data did not change. To avoid this, the state requires that thedistrict submit only students whose data changed.
Running the SPED Pro Extract
Only use this option for troubleshooting purposes. Once the district is ready to submit a file, run theextract through State Submission to track changes accurately. This option does not provide anytracking capabilities.
1. Navigate toKS > Reports > State Reporting Extracts.2. In the Extract Name field, selectSPED Pro Extract. The screen changes to look like the
figure below.
State Reporting ExtractsScreen, SPED Pro Extract
3. Select the Log Type.4. Options other thanWarning are very detailed and you should use them in conjunction with a
Student Filter.5. Select Filter Group options as necessary.6. ClickCreate.
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Running the SPED Pro Staff Assignment Extract change file
This SPED Pro Extract creates change files after the first run of the extract. This extract does notuse a date range but instead reports only changes from the first time it ran to the current date. Noticethat this reporting engine does not allow for any filtering and runs for the entire district each time itruns.
1. Navigate toKS > Reports > State Submission.2. In the Select Which Extract(s) to Generate field, selectSPED Pro Extract. After selecting
SPED Pro Extract, the screen changes to look like the figure below.
State Submission Screen, SPED Pro Extract
3. Select a Log Type. The log type options are None, Debug, Status, Info, Warning and Error.The log type provides insight into any problems encountered during the process.
4. ClickGenerate Extract(s). After generation, the file displays under Step 2Review/Submission in the Pending Submission grid.
5. After submitting the file to the state, clickMark as Submitted. This sets the flag indicating yousubmitted the records. The file then displays in the Submitted Files area.
The items listed under Step 3: Import Error Files and Step 4: View Results including theAutomatic Submissions area do not apply to all states. Synergy does not include theseareas in the SPED Pro submission process.
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After you submit the file and clickMark as Submitted, all future processes extract only those studentswith changes to their data. Each subsequent file you create, requires you to clickMark as Submittedin order for the system to track changes correctly.
Resetting Submissions
In the event it is necessary to start the entire process over, you can delete the submitted files to resetthe baseline. This acts as though the system never ran the submission.
1. Place a checkmark in the delete column.2. ClickSave.
Error Reports
The system produces a separate report for errors at each individual school. The extract file does notinclude students in the error report.
STCO – Student Course Collection
The STCOdata collection focuses on providing links to the courses students complete during theschool year. This information includes the teacher of the course and the student’s outcome in thecourse.
Running the STCO – Student Course Collection
Set the State Code in K12.CourseHistoryInfo > Mark Lookup Table to the appropriatevalue for the extract. For example, if a student’s grade should result in P1 or P2, you needto set these values in the State Code column.
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1. Navigate toKS > Reports > State Reporting Extracts.2. In the Extract Name field, selectSTCO – Student Course Collection. The screen changes
to look like the figure below.
State Reporting ExtractsScreen, STCO–Student Course Collection
3. In the Extract Start and End Date fields, select the date range for the extract. The extractincludes any student course history record within the date range.
4. Select the Log Type.
l Options other thanWarning are very detailed and you should use them in conjunctionwith a Student Filter.
5. Select theExtract File Type.
l Options are CSV, Fixed Length and Tab Delimited.
6. Select theColumn Header Options.
l Options are None, Column Type and ColumnName (String, Gender), Column Type(String), ColumnName and Column Type (Gender, String) or ColumnName (Gender).
7. ClickCreate.
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Running the STCO – Student Course Collection change file
This STCO–Course Collection creates change files after the first run of the extract. This extractdoes not use a date range but instead reports only changes from the first time it ran to the currentdate. Notice that this reporting engine does not allow for any filtering and runs for the entire districteach time it runs.
1. Navigate toKS > Reports > State Submission.2. In the Select Which Extract(s) to Generate field, selectSTCO – Student Course
Collection. Once you select STCO–Student Course Collection, the screen changes to looklike the figure below.
State Submission Screen, STCO–Student Course Collection
3. Select a Log Type. The log type options are None, Debug, Status, Info, Warning and Error.The log type provides insight into any problems encountered during the process.
4. ClickGenerate Extract(s). After generation, the file displays under Step 2Review/Submission in the Pending Submission area.
5. After submitting the file to the state, clickMark as Submitted. This sets the flag indicating yousubmitted the records. The file then displays in the Submitted Files area.
l Once youmark the initial file Mark as Submitted, all future processes extract only thosestudents with changes to their data. Each subsequent file you create, youmust clickMark as Submitted in order for the system to track changes correctly.
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The items listed under Step 3: Import Error Files and Step 4: View Resultsincluding the Automatic Submissions area do not apply to all states. The STCOsubmission process does not include these areas.
Resetting Submissions
In the event it is necessary to start the entire process over, youmay delete the submitted files to resetthe baseline. This acts as though the system never ran the submission.
1. Place a checkmark in the delete column.2. ClickSave.
Error Reports
The system produces a separate report for errors at each individual school. The extract file does notinclude students in the error report.
TASC – Teacher and Student Connection
The TASC data collection focuses on providing links to the courses students take during the schoolyear and the teacher of the course.
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Running the TASC – Teacher and Student Connection
1. Navigate toKS > Reports > State Reporting Extracts.2. In the Extract Name field, select TASC – Teacher and Student Connection. The screen
changes to look like the figure below.
State Reporting ExtractsScreen, TASC – Teacher And Student Connection
3. In the Extract Start Date and Extract End Date fields, select the date range for the extract.The extract includes any student class record within the date range.
4. Select the Log Type.
l Options other thanWarning are very detailed and you should use them in conjunctionwith a Student Filter.
5. Select theExtract File Type.
l Options are CSV, Fixed Length, and Tab Delimited.
6. Select theColumn Header Options.
l Options are None, Column Type and ColumnName (String, Gender), Column Type(String), ColumnName and Column Type (Gender, String) or ColumnName(Gender).
7. ClickCreate.
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Running the TASC – Teacher and Student Connection change file
This TASC – Teacher and Student Connection creates change files after the first run of the extract.This extract does not use a date range but instead reports only changes from the first time it ran tothe current date. Notice that this reporting engine does not allow for any filtering and runs for theentire district each time it runs.
1. Navigate toKS > Reports > State Submission.2. In the Select Which Extract(s) to Generate field, select TASC – Teacher and Student
Connection. Once you select a TASC – Teacher and Student Connection, the screenchanges to look like the figure below.
State Submission Screen, TASC – Teacher And Student Connection
3. Select a Log Type. The log type options are None, Debug, Status, Info, Warning and Error.The log type provides insight into any problems encountered during the process.
4. ClickGenerate Extract(s). After generation, the file displays under Step 2Review/Submission in the Pending Submission grid.
5. After submitting the file to the state, clickMark as Submitted. This sets the flag indicating yousubmitted the records. The file displays in the Submitted Files area.
The items listed under Step 3: Import Error Files and Step 4: View Resultsincluding the Automatic Submissions area do not apply to all states. The TASCsubmission process does not include these areas.
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l Once youmark the initial file asMark as Submitted, all future processes extract onlythose students with changes to their data. Each subsequent file you create, youmustclickMark as Submitted for the system to track changes correctly.
Resetting Submissions
In the event it is necessary to start the entire process over, you can delete the submitted files to resetthe baseline. This acts as though the system never ran the submission.
1. Place a checkmark in the delete column.2. ClickSave.
Error Reports
The system produces a separate report for errors at each individual school. The extract file does notinclude students in the error report.
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CTE Reports
CTE405 - CTE Vocational Class List
TheCTE405 Vocational Class List report provides a list of enrolled vocational students for clientswith the KS localization.
1. Navigate toKS > Reports > CTE Reports > CTE405 – CTE Vocational Class List >Options tab.
2. In As of Date field, select a date. By default, the AsOf Date populates with the current date.To save a different date, select a new date and click Save Default.
3. In the Voc Ed Type section, select the vocational type(s) to include. The Voc Ed Type listdynamically updates based on changesmade to theK12.CourseInfo > Voc Ed TypeLookup Table Definition.
4. In the TermCode section, select the term(s) to include. The TermCode list dynamicallyupdates based on changesmade to theK12.ScheduleInfo > Term Codes Lookup TableDefinition.
CTE405: CTEVocationalClassList Screen
By default the CTE405 report returns a PDF list of classes based onOrganization Name, StaffName, Period, Section ID, then Student Name. To adjust the output file type and sort order:
1. Navigate toKS > Reports > CTE Reports > CTE405 – CTE Vocational Class List >Sort/Output tab.
2. In the Output section, select a File Type.
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3. In the CTEVocationalListFB section, add or remove fields to sort by.
CTE405: CTEVocationalClassList Screen, Sort/Output Tab
CTE405: CTEVocationalClassList Report Output
CTE405: CTEVocationalClassList Report Output
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CTE406 - CTE Summary by Course
TheCTE406CTE Summary ByCourse report provides a list of vocational courseswith sections,staff, class counts and classminutes for clients with the KS localization.
1. Navigate toKS > Reports > CTE Reports > CTE406 – CTE Summary By Course >Options tab.
2. In the Start Date and EndDate fields, pick a date range. The date range shouldmirror thedate range used to calculate ENRLminutes.
3. In As of Date field, pick a date. By default, the date populates with the current date. To save adifferent date, pick a new date and clickSave Default.
4. SelectShow Minutes Log to see a detailed list of minutes by day and period used in thecalculations.
5. In the Voc Ed Type section, select the vocational type(s) to include. The Voc Ed Type listdynamically updates based on changesmade to the K12.CourseInfo > Voc Ed Type LookupTable Definition.
6. In the TermCode section, select the term(s) to include. The TermCode list dynamicallyupdates based on changesmade to the K12.ScheduleInfo > TermCodes Lookup TableDefinition.
CTE406: CTESummaryByCourse Screen, OptionsTab
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By default the CTE406 report returns a PDF list of classes based onOrganization Name, StaffName, Period, and then Section ID. You can adjust the output file type and sort order.
1. Navigate toKS > Reports > CTE Reports > CTE406 – CTE Summary By Course.2. Select theSort/Output tab.3. In the Output section, select a File Type.4. In the CTESummaryByCourseFB section, add or remove fields to sort by.
CTE406: CTESummaryByCourse Screen, Sort/Output Tab
l ClsMin – The average classminutes based upon themeeting days, periods and bellschedule over the date range specified.
l # of Stu – Number of students actively enrolled on theAs of Date specified.l Total Min– Seminar Minutes times Total Students, divided by 60. Synergy rounds thenumber to the nearest whole number.
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CTE406: CTESummaryByCourseOutput
CTE407 - CTE District Summary
TheCTE407CTE District Summary report provides a list of schools' Contact Hours, FTE, andWeighted FTE for clients with the KS localization.
1. Navigate toSynergy SIS > KS > Reports > CTE Reports > CTE407 – CTE DistrictSummary.
2. Select theOptions tab.
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3. In theStart Date andEnd Date fields, pick a date range. The date range shouldmirror thedate range used to calculate ENRLminutes.
4. InAs of Date field, pick a date. By default, the date populates with the current date. To save adifferent date, pick a new date and clickSave Default.
5. In the Voc Ed Type section, select the vocational type(s) to include. The Voc Ed Type listdynamically updates based on changesmade to the K12.CourseInfo > Voc Ed Type LookupTable Definition.
6. In the TermCode section, select the term(s) to include. The TermCode list dynamicallyupdates based on changesmade to the K12.ScheduleInfo > TermCodes Lookup TableDefinition.
CTE407: CTEDistrict SummaryScreen
Report Results
By default, the CTE407 report returns a PDF list of schools based onOrganization Name. You canadjust the output file type and sort order.
1. Navigate toSynergy SIS > KS > Reports > CTE Reports > CTE407 – CTE DistrictSummary.
2. Select theSort/Output tab.3. In the Output section, select a File Type.
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4. In the CTEDistrictSummaryFB section, add or remove fields to sort by.
CTE407: CTEDistrict SummaryScreen, Sort/Output Tab
l Contact Hours – Total Hours from the CTE406. Synergy derives this number bymultiplying the Number of Students by the Number of ClassMinutes and dividing by 60.
l FTE – Synergy derives this number by dividing Contact Hours by 6.l Weighted FTE – Synergy derives this number bymultiplying FTE by 0.5.
CTESummaryByCourse Report
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LCP Annual At-Risk ReportThis report provides an unduplicated number of students whomeet the state’s at-risk criteria and areeligible for services funded with State At-Risk dollars. The report identifies students who fit into thefollowing categories:
l Not working on grade level (reading andmath).l Not meeting the requirements necessary for promotion to the next grade; failing subjects orcourses of study.
l Not meeting requirements necessary for graduation from high school (potential dropout).l Retained.l High rate of absenteeism.l Repeated suspensions or expulsions from school.l Homeless or migrant.l Identified as an English Language Learner.l Non-Proficient on State Assessments.
Business Rules
l The report is in PDF format.l Identify students that meet at least one of the State At-Risk criteria.l Studentsmay identify in multiple criteria areas.l Student IDs only appear once in the report.l Report processes based on the start and end date (inclusive) within the focus year andreports all students that meet at least one criteria.
l Report includes any students identified asmeeting at least one criteria regardless of currentenrollment status (active and inactive).
l Totals provided for all columns except Student Name.
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Setup
1. Navigate to KS > Setup > District State Requirements > LCP Options tab.
a. Select the disposition types that meet the Expulsion criteria.b. Select the disposition types that meet the Suspension criteria.
District State RequirementsScreen, LCPOptionsTab
2. Navigate toStudent Programs > Setup > Needs/Program Definition.
a. Create anElementary Intervention need.b. Set State Code toEINT.
Needs/ProgramDefinition Screen
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3. Navigate toStudent Programs > Setup > Needs/Program Definition.
a. Create aHomeless need.b. Set State Code toH.
Needs/ProgramDefinition Screen
4. Navigate toStudent Programs > Setup > Needs/Program Definition.
a. Create aMigrant need.b. Set State Code toM.
Needs/ProgramDefinition Screen
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5. Navigate toSystem > Setup > Lookup Table Definition.
a. Navigate toK12.Demographics > Year End Status table.b. Set State Code for Retention toR.
Year End StatusLookup Table
6. Navigate toSystem > Setup > Lookup Table Definition.
a. Navigate toK12.CourseInfo > Academic Type table.b. Set Code for Remedial toE.
AcademicType Lookup Table
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Locating the LCP Report
1. Navigate toKS > Reports > LCP400-LCP Annual At Risk Report.
LCP400 – LCPAnnualAt RiskReport Report Interface Screen
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Running the Report
1. Navigate toKS > Reports > LCP400-LCP Annual At Risk Report.
LCP400 – LCPAnnualAt RiskReport Report Interface Screen
2. Set the focus.
l You can run this extract with the focus set to the district, a specific school, node (HighSchool), or student. A report run at the district or node level returns an individual schoolreport as well as an overall totals report.
3. Set Start Date and EndDate. Synergy requires these fields andmakes them inclusive. Thedate range includes both active and inactive students.
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4. Select the Report Criterion. If left blank, all options run.
l Run this report for a single option or all options at once. Please note that selectingoption C2-Is not meeting requirements for promotion to next grade or C3-Is not meetingrequirements for graduation from high school may slow the processing time.
Report Criterion Section
5. Youmust select Grades to include in the report.
Grade Selection Criteria Section
6. For high rate of absenteeism, select appropriate Attendance Reasons to include in the report.The selected Attendance Reasons are the types counted for the period and daily absencethresholds.
l These values pull fromAttendance > Setup > District Attendance Codes. If you add orremove a reason in District Attendance Codes, the LCP Interface automaticallyupdates to reflect the values available. It is possible that a code not used by a schooldisplays at the district level. If this occurs, the count does not include the reason for thatparticular school.
Attendance ReasonsCriteria Section
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7. For high rate of absenteeism, set theminimumnumber of periods a student must miss inPeriod Absence Threshold to qualify and/or enter the number of All DayCodes that a studentmust miss to qualify in the Daily Absence Threshold. For schools utilizing Both Daily andPeriod Attendance, absences calculate based on the School Attendance Type and theSchool AttendanceOptions > AttendanceOptions > Grade Attendance Type Definition >Attendance Type field.
High Absenteeism Absence ThresholdsCriteria
Synergy assumes that schools using absence reason amounts already ranMassChange Attendance to set the All DayCode used for this calculation.
8. For repeated suspensions or expulsions, set the Suspension/Expulsion Threshold. Synergyuses the combined count of suspensions and expulsions to determine when a student meetsthe criteria. This value can be a decimal up to two places.
SuspensionsAnd ExpulsionsThresholdsCriteria
9. For not meeting graduation requirements, set Graduation Credits for each grade level.Synergy counts students who do not meet the credits required for the year as not havingsufficient credit to meet graduation requirements. These values are cumulative so entering avalue of 5 for each grade level means that a 9th Grade student will need 5 credits, a 10thGrade student 10 credits, an 11th Grade student 15 credits and a 12th Grade student 20credits. These values can be a decimal up to two places.
Graduation CreditsCriteria
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Criterion Details
C1 – Is Not Working on Grade Level (Reading and Mathematics)
Synergy calculates this criterion for Middle and High School students enrolled in a course flagged as‘Remedial’ at any time during the date range. The student does not need to complete the course orbe currently enrolled in the course to count.
Set remedial on Course > District Course in the Academic Type field.
District Course Screen
Synergy calculates this criterion for Elementary School students who have a Student Need ofElementary Intervention (EINT). The student does not need to complete the course or be currentlyenrolled in the course to count. You can view this information at Student Programs > StudentNeeds.
Student NeedsScreen
C2 – Is Not Meeting Requirements For Promotion to Next Grade (failingsubjects/course of study)
Synergy calculates this criterion for anyMiddle and High School student with aMark of F in StudentCourse History. Synergy only considers an F for courses the student completed during the specifieddate range. Students do not have to be actively enrolled to count.
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C3 – Is Not Meeting Requirements Necessary For Graduation From High School(potential dropout)
Synergy calculates this criterion for anyHigh School student who does not have the cumulativenumber of credits defined in Graduation Credits for their specific grade level. This calculationconsiders credits for completed courses passed, credits for courses currently enrolled in, and creditsfor courses the student plans to take during the year. Synergy then compares this value against thecredits specified. If the value is not equal or greater than the value specified, Synergy determines thestudent has not met the criteria. Synergy considers prior years when calculating values for 10th,11th, and 12th grade students.
C4 – Has Been Retained
Synergy calculates this criterion for anyMiddle and High School student retained at the end of theyear. This value is set onStudent > Student > Other Info tab, Next Year section, Year End Statusfield.
Student Screen, Other Information Tab
C5 – Has High Rate of Absenteeism
Synergy calculates this criterion for any student absent equal to or greater than the threshold valuespecified within the date range. Synergy uses School Attendance Type and School AttendanceTaken in School Setup to determine which threshold tomeet.
C6 – Has Repeated Suspensions or Expulsions
Synergy calculates this criterion for any student above the threshold value specified of combinedsuspensions and expulsions. The definitions of the types of suspensions and expulsions thatSynergy counts are in the KS > Setup > District State Requirements > LCP Options tab. Thisis an unduplicated count per incident. If an incident should contain multiple dispositions, Synergyuses the severity code to determine which disposition counts.
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C7 – Student is Homeless or Migrant
Synergy calculates Homeless criterion for any student with a Dwelling Type set inStudent > OtherInfo tab, Other Information section, Homeless field or a Student Need of Homelesswith a StateCode of H. Students active at any time during the date range count.
Student Screen, Other Info Tab
Student NeedsScreen
Synergy calculatesMigrant criterion for any student with a Student Need of Migrant with a StateCode of M. Students active at any time during the date range count.
Needs/ProgramDefinition Screen
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C8 – Is Identified as English Language Learner
Synergy calculates this criterion for any student with an English Language Learner ProgramCodewith a state code value of 2 or 3. A student identified as ELL at any time within the date range counts.
English Language Learner Screen, ELL HistoryTab
C9 – Is Not Proficient On State Assessments
Synergy calculates this criterion for any student imported via the State Assessment Import. If animported student was not already part of the report, Synergy adds the student to the report underthis criteria.
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IDS605 - Incident Summary ReportsThe Incident SummaryReports display necessary counts to complete federal discipline reportingand state reporting requirements These reports require special setup to run.
For information on setting up Incident SummaryReports, please see theDiscipline andConference Administrator Guide.
The following are Kansas-specific Incident Reports options found atDiscipline Incident >Reports > Summary > IDS605 – Incident Summary Reports:
KS IDS605 – Incident SummaryReportsReport Interface Screen
l Educational ServicesReport - This report indicateswhether students removed for disciplinaryreasons from their regular school program for the remainder of the school year or longerreceived services.
l FirearmOutcomesReport – Reports the unduplicated number of students involved in anincident involving a firearm by outcome and IDEA status. Youmust report AlternatePlacement or No Alternate Placement for expulsions involving Non-IDEA Students only.Other removals would include outcomes such as death, withdrawal, or incarceration.
l Restraint Report - This Emergency Safety Intervention report includes data for studentsrestrained either physically or mechanically to prevent imminent risk.
l Seclusion Report - This Emergency Safety Intervention report includes data for studentssecluded in a confined area or placed in isolation from others for a limited time to preventegress.
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For further information on setting up the Seclusion and Restraint reports, see theDiscipline Incident Module in theDiscipline and Conference User Guide.
For further information on Incident Report options and Law Enforcement Options, pleasesee the IDS605 – Incident SummaryReports information in theDiscipline andConference User Guide.
KAN-SERV State Reporting ProcessThis report includes the automated process for migration and a function to delete the existingprevious data fromState Reporting. This allows you to schedulemigration using functionalityavailable in reports. Further, you can schedule this report to run on a regular basis, such as daily orweekly.
Delete Existing Data
1. Navigate toSynergy SE > KS > State Reporting > KAN-SERV - State ReportingProcess.
2. To delete records prior to today's date, selectDelete Previous Data.
KAN-SERV: State Reporting ProcessScreen
Schedule the Report
1. Navigate toSynergy SE > KS > State Reporting > KAN-SERV - State ReportingProcess.
2. To schedule the report to run, select theAdvanced tab.
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3. Select the desired frequency from theSchedule Task drop-down and complete the fields forthe selected type.
l Oncel Daily - Enter the number of days between runs.
KAN-SERV: State Reporting ProcessScreen, Advanced Tab
l Weekly - Enter the number of weeks between runs and which days to run the report.
KAN-SERV: State Reporting ProcessScreen, Advanced Tab
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l Monthly - Select when and whichmonths to run the report.
KAN-SERV: State Reporting ProcessScreen, Advanced Tab
4. ClickPrint. The report runs and generates a confirmation page stating the process ran andthe date it ran. State reporting also runs and displays on the KS State Reporting screen.
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Chapter 7:Extract File Mapping
KanDis 162KCCMS 170KIDS Collection 172CTE Pathway Extract 196EDCS Staff Assignment 198SPED Pro Extract 207STCO – Student Course Collection 214TASC – Teacher and Student Connection 221
162 Kansas State Reporting GuideChapter 7: Extract File Mapping
KanDisHeader
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
H1 Record Type
H2 Extract Date
H3 Extract Time
H4 Transmission ID
H5 Version
H6 Delimiter Character
All Records
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
1
Record Type KS>Reports >KanDis I - IncidentT - Type - ViolationO - OffenderW - WeaponA - ActionV - Victim
Incident Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
I2 District Organization >District Number K12.Setup.DistrictSetup.DistrictNumber
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Incident Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
I3 School Organization >State CTDSCode K12.School.StateSchoolCode
I3.5 Incident Title Discipline Incident > Incidents>Information >Description
K12.DisciplineInfo.SchoolIncident.Description
I4 Local Incident ID Discipline Incident > Incidents>Information > Incident ID
K12.DisciplineInfo.SchoolIncident.IncidentID
Calculated
I5 Date Discipline Incident > Incidents>Information >Date
K12.DisciplineInfo.SchoolIncident.IncidentDate
I6Time
Optional
Discipline Incident > Incidents>Information >Time
K12.DisciplineInfo.SchoolIncident.IncidentTime
I7
TimeGroup Calculated TimeClassifier < 200 =100 (During SchoolHours)TimeClassifier > 200 =200 (Outside SchoolHours)
I8TimeClassifier
Optional
Discipline Incident > Incidents>Information > Incident ContextCode
K12.DisciplineInfo.SchoolIncident.IncidentContextCode
K12.Discipline.IncidentContext
I9TimeDescription Discipline Incident > Incidents>
Information > Incident ContextComment
K12.DisciplineInfo.SchoolIncident.IncidentContextComment
Extracts only if TimeClassifer = 199 or 299
I10
Location Group Calculated Location Classifier < 200 =100 (On SchoolGrounds)Location Classifier > 200 =200 (OutsideSchoolGrounds)
I11Location Classifier
Optional
Discipline Incident > Incidents>Information > Location > Location
K12.DisciplineInfo.SchoolIncidentLocation.Location
K12.Discipline.IncidentLocation
I12LocationDescription
Discipline Incident > Incidents>Information > Location > LocationText
K12.DisciplineInfo.SchoolIncidentLocation.LocationText
Extracts only if Location Classifer = 199 or299
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Incident Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
I13
Reporter Discipline Incident > Incidents>Information >Referrer Type
K12.DisciplineInfo.SchoolIncident. ReferrerType
K12.DisciplineInfo.ReferrerType
Extracts 1-Student, 2-ProfessionalStaff,3-Administrator, 4-Other SchoolStaff,5-Law Enforcement Officer,6-NonschoolPersonnel, 7-Unknown
I14 SchoolYear Calculated Begin/End Dateson report interface
I15 Incident Log Not Collected
Type Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
T2Incident TypeGroup
Discipline Incident > Incidents>Violations>Violations>Category
K12.DisciplineInfo.StudentIncidentViolation.CodeDisc
Pull fromDistrict Discipline Code Setup >Discipline Codes>Description
K12.DisciplineInfo.Setup.DistrictDisciplineCode.StateCode
T3
Incident TypeClassifier
Optional
Discipline Incident > Incidents>Violations>Violations>Violation
K12.DisciplineInfo.Setup.DistrictDisciplineCodeSub1.Description
Pull fromDistrict Discipline Code Setup >Discipline Codes>Discipline Codes>Description
K12.DisciplineInfo.Setup.DistrictDisciplineCodeSub1.StateCode
T4
Incident TypeDescription
Discipline Incident > Incidents>Violations>Violations>AdditionalText
K12.DisciplineInfo.StudentIncidentViolation.AdditionalText
If 9999 selected on T2 or 1099, 1299,2099, 2199, 2399, 2599, 3399, 4499,or 5199 on T3
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Offender Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
O2
Offender Type Discipline Incident > Incidents>Participants>Students Involved >Incident Role
If Non-Student then:Discipline Incident > Incidents>Participants>Other InvolvedPersons>Relation to School
K12.DisciplineInfo.StudentIncidentDiscipline.IncidentRole
OrK12.DisciplineInfo.StudentNonIncidentDiscipline.RelationToSchool
K12.Discipline.Incident Role
Then if Other:K12.Discipline.Relationship toSchool
If the Incident Role – 1 –Offender:Extract a value of 1 – Current Student if theoffender is a currently enrolled student; thedisposition code is not equal to 400-599; andthe school in which the student is enrolled iswhere the incident tookplace.Extract a value of 2 – Expelled/SuspendedStudent if the offender is a currently enrolledstudent; the disposition code is equal to 400-599; and the school in which the student isenrolled iswhere the incident tookplace.Extract a value of 4 – Student of DifferentSchool if the offender is a student currentlyenrolled in a school other than the schoolwhere the incident tookplace.
If the offender is a non- student:Extract the Relation To School value. If theRelation to School value is blank, extract avalue of 10
O3 Offender Student IDNumber
Discipline Incident >StudentIncident >Discipline >Student ID
K12.Student.SisNumber
O4
Offender Referrals Discipline Incident > Incidents>Participants>Other InvolvedPersons> Information > IncidentInformation <Offender Referrals
K12.DisciplineInfo.StudentNonIncidentDiscipline.OffenderReferrals
Only extract if Offender Type =10
O5
Offender Description Discipline Incident > Incidents>Participants>Other InvolvedPersons> Information > IncidentInformation <Additional Info
K12.DisciplineInfo.StudentNonIncidentDiscipline.AdditionalInfo
Only extract if Offender Type =10
O6
GFSAModification Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >DispositionInformation >Disposition >Information >DispositionDescription >Modification
K12.DisciplineInfo.StudentIncidentDisposition.Modification
K12.Discipline.Modifications
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Offender Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
O7
GFSAModificationDescription
Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >DispositionInformation >Disposition >Information >Dates>GFSAModification Description
K12.DisciplineInfo.StudentIncidentDisposition.GFSAModDesc
Extract if (GFSA) Modification = 1
O8
IDEADisability Calculated Extract only if the Offender Type =1 or 2Calculated based on PrimaryDisabilityCodeat the time of the incident. Anyblank value inthe PrimaryDisability field is reported asa 1 =YES.The processuses the IEPDate and Exit Datein the KAN ServData table (Special EdStudent Services) to determine if the studenthad an IEP at the time of the incident.
O9
DisabilityManifest Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >DispositionInformation >Disposition >Information >Manifestation >Manifestation Determination
K12.DisciplineInfo.StudentIncidentDisposition.ManifestationDetermination
O10
Zero Tolerance Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >DispositionInformation >Disposition >Information >DispositionDescription >Zero Tolerance
K12.DisciplineInfo.StudentIncidentDisposition.ZeroTolerance
-
O11
Motivation Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >OffenderInformation >Motivation
K12.DisciplineInfo.StudentIncidentDiscipline.Motivation
K12.Discipline.OffenderMotivation
Only displays if student hasdisposition
O12
MotivationDescription
Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >OffenderInformation >Motivation Description
- Only displays if student hasdisposition
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Weapon Type Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
W2Type ofWeapon Discipline Incident > Incidents>
Violations>Violations>Violation >Violation Detail
K12.DisciplineInfo.StudentIncidentViolation.Detail1Sub2GU
K12.DisciplineInfo.Setup.DistrictDisciplineCodeSub2.StateCode
Extract only if the Incident TypeGroup =1200
W3WeaponDescription Discipline Incident > Incidents>
Violations>Violations>Violation >Additional Text
K12.DisciplineInfo.StudentIncidentViolation.AdditionalText
Extract only if the Type ofWeapon =300 or999
Action Taken Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
A2
Action Taken Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >Disposition> Information >DispositionDescription >Disposition Code
K12.DisciplineInfo.StudentIncidentDisposition.CodeDispGU
K12.DisciplineInfo.Setup.DistrictDispositionCode.DispCode
A3
Length in SchoolDays
Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >Disposition>Days
K12.DisciplineInfo.StudentIncidentDisposition.ReassignmentDays
Calculated based onStart/End Date
999.99Extract only if Action Taken equals 450, 510,515, 520, 525, 550, 555, 560, or 565.If Days field is blank, calculate the daysusingthe Begin and EndDate range.
A5
Action TakenDescription
Discipline Incident > Incidents>Participants>Students Involved >Student Incident Detail >Disposition> Information >DispositionDescription >Disposition Code
K12.DisciplineInfo.StudentIncidentDisposition.AdditionalText
Extract only if Action Taken equals any valuefrom 710 through 999.
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Victim Record Format
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
V2
Victim Type Discipline Incident > Incidents>Participants>Students Involved >Incident Role
If Non-Student then:Discipline Incident > Incidents>Participants>Other InvolvedPersons>Relation to School
K12.DisciplineInfo.StudentIncidentDiscipline.IncidentRoleOrK12.DisciplineInfo.StudentNonIncidentDiscipline.RelationToSchool
K12.Discipline.Incident Role
Then if Other:K12.Discipline.Relationship toSchool
If the Incident Role –2 - Victim:Extract a value of 1 – Current Student if thevictim is a currently enrolled student;Extract a value of 2 – Expelled/SuspendedStudent if the offender is a currently enrolledstudent;Extract a value of 4 – Student of DifferentSchool if the offender is a student currentlyenrolled in a school other than the schoolwhere the incident tookplace.
If the offender is a non- student:Extract the Relation To School value. If theRelation to School value is blank, extract avalue of 10
V3 Victim Student IDNumber
Student >Demographics>KIDSNumber
K12.Student.StateStudentNumber
Extract only if the Victim Type equals 1, 2 or4.
V4
Victim Injury Discipline Incident > Incidents>Participants>Students Involved >Additional Information > InjuryInformation
If Non-Student then:Discipline Incident > Incidents>Participants>Other InvolvedPersons>Relation to School
K12.DisciplineInfo.StudentIncidentDiscipline.InjuriesSustainedorK12.DisciplineInfo.StudentIncidentDiscipline.SeriousBodilyInjury
Extract a 1 – No Injury if neither checkbox isselected. This is the default value if values2and 3 do not exist.Extract a 2 –Minor Injury if the InjuriesSustained checkbox is selected.Extract a 3 –Major Injury if the SeriouslyBodily Injury checkbox is selected.
V5
Victim Referrals Discipline Incident > Incidents>Participants>Other InvolvedPersons> Information > IncidentInformation >Offender Referrals
Extract only if the Victim Type equals 10 -Other
V6 Victim Description Extract only if the Victim Type equal10 - Other
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Trailer Record
FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
T1 Record Type
T2 Transmission ID
T3 Number of Records
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KCCMSFieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
C1 OrganizationIdentificationNumber
System >Organization >DistrictNumber
K12.Setup.DistrictSetup.DistrictNumber
K12.Setup.DistrictNumber Ex: D####
C2 LocalSubjectArea
Course >District Course >Course >Course Subject Areas> LocalSubject Area
K12.CourseInfo.KS.CourseKS.LocalSubjectArea
K12.CourseInfo.KS.LocalSubjectArea - Description
If specified, useK12.CourseInfo.KS.CourseKS.LocalSubjectAreapulled from the lookup table
Otherwise, useK12.CourseInfo.Course.SubjectArea1 pulled fromthe lookup table K12.CourseInfo.SubjectArea>Description
C3 LocalSubjectArea Code
Course >District Course >Course >Course Subject Areas> LocalSubject Area
K12.CourseInfo.KS.CourseKS.LocalSubjectArea
K12.CourseInfo.KS.LocalSubjectArea - State Code
If specified, useK12.CourseInfo.KS.CourseKS.LocalSubjectArea
Otherwise, useK12.CourseInfo.Course.SubjectArea1 pulled fromthe lookup tableK12.CourseInfo.SubjectArea>AltCode3
C4 LocalCourseIdentifier
Course >District Course >Course >Course ID
K12.CourseInfo.Course.CourseID
C5 LocalCourseTitle
Course >District Course >Course >Course Title
K12.CourseInfo.Course.CourseTitle
C6 LocalCourseDescriptor
Course >District Course >Course >Description
K12.CourseInfo.Course.Description
Stripped of any carriage returnsor line feeds
C7 Course Level Course >District Course >Course >Other Information >Instructional Level
K12.CourseInfo.Course.InstructionalLevel
K12.CourseInfo.InstructionalLevel - State Code
C8 Credits Course >District Course >Course >Credit
K12.CourseInfo.Course.Credit
If specified, useK12.CourseInfo.Course.SCEDAvailableCreditOtherwise, use K12.CourseInfo.Course.Credit
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FieldRef# Field Synergy SIS Location Edupoint BO
and PropertyLookupTable Notes
C9 Sequence Course >District Course >Description >Sequence
K12.CourseInfo.Course.SCEDSequence
Pulls left most character
C10 SequenceTotal
Course >District Course >Description >Sequence
K12.CourseInfo.Course.SCEDSequence
Pulls right most character
C11 Grade Level Course >District Course >Course >Grade Range Low
K12.CourseInfo.Course.GradeRangeLow
K12.Grade - State Code
C12 TargetedProgram
Course >Other ProviderInformation >TargetedProgram
K12.CourseInfo.KS.CourseKS.TargetedProgram K12.CourseInfoKS.TargetedProgram - State Code
C13 DeliveryType Course >Other ProviderInformation >DeliveryType
K12.CourseInfo.KS.CourseKS.DeliveryType
K12.CourseInfoKS.DeliveryType - State Code
C14 College/Career
Course >Other ProviderInformation >VocEd Type
K12.CourseInfo.Course.VocEdType
K12.CourseInfo.VocEdType -State Code
C15 KSDEUseOnly
C16 State SubjectArea Code
Course >District Course >Description >State CourseClassification >Subject Area
K12.CourseInfo.MN.CourseMN.SCEDSubjectArea - Code
K12.CourseInfo.MN.MNSCEDSubjectArea - State Code(Code if State Code notspecified)
C17 State CourseIdentifier
Course >District Course >Description >State CourseClassification >State CourseCode
K12.CourseInfo.MN.CourseMN.SCEDSubjectArea - Description
C18 Effective Date Calculated Set to '07/01/YYYY' where YYYY is the currentschool year
C19 ExpirationDate
Currently left blank
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KIDS Collection
FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D1 Record Type ALL KS Extracts KIDSCollection K12.Kansas.Collections.KidsCollectionUI.RecordType
Value selected on Report Interface.
D2 AccountabilitySchool Identifier
ALL Student Enrollment History>Enrollmentactivity
Accountability K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD01orNo Shows:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD01
Otherwise, K12.School.StateCode
K12.Enrollment.SR User Dd 01 -State Code
Extract value entered on Student >Enrollment History>Enrollment Detail. If blank, defaults to State SchoolCode.
D3 ResidenceDistrict Identifier
ALL Student Enrollment History>Enrollmentactivity
DOR K12.EnrollmentInfo.StudentEnrollmentActivity.DistrictofResidenceDDorFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.DistrictofResidenceDD
Otherwise,K12.Setup.DistrictSetup.DistrictNumber
K12.Setup.DistrictNumber -State Code
Extract District of Residence by Address from Student>Demographics first. If blank, then pull from District ofResidence on Student >Enrollment.
D4 Legal Last Name ALL Student Demographics LastName K12.Student.LastName
D5 Legal First Name ALL Student Demographics FirstName K12.Student.FirstName
D6 Legal MiddleName
ALL Student Demographics MiddleName K12.Student.MiddleName
D7 Generation Code ALL Student Demographics Suffix K12.Student.Suffix
D8 Gender ALL Student Demographics Gender K12.Student.Gender
Revelation.Gender -State Code
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D9 Date of Birth ALL Student Demographics Birthdate K12.Student.Birthdate
D10 Current GradeLevel
ALL Student Enrollment Grade K12.EnrollmentInfo.StudentEnrollmentActivity.GradeorFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.Grade
K12.Grade -State Code
If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is true, the grades for preschoolstudents will be calculated as such:
KIDSGrade 00 =Students that are two years oryounger on or before August 31st of the current schoolyear.
KIDSGrade 01 =Students that are three years old onor before September 20th of the current school year.
KIDSGrade 02 =Students that are four years old on orbefore August 31st of the current school year. Thestudents must not be At Risk students.
KIDSGrade 03 =Students that are five years old on orbefore August 31st of the current school year.
The student’s grademust not be Kindergarten (StateCode 05).
KIDSGrade 04 =Students that are four years old on orbefore August 31st of the current school year and thatare At Risk students that are not special educationstudents.
KIDSGrade 05 =Students that are five years old on orbefore August 31st of the current school year.
The student’s grademust be Kindergarten (State Code05).
Students with grades levels greater than or equal tofirst grade will be unmodified.
If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is false, then the grade levelpulls fromK12.EnrollmentInfo.StudentEnrollmentActivity - Gradeor K12.EnrollmentInfo.StudentSchoolYear – Grade for No Show Students
D11 Local StudentIdentifier
ALL Student Demographics StudentID K12.Student.SisNumber
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D12 HispanicEthnicity
ALL Student Demographics - K12.Student.HispanicIndicator
Revelation.HispanicEthnicity - Code
D13 State StudentIdentifier
ALL Student Demographics KIDSNumber K12.Student.StateStudentNumber
D14 Current SchoolYear
ALL Calculated Calculated based off of the starting year of the schoolyear that includes the reports Submission Date plus 1
(Example: For 2015-2016 with a Submission Date of 9-20-2015 would give you 2015 +1 =2016)
D15 Funding School ALL Student Enrollment History>Enrollmentactivity
Funding K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD02orFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD02
Otherwise, K12.School.StateSchoolCode
K12.Enrollment.SR User Dd 02 -State Code
Extract value entered on Student >Enrollment History>Enrollment Detail. If blank, defaults to State SchoolCode.
D16 AttendanceSchool/ ProgramIdentifier
ALL Student Enrollment History>Enrollmentactivity
Attendance K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03orFor No Shows:K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03
Otherwise, K12.School.StateSchoolCode
K12.Enrollment.SR User Dd 03
Extract value entered on Student >Enrollment History>Enrollment Detail. If blank, defaults to State SchoolCode.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D17 Virtual EducationStudent
ENRL,MILT,EOYA
Student State Virtual EducationStudent
K12.KS.StudentKS.VirtualEducationStudent
K12.KS.VirtualEducationStudent -State Code
If specified, use the K12.KS.StudentKS.VirtualEducationStudent
Otherwise, look at the enrollments for the student fortheir primary schools for the current school year and atthe K12.Setup.SchoolSetup.SchoolCategory to see if any of them are VirtualEducation Schools.
If the student’s current school is a Virtual EducationSchool, the value sets to 1.
If the student’s current school is not a Virtual EducationSchool, but one of their prior schools was, the valuesets to 2.
D18 School EntryDate
ASGT,ENRL,TEST,EOYA,SMSC,MILT,EXIT
Student Other Info School Entry Date K12.EnrollmentInfo.StudentSchoolYear.SrUserDate1
Otherwise:K12.EnrollmentInfo.StudentSchoolYear.EnterDate
Pulls all enrollments where Enter Code has a StateCode value of State, District or School and reports themost recent entry into the organization.
TheOriginal Entry date, located on the Student>OtherInfo Tab (Other Information) extracts if the calculation(Entry Code <>aMapped Code) cannot determine aSchool Entry Date.
D19 District EntryDate
ASGT,ENRL,TEST,EOYA,SMSC,MILT,EXIT
Student Other Info Original Enter Date K12.Student.OriginalEnterDate
Pulls all enrollments where Enter Code has a StateCode value of State, District or School and reports themost recent entry into the district.
TheOriginal Entry date, located on the Student>OtherInfo Tab (Other Information) extracts if the calculation(Entry Code <>aMapped Code) cannot determine aDistrict Entry Date.
D20 State Entry Date ASGT,ENRL,TEST,EOYA,SMSC,MILT,EXIT
Student Other Info State Entry Date K12.Student.OriginalState >EnterDate
Otherwise:District Entry Date
Pulls all enrollments where Enter Code has a StateCode value of State, District, or School and reports themost recent entry into the state.
TheOriginal Entry date, located on the Student >OtherInfo Tab (Other Information) extracts if the calculation(Entry Code <>aMapped Code) cannot determine aState Entry Date.
If specified, use K12.Student.OriginalStateEnterDate.
Otherwise, use District Entry Date
Note: This date reflects the entry date before thestudents Exit / Withdrawal date. It is possible thestudent re-entered after the Exit / Withdrawal date butSynergy SIS ignores those dates.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D21 CumulativeNumber of Daysin Membership
EOYA,SMSC,EXIT
Calculated This is calculated by examining the student’senrollment information and the school calendar for thecorresponding school.
It totals up each day that the school was in session (noholidays or school closures) that the student wasenrolled in the school.
D22 CumulativeNumber of Daysin Attended
EOYA,SMSC,EXIT
Calculated This is calculated by examining the student’senrollment information, the school calendar, and theattendance information for all schools the student isenrolled in.
It totals up each day the student attended either a fullday or a half day at the schools they attend, takingconcurrently enrolled schools into account. Days whenschool was not in session (holidays, vacation or schoolclosures) are not included.
Attendance per day is determined based on theattendance types of the schools and the grade level ofthe student.
1. Kindergarten students who only attend half days arecounted as full days if they were present.
2. Students who attend daily attendance schools willbe counted for a full day if they were present.
3. Students who attend twice daily attendance schoolscan be counted for a full day or a half day depending onwhen they were present.
4. Students who attend period attendance schools willhave their values calculated based of the following4/7ths rules:
a)If the student is gone less than 4 periods out of 7(0.0% - 57.14%), they are present for the full day.
b)If the student is gone 4-5 periods out of 7 (57.14% -85.71%), they are absent for half of the day.
c)If they student is gone 6 or more periods out of 7(85.71% - 100.0%), they are absent for the full day
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
5. Students who attend concurrent schools will havetheir values based on their attendance at all theschools, comparing how many periods they arescheduled for against how many they actually attendedaccording to the percentages listed above.
Note: When calculating attendance for periodattendance schools, it is important to have the SchoolCalendar filled out with Period Rotation and BellSchedule definitions for each school day in thecalendar. If these are not set, there is no way to knowwhen, or if individual periods are supposed tomeet.
D23 Truant Student EOYA Calculated This is calculated by examining the student’senrollment information, the school calendar, and theattendance information for all schools the student isenrolled in.
Students who are absent for a significant portions ofthe day for unexcused reasons will be consideredtruant for the day. Days when school was not insession (holidays, vacation or school closures) are notincluded.
Unexcused reasons are determined by the(Attendance – Setup – District Attendance Code) and(Attendance – Setup – School Attendance Code)pages, looking at the Type and Report to Statecolumns.
Truancy per day is determined based on theattendance types of the schools and the grade level ofthe student.
1. Kindergarten students who only attend half days arecounted as truant if they missed the day for unexcusedreasons.
2. Students who attend daily attendance schools willbe counted as truant if they missed the day forunexcused reasons.
3. Students who attend twice daily attendance schoolswill be counted as truant if they missed either of thetwo attendance checks for unexcused reasons.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
4. Students who attend period attendance schools willbe counted as truant if they are gone for 4 or moreperiods out of 7 (57.14% - 100.0%) for unexcusedreasons.
5. Students who attend concurrent schools will becounted as truant if they are gone for 57.14%or moreof their scheduled classes (at all their schools) forunexcused reasons.
The student will bemarked as a truant student if theymeet any of the following conditions:
1. They are truant for three or more consecutive daysat any point.
2. They are truant for five or more days in a semester.
The date ranges of the individual semesters must bedefined in (System >Setup >State Requirements >Term Setup) for this to be calculated correctly.
3. They are truant for seven or more days during theentire school year.
Note: When calculating truancy for period attendanceschools, it is important to have the School Calendarfilled out with Period Rotation and Bell Scheduledefinitions for each school day in the calendar. If theseare not set, there is no way to know when, or ifindividual periods are supposed tomeet.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D24 Minutes Enrolled ENRL,MILT
Student State (Sept/Feb)Minutes Enrolled
K12.KS.StudentKS.MinutesEnrolledSep(Feb)
If the student’s grade level is one of the gradesspecified in the grid System >Setup >District StateRequirements >Grade Level (Defaults) MinutesEnrolled, then theMinutes Enrolled is pulled from thegrid for that grade level.
If the student has any entries underK12.KS.MinutesEnrolledKS.RegSep (or RegFebdepending on the Submission Date) as accessed underthe Student >State >Additional Minutes Enrolled grid,these will be added to theMinutes Enrolled total.
If the student is not covered by the defaults table, theminutes will need to be calculated based off of thestudents schedule using the Calculate Minutes optionon the Options tab.
Below is how the code determines theminutes whenthe Calculate Minutes option is used:
1. The code goes through each day in the date range(specified by the Start & End Dates on the Options tab)based on the Bell Schedule and the Period Rotationspecified in the School Calendar for that day.
2. It gets how many minutes are in each class basedon the Total time and the Passing Time in the BellSchedule. Classes that are Excluded from Attendanceor Excluded from State Reporting are not included inthese totals.
3. It keeps track of the Total minutes for the day byadding up the Total time for each class and the PassingTime for each class except for the last class of theday.
4. If the school is not a concurrent school, it willsubtract out any LunchMinutes based on the LunchMinutes Definition that matches the Bell Schedule forthat day. The LunchMinutes Definition is specified ona per school basis on the System >Setup >StateRequirements page.
5. It does this for each day in the date range, and thenadds the Total minutes for each day together anddivides it by the number of school days that were in thedate range to get the averageminutes.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
6. If the student takes classes at a concurrent school,the Total minutes they take at the concurrent schoolare calculated the sameway and figured into the totalsfor the entire date range with a few exceptions.
a) Lunchminutes are not subtracted out if the schoolis a concurrent school.
b) Normally, the passingminutes are not included forthe last class of the day, however, if the studentattends classes at two different schools, the passingtime for the last class of the day at the first schoolwill be added into the totals.
7. Once the averageminutes are calculated, they arestored in the database for the CalculatedMinutes forthe student for either September or Februarydepending on the Submission date.
Once the values are calculated and stored in thedatabase, they do not need to be calculated againunless something has changed regarding the studentsschedule. When the ENRL report is run again, thesevalues will be pulled out of the database and used fortheMinutes Enrolled field.
There is one potential addition to this value. If thestudent has any entries underK12.KS.MinutesEnrolledKS.RegSep (or RegFebdepending on the Submission Date) as accessed underthe Student >State >Additional Minutes Enrolled grid,these will be added to theMinutes Enrolled total.
Note: When calculatingminutes for period attendanceschools, it is important to have the School Calendarfilled out with Period Rotation and Bell Scheduledefinitions for each school day in the calendar. If theseare not set, there is no way to know the duration ofindividual periods during those days.
D25 Concurrent HighSchoolEnrollment
ENRL,MILT
Student Enrollment Concurrent HS K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD04
K12.Enrollment.Sr User Dd 04 -State Code
Calculated based on the value entered on the Student>Enrollment History >Enrollment Detail >ConcurrentHS.
The district must populate the field SrEnrUserDD04with the valid state values.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D26 Exit/WithdrawalDate
EXIT Student Enrollment History Leave Date K12.EnrollmentInfo.StudentEnrollment.LeaveDateorFor No Show:K12.EnrollmentInfo.StudentEnrollmentActivity.LeaveDate
Process searches all enrollment records for recordswhere the Exit Date is within the Report Parametersand extracts this date.
D27 Exit/WithdrawalType
EXIT Student Enrollment History Leave Code K12.EnrollmentInfo.StudentEnrollment.LeaveCodeorFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.LeaveCode
K12.Demographics.SummerWithdrawalCode -State Code
Process searches all enrollment records for recordswhere the Exit Date is within Report Parameters andextracts the corresponding Exit Code.
The district must populate the State Code in theLookup Table with the Valid State value. If the StateCode value is blank, the Code field value extracts.
D28 SpecialCircumstancesTransfer Choice
EOYA Student Enrollment SpecialCircumstances
K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD05orFor No Show Students:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD05
K12.Enrollment.SrUserDd05 - StateCode
D29 Post-GraduationPlans
EXIT Student Other Info Post Secondary K12.Student.Postsecondary
K12.Demographics.PostSecondary - State Code
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D30 ComprehensiveRace
All Student Demographics Race Revelation.Ethnicity - Code
Select each Race check box that applies to thestudent. When the extract process is run, the followingvalues are extracted and concatenated to create a 5-digit Comprehensive Race code:
0 =No (the check box is blank)
1 =Yes (the check box is selected)
The positions are as follows:
Position 5-White
Position 4-Native Hawaiian or Other Pacific Islander
Position 3-Blank or African American
Position 2-Asian
Position 1-American Indian or Alaska Native
Example: The code assigned to a student identified asAsian and Black: 00110.
D31 Eligibility forNational SchoolLunch Program
ENRL,TEST,EOYA,MILT,EXIT
StudentPrograms >Free andReducedMeals
FRM FRM Code K12.ProgramInfo.StudentFRMHistory.FrmCode
K12.ProgramInfo.Frm Code - State Code
Student Enrolled in Free/reducedMeals Program
The student must be enrolled in the program during theReport Date Range andmust have a FRM CodewithState Code =1or 2; otherwise, this field is blank on theextract.
D32 Primary DisabilityCode
ASGT,ENRL,TEST,EOYA,MILT,EXIT
StudentPrograms >Special EdStudentServices
Services Primary Disability K12.ProgramInfo.KS.KANServData.PrimaryDisabilityorK12.SpecialEd.IEP.IEPInfo.PrimaryDisabilityCode
Or
K12.ProgramInfo.SpecialEdStudentServices.Services for a program withthe Primary Need checkboxchecked.
K12.SpecialEd.DisabilityCode - State Code
Return value of WD-With Disability if a primarydisability is specified. If primary disability is blank,return ND-NoDisability.
If the value is “GI”, then the Gifted Student Code will beset and the Primary Disability Code will be ND-NoDisability.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D33 Gifted StudentCode
ASGT,ENRL,TEST,EOYA,MILT,EXIT
StudentProgram >Special EdServices
Services Primary Disability K12.ProgramInfo.KS.KANServData.PrimaryDisabilityorK12.SpecialEd.IEP.IEPInfo.PrimaryDisabilityCode
K12.SpecialEd.DisabilityCode - State Code
If the Primary Disability Code is “GI”, then this willreport “GI”, otherwise the field will be blank.
D34 Qualified for 504 EOYA,TEST
Student Enrollment Access504 K12.EnrollmentInfo.StudentEnrollmentActivity.Access504orFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.Access504
K12.Enrollment.Access504 - State Code
If Primary Disability is not blank, and student iscurrently in a SPED program other thanGifted with noexit date, then
If the Primary Disability is Gifted, thenGifted set andPrimary Disability and 504 will be blank.
Otherwise, look at KanServData for a PrimaryDisability Code.
- If an exit date exits compare to enrollment leave dateand if same, then the student is moving on to anotherschool and reported as 1.
- If the student has exited the SPED program, butcontinued on at the school for some time 504 will be setto 2.
- If no exit date, then 504 will be set to 1.
Otherwise, look at the SIS SpecEd programs for thePrimary Disability and follow the same rules.
D35 Residence ofHomelessStudent whileHomeless
ENRL,EOYA,EXIT
StudentPrograms >StudentNeeds
Student Needs NighttimeResidence
K12.ProgramInfo.NighttimeResidence
or
K12.Student.Homeless
K12.ProgramInfo.NighttimeResidence –State Code
Extracts homeless value based on combination ofUnaccompanied status and nighttime residence value.
If unaccompanied is false and doubled up, then 1;
If unaccompanied is false and hotel/motel, then 2;
If unaccompanied is false and sheltered, then 4;
If unaccompanied is false and unsheltered, then 5;
If unaccompanied is true and doubled up, then 6;
If unaccompanied is true and hotel/motel, then 7;
If unaccompanied is true and sheltered, then 8;
If unaccompanied is true and unsheltered, then 9.
If Student Needs not set, then look to Student >OtherInfo >Homeless;
Otherwise, if blank, set to 0.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D36 ESOL/ BilingualProgram EntryDate
ENRL,TEST,EOYA,MILT
StudentPrograms >EnglishLanguageLearners
ELL History Date K12.ProgramInfo.ELLHistory.EntryDateorK12.Student.BilingualDate
If there are entries in theK12.ProgramInfo.ELLHistory.EntryDate list, then ifspecified, use K12.Student.BilingualDate,
Otherwise use the oldest EntryDate inK12.ProgramInfo.ELLHistory.
If the student is no longer an ESOL or ESOL eligiblestudent, this field will be blank.
D37 First Entry Dateinto a School inthe United States
ENRL,TEST,EOYA,MILT
Student Other Info USSchool EntryDate
K12.Student.USEntryDateSchool
Otherwise:District Entry Date
If specified, use K12.Student.UsEntryDateSchool
Otherwise, use the District Entry Date
Note: If the ESOL/Bilingual Program Participation Codeis blank, then this will be blank as well.
D38 First Language ENRL,TEST,EOYA,MILT
StudentPrograms >EnglishLanguageLearners
ELL First Learned K12.ProgramInfo.ELL.Language.FirstLearn
K12.Language -State Code
If specified, useK12.ProgramInfo.ELL.LanguageFirstLearn
If this is not specified, it’s assumed to be English whichis represented in the report as blank.
D39 ESOL/BilingualProgramParticipationCode
ASGT,ENRL,TEST,EOYA,MILT,EXIT
StudentPrograms >EnglishLanguageLearners
ELL History Program K12.ProgramInfo.ELLHistory.ProgramCode
K12.ProgramInfo.ELL ProgramCode - State Code
D40 ESOL/BilingualProgram EndingDate
EOYA StudentPrograms >EnglishLanguageLearners
ELL History Exit Date K12.ProgramInfo.ELLHistory.ExitDate
D41 ESOL BilingualStudent ContactMinutes
ENRL,MILT
Student State (Sept/Feb)ESOLContactMinutes
K12.KS.StudentKS.ESOLContactMinutesSep(Feb)
If the report is for September, useK12.KS.StudentKS.EsolContactMinutesSep
If the report is for February, useK12.KS.StudentKS.EsolContactMinutesFeb if it isspecified. Otherwise, useK12.KS.StudentKS.EsolContactMinutesSep.
If the ESOL / Bilingual Program Participation Code isempty or if its value is 0, 4, 5, or 6, then clear out theEsolContactMinutes.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D42 Career andTechnicalEducationContact Minutes
ENRL,MILT
Student State (Sept/Feb)CTEContactMinutes
K12.KS.StudentKS.CTEContactMinutesSep(Feb)
The CTEminutes will need to be calculated based offof the students schedule using the Calculate Minutesoption on the Options tab.
Below is how the code determines theminutes whenthe Calculate Minutes option is used:
1. The code goes through each day in the date range(specified by the Start & End Dates on the Options tab)based on the Bell Schedule and the Period Rotationspecified in the School Calendar for that day.
2. It gets how many minutes are in each class basedon the Total time and the Passing Time in the BellSchedule. Classes that are Excluded from Attendanceor Excluded from State Reporting are not included inthese totals.
3. For CTEminutes, it only looks at theminutes forclasses that aremarked as CTE classes. CTE classesare determined by checking the Voc Ed Type on theDistrict Course page. For 2013 – 2014, only coursesthat have a Voc Ed Type of F will be considered a CTEcourse.
4. It keeps track of the Total CTEminutes for the dayby adding up the Total time for each CTE class.
5. It does this for each day in the date range, and thenadds the Total CTEminutes for each day together anddivides it by the number of school days that were in thedate range to get the average CTEminutes.
6. If the student takes classes at a concurrent school,the Total CTEminutes they take at the concurrentschool are calculated the sameway and figured intothe totals for the entire date range.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
7. Once the average CTEminutes are calculated, theyare stored in the database for the Calculated CTEMinutes for the student for either September orFebruary depending on the Submission date.
Once the values are calculated and stored in thedatabase, they do not need to be calculated againunless something has changed regarding the studentsschedule. When the ENRL report is run again, thesevalues will be pulled out of the database and used forthe Career and Technical Education Contact Minutesfield.
There is one potential addition to this value. If thestudent has any entries underK12.KS.MinutesEnrolledKS.CteSepMinutes (orCteFebMinutes depending on the Submission Date) asaccessed under the Student >State >AdditionalMinutes Enrolled grid, these will be added to the CTEMinutes total.
Note: When calculatingminutes for period attendanceschools, it is important to have the School Calendarfilled out with Period Rotation and Bell Scheduledefinitions for each school day in the calendar. If theseare not set, there is no way to know the duration ofindividual periods during those days.
D43 Title IParticipation
EOYA StudentPrograms >StudentNeeds
Needs Calculated Title I programs in ProgramInfo>Student Needs wherethe State Code is T1 as defined in StudentPrograms>Setup>Needs/Programs Definition
If there is a Title I program specified, it will set thevalue as described below, otherwise it will be blank.
If the Title I program ended before the report date, thenthe value will be 2
Otherwise, if K12.EnrollmentInfo.StudentSchoolYear – SrUserCheck02 (Attending Non-Public School) is checked, the value will be 3
Otherwise the value will be 1.
D44 MilesTransported
ENRL,MILT
Student State (Sept/Feb)Miles
K12.KS.StudentKS.TransportationMiles1(Miles2)
If the report is for September, useK12.KS.StudentKS.TransportationMiles1.
If the report is for February, useK12.KS.StudentKS.TransportationMiles2 if it isspecified. Otherwise, useK12.KS.StudentKS.TransportationMiles1.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D45 TransportationFTE
ENRL,MILT
Student State (Sept/Feb)FTE
K12.KS.StudentKS.TransportationFTE1
If the report is for September, useK12.KS.StudentKS.TransportationFte1
If the report is for February, useK12.KS.StudentKS.TransportationFte2 if it isspecified. Otherwise, useK12.KS.StudentKS.TransportationFte1.
D46 Student’sTransportationStreet Address
ENRL,MILT
Student State (Sept/Feb)Address
K12.KS.StudentKS.TransportationAddress1(Address2)orK12.Student.HomeAddress
If the Virtual Education Student is either 1 or 3 or if theirMiles Transported is greater than 2.5miles then fill outthe Transportation Street Address.
If the report is for September, useK12.KS.StudentKS.TransportationAddress1
If the report is for February, useK12.KS.StudentKS.TransportationAddress2
If themonth specific Address field is empty, useK12.Student.HomeAddress.
D47 Student’sTransportationCity
ENRL,MILT
Student State (Sept/Feb)City
K12.KS.StudentKS.TransportationCity1(City2)orK12.Student.HomeCity
If the Virtual Education Student is either 1 or 3 or if theirMiles Transported is greater than 2.5miles then fill outthe Transportation City.
If the report is for September, useK12.KS.StudentKS.TransportationCity1
If the report is for February, useK12.KS.StudentKS.TransportationCity2
If themonth specific address field is empty, useK12.Student.HomeCity.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D48 Student’sTransportationZip Code
ENRL,MILT
Student State (Sept/Feb)Zip Code
K12.KS.StudentKS.TransportationZip41/51(Zip42/52)orK12.Student.HomeZipCode4/5
If the Student’s Transportation Street Address isspecified, then pull the zip code from eitherK12.KS.StudentKS.TransportationZip51 andK12.KS.StudentKS.TransportationZip41 forSeptember reports orK12.KS.StudentKS.TransportationZip52 andK12.KS.StudentKS.TransportationZip42 for Februaryreports.
If the Sept. / Feb. reports Student’s TransportationStreet Address is not specified, use theK12.Student.HomeZipCode5 andK12.Student.HomeZipCode4.
When formatting the zip code, if the 5 digit field isblank, the zip code is blank. If the 4 digit zip code isspecified, we’ll use it as 99999-9999, otherwise we’lljust use the 5 digit zip code 99999.
D49 Non-ResidentTransportation
ENRL,MILT
Student State Non-ResidentTransportation
K12.KS.StudentKS.TenMileLaw
D50 MilitaryConnectedStudent Indicator
ENRL Parent Demographics Military Service K12.ParentGuardianInfo.Parent.MilitaryService
K12.Demographics.Military Connection
If youmark multiple parents as Active or Reserve,Synergy SIS reports Active.
D51 ImmigrantStudent
ENRL,EOYA
Student Other Info USSchool EntryDate
Student’s Birth Country is not USA
Student is between the ages of 3 and 21 years
Student has been enrolled 3 years or less in an U.S.School
Determined by the USSchool Entry Date
Student has Title III need with T3 as state code
If student has T3 need, then 1. If T3 need has ended orstudent has not been served with T3 services, then 2.
D52 Country of Birth ENRL,EOYA
Student Demographics Birth Country K12.Student.BirthCountry
Revelation.Country - Code
D53 Refugee Status EOYA Student Other Info Refugee K12.Student.Refugee
D54 NeglectedStudent
EOYA Student State Neglected Student K12.KS.StudentKS.NeglectedStudent
K12.KS.Neglected Student
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D55 Math
GroupingIndicator 1
TEST Student State Math Indicator 1 K12.KS.StudentKS.MathGrpIndicator1
If specified, use K12.KS.StudentKS.MathGrpIndicator1
Otherwise, it looks at the students classes for courseswhere the Department of the course has an Alt Code 3of “M” in the K12.CourseInfo.Department lookup table.If it finds such a course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D56 Math
GroupingIndicator 2
TEST Student State Math Indicator 2 K12.KS.StudentKS.MathGrpIndicator2
If specified, use K12.KS.StudentKS.MathGrpIndicator2
Otherwise, it looks at the students classes for asecond course where the Department of the coursehas an Alt Code 3 of “M” in theK12.CourseInfo.Department lookup table. The firstcourse it found with an “M” is used for the firstindicator. If it finds a second course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D57 English LanguageArts - ELA
GroupingIndicator 1
TEST Student State English LanguageArts Indicator 1
K12.KS.StudentKS.ReadingGrpIndicator1
If specified, use K12.KS.StudentKS.ReadingGrpIndicator1
Otherwise, it looks at the students classes for courseswhere the Department of the course has an Alt Code 3of “R” in the K12.CourseInfo.Department lookup table.If it finds such a course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D58 English LanguageArts - ELA
GroupingIndicator 2
TEST Student State English LanguageArts Indicator 2
K12.KS.StudentKS.ReadingGrpIndicator2
If specified, use K12.KS.StudentKS.ReadingGrpIndicator2
Otherwise, it looks at the students classes for asecond course where the Department of the coursehas an Alt Code 3 of “R” in theK12.CourseInfo.Department lookup table. The firstcourse it found with an “R” is used for the first indicator.If it finds a second course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D59 Science
GroupingIndicator 1
TEST Student State ScienceIndicator 1
K12.KS.StudentKS.ScienceGrpIndicator1
If specified, use K12.KS.StudentKS.ScienceGrpIndicator1
Otherwise, it looks at the students classes for courseswhere the Department of the course has an Alt Code 3of “S” in the K12.CourseInfo.Department lookup table.If it finds such a course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D60 Science
GroupingIndicator 2
TEST Student State ScienceIndicator 2
K12.KS.StudentKS.ScienceGrpIndicator2
If specified, use K12.KS.StudentKS.ScienceGrpIndicator2
Otherwise, it looks at the students classes for asecond course where the Department of the coursehas an Alt Code 3 of “S” in theK12.CourseInfo.Department lookup table. The firstcourse it found with an “S” is used for the first indicator.If it finds a second course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D61 History/Gov
GroupingIndicator 1
TEST Student State History/GovernmentIncidator 1
K12.KS.StudentKS.HistoryGovGrpIndicator1
If specified, useK12.KS.StudentKS.HistoryGovGrpIndicator1
Otherwise, it looks at the students classes for courseswhere the Department of the course has an Alt Code 3of “H” in the K12.CourseInfo.Department lookup table.If it finds such a course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D62 History/Gov
GroupingIndicator 2
TEST Student State History/GovernmentIndicator 2
K12.KS.StudentKS.HistoryGovGrpIndicator2
If specified, useK12.KS.StudentKS.HistoryGovGrpndicator2
Otherwise, it looks at the students classes for asecond course where the Department of the coursehas an Alt Code 3 of “H” in theK12.CourseInfo.Department lookup table. The firstcourse it found with an “H” is used for the first indicator.If it finds a second course, it will use theK12.ScheduleInfo.Section.SectionID for the indicator.
D62 General CTE
GroupingIndicator 1
TEST Student State General CTEGrouping Indicator 1
K12.KS.StudentKS.CTEGrpInd1
If specified, use K12.KS. StudentKS.CTEGrpInd1
Otherwise, leave blank.
D64 General CTE
GroupingIndicator 2
TEST Student State General CTEGrouping Indicator 2
K12.KS.StudentKS.CTEGrpInd2
If specified, use K12.KS. StudentKS.CTEGrpInd2
Otherwise, leave blank.
D65 ComprehensiveAgricultureGroupingIndicator
TEST Student State ComprehensiveAgriculture GroupingIndicator
K12.KS.StudentKS.AgricultureIndicator
If specified, use K12.KS. StudentKS.AgricultureIndicator
Otherwise, leave blank.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D66 Animal Systems
GroupingIndicator
TEST Student State Animal SystemsGrouping Indicator
K12.KS.StudentKS.AnimalSystemIndicator
If specified, use K12.KS. StudentKS.AnimalSystemIndicator
Otherwise, leave blank.
D67 Plant Systems
GroupingIndicator
TEST Student State Plant SystemsGrouping Indicator
K12.KS.StudentKS.PlantSystemsIndicator
If specified, use K12.KS. StudentKS.PlantSystemsIndicator
Otherwise, leave blank.
D68 ManufacturingProductionGroupingIndicator
TEST Student State ManufacturingProduction GroupingIndicator
K12.KS.StudentKS.ManufacturingIndicator
If specified, use K12.KS. StudentKS.ManufacturingIndicator
Otherwise, leave blank.
D69 Design and Pre-Construction
GroupingIndicator
TEST Student State Design and Pre-ConstructionGrouping Indicator
K12.KS.StudentKS.DesignConstructionIndicator
If specified, use K12.KS. StudentKS.DesignConstructionIndicator
Otherwise, leave blank.
D70 Finance
GroupingIndicator
TEST Student State FinanceGroupingIndicator
K12.KS.StudentKS.FinanceIndicator
If specified, use K12.KS. StudentKS. FinanceIndicator
Otherwise, leave blank.
D71 ComprehensiveBusinessGroupingIndicator
TEST Student State ComprehensiveBusiness GroupingIndicator
K12.KS.StudentKS.BusinessIndicator
If specified, use K12.KS. StudentKS.BusinessIndicator
Otherwise, leave blank.
D72 ELPA
GroupingIndicator 1
TEST Student State ELPA
Grouping Indicator 1
K12.KS.StudentKS.KelpaGrpIndicator1
If specified, use K12.KS. StudentKS.KelpaGrpIndicator1
Otherwise, leave blank.
D73 ELPA
GroupingIndicator 2
TEST Student State ELPA
Grouping Indicator 2
K12.KS.StudentKS.KelpaGrpIndicator2
If specified, use K12.KS. StudentKS.KelpaGrpIndicator2
Otherwise, leave blank.
D74 StateMathematicsAssessment
TEST Student State Math K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD02
K12.Demographics.Sr User Code 02
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD02.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D75 StateMathematicsDLM Proctor ID
TEST Staff Staff State ID If State Assessement = 3, then extract Proctor ID forstaff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
D76 StateMathematicsDLM ProctorName
TEST If State Assessement = 3, then extract Proctor Namefor staff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
D77 State EnglishLanguage Arts -ELA
Assessment
TEST Student State English LanguageArts - ELA
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD03
K12.Demographics.Sr User Code 03
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD03.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D78 State EnglishLanguage Arts -ELADLM
Proctor ID
TEST Staff Staff State ID If State Assessement = 3, then extract Proctor ID forstaff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D79 State EnglishLanguage Arts -ELADLM
Proctor Name
TEST If State Assessement = 3, then extract Proctor Namefor staff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
D80 State Science
Assessment
TEST Student State Science K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD04
K12.Demographics.Sr User Code 02
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD04.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D81 State ScienceDLM
Proctor ID
TEST Staff Staff State ID If State Assessement = 3, then extract Proctor ID forstaff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
D82 State ScienceDLM
Proctor Name
TEST If State Assessement = 3, then extract Proctor Namefor staff assigned as
CaseManger if option is set in District StateRequirements, else
Proctor in KS >Setup >Proctor screen, else
Proctor in override from Student >State >Proctor field,else
Teacher of record from Section.
Otherwise, field should be left blank.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D83 StateHistory/GovAssessment
TEST Student State History/Gov K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD09
K12.Demographics.Sr User Code 09
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD09.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D84 General CTE
Assessment
TEST Student State General Career &Tech Ed
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD12
K12.Demographics.Sr User Code 12
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD12.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D85 ComprehensiveAgricultureAssessment
TEST Student State ComprehensiveAgriculture
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD15
K12.Demographics.Sr User Code 15
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD15.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D86 Animal Systems
Assessment
TEST Student State Animal Systems K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD14
K12.Demographics.Sr User Code 14
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD14.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D87 Plant Systems
Assessment
TEST Student State Plant Systems K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD20
K12.Demographics.Sr User Code 20
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD20.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D88 ManufacturingProductionAssessment
TEST Student State ManufacturingProduction
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD19
K12.Demographics.Sr User Code 19
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD19.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D89 Design and Pre-Construction
Assessment
TEST Student State Design and Pre-Construction
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD17
K12.Demographics.Sr User Code 17
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD17.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
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FieldRef# Field Record
Type
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
D90 FinanceAssessment
TEST Student State Finance K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD18
K12.Demographics.Sr User Code 18
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD18.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D91 ComprehensiveBusinessAssessment
TEST Student State ComprehensiveBusiness
K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD16
K12.Demographics.Sr User Code 16
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD16.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D92 State EnglishLanguageProficiency(ELPA)
Assessment
TEST Student State ELPA K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD11
K12.Demographics.Sr User Code 11
If specified, use K12.EnrollmentInfo.StudentSchoolYear.SrUserCodeDD11.If not set, extract default value from District StateRequirements.
Otherwise, field should have value of 0.
D93 User Field 1 ALL
D94 User Field 2 ALL
D95 User Field 3 ALL
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CTE Pathway Extract
FieldRef# Field
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
C1 District Student Enrollment History >Enrollment activity
DOR K12.EnrollmentInfo.StudentEnrollmentActivity.DistrictofResidenceDD
or
For No Shows:K12.EnrollmentInfo.StudentSchoolYear.DistrictofResidenceDD
K12.Setup.DistrictNumber- State Code
Ex: D0222
C2 Building Building the student graduated from.
C3 StudentFirst Name
Student Demographics FirstName K12.Student.FirstName
C4 StudentLast Name
Student Demographics LastName K12.Student.LastName
C5 Student ID Student Demographics State ID K12.Student.StateStudentNumber
C6 Date ofBirth
Student Demographics Birthdate K12.Student.Birthdate
C7 GraduationDate
Student Other Info GraduationDate K12.Student.GraduationDate
Date Student graduated or on which student withdisabilitiesmet district graduation requirments forregular diploma.
C8 CertCode1 Test History Test Definition Test Name K12.TestInfo.Setup.Test.TestName
C9 TestDate1 Test History Student Test Admin Date K12.TestInfo.StudentTest.AdminDate
Required if CertCode1
C10 CertCode2 Test History Test Definition Test Name K12.TestInfo.Setup.Test.TestName
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FieldRef# Field
SynergySIS
LocationTab Field Name Property Lookup
Table Notes
C11 TestDate2 Test History Student Test Admin Date K12.TestInfo.StudentTest.AdminDate
Required if CertCode2
C12 CertCode3 Test History Test Definition Test Name K12.TestInfo.Setup.Test.TestName
C13 TestDate3 Test History Student Test Admin Date K12.TestInfo.StudentTest.AdminDate
Required if CertCode3
C14 CertCode4 Test History Test Definition Test Name K12.TestInfo.Setup.Test.TestName
C15 TestDate4 Test History Student Test Admin Date K12.TestInfo.StudentTest.AdminDate
Required if CertCode4
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EDCS Staff Assignment
Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
1 Table Code
2 SocialSecurityNumber
SIS >Staff >Staff >General >SocialSecurityNumber
K12 Staff SocialSecurityNumber
3 Bldg # SIS >Staff>Staff >Last NameSIS >Staff>Staff >First NameSIS >Staff>Staff >State ID
And
SIS >System >Setup >Organization>Organization >School >State Code
K12
K12
School
School
StateSchoolCode
StateSchool(Code)
The building where the staffmember is teaching thecourse/section.
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
4 EducatorType
SIS >Course >District Course >Description >StateCourse Classification>State Subject Area
SIS >Staff >Staff >General >Other Info>Default Job Class
K12 CourseInfo.MN.CourseMN
Or
Staff
SCEDSubjectArea(State Code)
Or
Default Job Class
K12.CourseInfo.MN.MnSCEDSubjectArea(or K12.CourseInfo.State Cat ifoverride is used)
K12.Staff.Job Class
An educator will automatically bereported asElementaryTeacher - 1, Middle SchoolTeacher - 2, SecondaryTeacher - 3, Career andTechnicalEducation Teacher - 5based on State CourseClassification state code value.
District must set the Default JobClasson Staff and enter thecode and descriptions into theK12.Staff.JobClass lookup tablefor SchoolSpecialist - 6, SchoolSupport -7, andLeadership/Administration - 8.
Migrant is automatically selectedif a student in the class is inMigrant Program.
SPED/ESOL Type is set if valueof 001-006 is set in Section >InstructionalStrategy.
5 Subject # SIS >Course>District Course >Description >StateCourse Classification>State Subject Area
concatenated with
SIS >Course >District Course >Description >StateCourse Code
K12 CourseInfo.MN.CourseMN
CourseInfo.Course
SCEDSubjectArea(State Code)
State Course Code
K12.CourseInfo.MN.MnSCEDSubjectArea – State Code(or K12.CourseInfo.State Cat ifoverride is used)
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
6 LocalSubjectArea
SIS >Course >District Course >Course >CourseSubject Areas>LocalSubject Area
K12 CourseInfo.KS.CourseInfo SubjectArea K12.CourseInfo.KS.LocalSubjectArea - Description
General content area underwhich course is designated. IfLocalSubject Area is blank thenextract for Subject Area 1.
Required for educator types1,2, 3, and 6.Validate against Row 7 -Educator TypesLeave blank, for all othereducator type codes.
7 LocalCourse SIS >Course >District Course >Course >Course ID
K12 CourseInfo.Course CourseID Course identifier assigned bylocal district/
Course ID of educator's sectionassignment for all terms. (Onerecord per course.)Required for educator types1,2, 3, and 6Validate against Row 7 -Educator TypesLeave blank, for all othereducator type codes.
8 KCCIdentifier
Calculated Required for educator types1,2, 3, and 6.Validate against Row 7 -Educator TypesLeave blank, for all othereducator type codes.
9 EffectiveDate
SIS >Course >District Course >District Course >Course >SchedulingOptions>Status>Year Start
K12 CourseInfo Course.ActiveYearStart Required for educator types1,2, 3, and 6.Validate against Row 7 -Educator TypesLeave blank, for all othereducator type codes.Effectivemonth and day isalways07/30
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
10 ExpirationDate
SIS >Course >District Course >District Course >Course >SchedulingOptions>Status>Year End
K12 CourseInfo Course.ActiveYearEnd Expirationmonth and day isalways06/30
11 Pre -Kindergarten
SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching Pre-K for the currentsubject.0 =No1 =Yes
12 Kindergarten SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching Kindergarten for thecurrent subject.0 =No1 =Yes
13 Grade 1 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 1stGrade for thecurrent subject.0 =No1 =Yes
14 Grade 2 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 2ndGrade for thecurrent subject.0 =No1 =Yes
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
15 Grade 3 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 3rdGrade for thecurrent subject.0 =No1 =Yes
16 Grade 4 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 4th Grade for thecurrent subject.0 =No1 =Yes
17 Grade 5 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 5thGrade for thecurrent subject.0 =No1 =Yes
18 Grade 6 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 6thGrade for thecurrent subject.0 =No1 =Yes
19 Grade 7 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 7thGrade for thecurrent subject.0 =No1 =Yes
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
20 Grade 8 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 8thGrade for thecurrent subject.0 =No1 =Yes
21 Grade 9 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 9thGrade for thecurrent subject.0 =No1 =Yes
22 Grade 10 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 10thGrade for thecurrent subject.0 =No1 =Yes
23 Grade 11 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 11thGrade for thecurrent subject.0 =No1 =Yes
24 Grade 12 SIS >Schedule >Setup >Section >Section >CurrentStatus>Restrictions>Grade Range LowandGrade RangeHigh
K12 ScheduleInfo.Section GradeRangeLowGradeRangeHigh
K12-Grade Indicates if the individual isteaching 12thGrade for thecurrent subject.0 =No1 =Yes
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
25 ClassCount SIS >Schedule >Section >Section >Staff History >StaffName
SIS >Staff >Staff >Schools >StaffSchoolAssignments>Show Details >Section Details >Course ID
The number of classes taught inthe current subject
Elementary only: If SSN, Bldg.#,and LocalCourse are the same,default ClassCount to 1.
Secondary only: Total # ofsectionsof the Local course thatteacher has students enrolled inor students in enrollment history.
Count is not to exceed 08.
26 SPED/ESOLType
SIS >Course >InstructionalStrategy
K12 CourseInfo.Course InstructionalStrategy The special education or ESOLType(if any) associated with thisassignment.
001 =Adaptive SpecialEducation
002 =Deaf or hard of Hearing
003 =Visually Impaired
004 =English to Speakers ofOther Languages
005 =Functional
006 =Gifted
27 Pathway SIS >Course >CTEPrograms>CTEProgram >StateCode
K12 CourseInfo.CTEProgram StateCode Determine if local course ID isassociated to a CTEProgram. Ifyes, report the "State Code"using XX.XXXX format.
28 Confirm forSTCO
Per KSDE, set all entries to 0.
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
29 VirtualCourseMonitor
SIS >Course >District Course >District Course >Course >OtherProvider Information>DeliveryType
K12 CourseInfo.Course DeliveryType K12.CourseInfo-DeliveryType Report Y, if Course hasDeliveryType =V.
Indicates the teacher is onlymonitoring the student as theycomplete curriculum provided bysoftware.Y = 1N = (blank)
30 DualCreditCourses
SIS >Course >District Course >Course >CourseInfo >CollegeApproved
K12 CourseInfo.Course CollegeApproved Report Y, if College Approved ischecked.
Indicates the course is providedthrough an agreement withcollege/university/technicalschool. Y = 1N = (blank)
31 DistanceLearning
SIS >Schedule >Section >Section >Section Info >Distance Learning
K12 ScheduleInfo.Section DistanceLearning Report Y, If Distance Learningbox is checked.
Indicates the instruction isprovided bya teacher outside ofthe district.
Y = 1
N = (blank)
32 SummerSchool
Leave Blank
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Column Field Synergy SISLocation NameSpace BO Property Lookup Table Notes
33 JAGCourse SIS >District Course>District Course >Course Info > Jobsfor AmericanGraduatesProgram
K12 Courseinfo.Course Jobs for AmericanGraduatesProgram
Report Y, if JAGCourse ischecked.
Indicates the instruction isprovided bya teacher during thesummer.Y = 1N = (blank)
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SPED Pro Extract
FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
1 KIDS ID Required Student Demographics KIDS ID K12.Student.StateStudentNumber
2 Student'sLegal LastName
Value orBlank
Student Demographics Last Name K12.Student.LastName
3 Student’sGender
0 - Female1 - Maleor Blank
Student Demographics Gender K12.Student.Gender
Revelation.Gender - State Code
4 Student'sBirth Date
Value orBlank
Student Demographics Birth Date K12.Student.Birthdate
5 SchoolYear
Required Calculated
6 AssignChild CountOrganization
Required System >Setup >Organization
District DistrictNumber
K12.Setup.DistrictSetup.District Number
The Responsible district or agency belonging to theresponsible building
7 NeighborhoodBuildingIdentifier
RequiredNull/Blankinvalid
Student EnrollmentHistory >EnrollmentActivity
Neighborhood K12.EnrollmentInfo.StudentEnrollmentActivity.SrUserCodeDD06orFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD06
K12.Enrollment.SR User Dd 06 - State Code
School where student receives Gen Ed services
Extracts from Neighborhood field in Enrollment Activity. Ifblank, pulls School of Residence. If blank, pulls ResponsibleBuilding.
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
8 GradeLevel
Required Student EnrollmentHistory >EnrollmentActivity
Grade K12.EnrollmentInfo.StudentEnrollmentActivity.GradeorFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.Grade
K12.Grade - State Code If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is true, the grades for preschoolstudents will be calculated as such:
KIDS Grade 00 = Students that are two years oryounger on or before August 31st of the current schoolyear.
KIDSGrade 01 =Students that are three years old on orbefore September 20th of the current school year.
KIDSGrade 02 =Students that are four years old on or beforeAugust 31st of the current school year. The students mustnot be At Risk students.
KIDSGrade 03 =Students that are five years old on or beforeAugust 31st of the current school year. The student’s grademust not be Kindergarten (State Code 05).
KIDSGrade 04 =Students that are four years old on or beforeAugust 31st of the current school year and that are At Riskstudents that are not special education students.
KIDSGrade 05 =Students that are five years old on or beforeAugust 31st of the current school year. The student’s grademust be Kindergarten (State Code 05).
Students with grades levels greater than or equal to firstgrade are unmodified.
If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is false, then the grade level will bepulled from
K12.EnrollmentInfo.StudentEnrollmentActivity - Grade or K12.EnrollmentInfo.StudentSchoolYear – Grade for No Show Students
9 StatusCode
Required StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Status Code K12.ProgramInfo.KS.KANServData.StatusCode
K12.ProgramInfo.KS.Status Code -State Code
10 ExitDate
Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Exit Date K12.ProgramInfo.KS.KANServData.ExitCode
The date the student exited from all SPED Services. Studentmust be reported as an exit in the school year in whichservices ceased.
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
11 SchoolPsychologistProvider ID
Value orBlank
Staff General State ID
12 SLPProvider ID
Value orBlank
Staff General State ID
13 CaseManagerProvider ID
Value orBlank
Staff General State ID
14 ExtendedSchoolYear
1, 0, orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
ExtendedSchool Year
K12.ProgramInfo.KS.KanSERVData.
ExtendedSchoolYear
Y if the student received extended school year services fromLEA.
Y if student received services during the summer sessionprior to the start of fall term.
Only marked once in the Fiscal year, after completion of ESYsession.
Do not report anticipated services to be delivered in futuresessions.
BLANK if no Extended School year Services received.
15 SPEDTransportation
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
SPEDTransportation
K12.ProgramInfo.KS.KanSERVData.SpecialEdTransportation
Y - Yes, receives transportation not available to regulareducation students
BLANK - No SPED transportation provided
16 All DayKindergarten
1, 0 orBlank
Calculated Based on student's grade (PK, P3-6, KG)
BLANK if student attends 1/2 day session or less
Y if 1) student attends full day program; 2) student attendstwo daily 1/2 day sessions; or 3)any combination of servicesthat exceed buildings single scheduled 1/2 day.
17 BehaviorInterventionPlan - BIP
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
BehaviorInterventionPlan
K12.ProgramInfo.KS.KanSERVData.BehaviorInterventionPlan
Y if student has Behavior Intervention Plan
BLANK if student has no plan
18 Claiming Code Required1 or 0
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
19 Placed byKDCF/JJA/LEA/Parent
Required StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
PlacementCode
K12.ProgramInfo.KS.KanSERVData.PlacementCode
K12.ProgramInfo.KS.PlacementCode - State Code
20 County ofResidence
Required Organization District County Code K12.Setup.DistrictSetup.CountyCode
21 Language ofParent
Value orBlank
StudentPrograms >EnglishLanguageLearners
ELL Spoken byAdults atHome
K12.ProgramInfo.ELL.LanguageByAdultHome
K12.Language
R1 IEPDate RequiredNull/Blankinvalid
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
IEPDate K12.ProgramInfo.KS.KanSERVData.IEPDate
The date the IEP team completes all procedural requirementsfor development of an IEP.
R2 Gap Allow 1, 0 orBlank
. Indicates all services ceased at a point in time and resumedlater in the same school year.
Y - Gap in services true
Blank - No gap in services
R3 ResponsibleSchool
RequiredNull/Blankinvalid
Student EnrollmentHistory >EnrollmentActivity
Accountability K12.Enrollment.SR User Dd 01 -State Code
Extracts from Accountability field.
If blank, pulls from Funding field.
If blank, pulls from student's current school of enrollment.
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
R4 PrimaryDisability
Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
PrimaryDisability
K12.ProgramInfo.KS.KANServData.PrimaryDisability
K12.SpecialEd.Disability Code -State Code
If specified, useK12.SpecialEd.StudentSpecialEd.PrimaryDisabilityCodepulled from the lookup table K12.SpecialEd.Disability Code->AltCode2 (State Code)
Otherwise, if specified, useK12.ProgramInfo.KS.KANServData.PrimaryDisability pulledfrom the lookup table K12.SpecialEd.Disability Code->AltCode2 (State Code)
Otherwise, it looks at theK12.ProgramInfo.SpecialEdStudentServices.Services for aprogram with the Primary Need check box checked. If it findsone for the specified time frame, it will use theK12.ProgramInfo.Setup.SpecialEdNeedDefinition.StateCode defined in Student Programs->Setup->Special Ed ServicesDefinition
If the value is “GI”, then the Gifted Student Code will be setand the Primary Disability Code will be blank.
R5 SecondaryDisability
Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
SecondaryDisability
K12.ProgramInfo.KS.KANServData.SecondaryDisability
K12.SpecialEd.Disability Code -State Code
R6 Gifted Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Gifted K12.ProgramInfo.KS.KanSERVData.Gifted
Y - Gifted
N - Not Gifted
R7 Service Location(Attend Building)ID
RequiredNull/Blankinvalid
Location where special education services are delivered.
R8 Primary ServiceLocationIndicator
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
PrimaryLocation
K12.ProgramInfo.KS.KanSERVServices.PrimaryLocation
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
R9 SettingCode
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
SettingCode
K12.ProgramInfo.KS.KanSERVServices.SettingCode
K12.ProgramInfo.KS.SettingCode
R10 ServiceCode
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
ServiceCode
K12.ProgramInfo.KS.KanSERVServices.ServiceCode
K12.SpecialEd.IEP.SpedService
For each special education/related service a studentreceives, an additional "service data set" must be appendedto the student's record. There is no limit to the number of setsof service data that can be reported on a student's record.
R11 ServiceProviders ID
Value orBlank
Calculated
R12 Primary ProviderIndicator
1, 0 orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Provider K12.ProgramInfo.KS.KanSERVServices.FormattedNameFNLN
R13 ServiceStart Date
Required StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
StartDate
K12.ProgramInfo.KS.KanSERVServices.StartDate
Valid school year date
Typically from first day of school to IEPMeeting date andthen new IEPDate to last day of school.
Maximum duration is first day of school to last day of school.
Children with services before age 3, should not have a startdate prior to their 3rd birthday.
R14 ServiceEnd Date
Required StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
EndDate
K12.ProgramInfo.KS.KanSERVServices.EndDate
Valid school year date AND >=Service Start Date
Typically end date will be the IEPMeeting date or the last dayof school.
R15 Minutesper Day
Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Minutesper Day
K12.ProgramInfo.KS.KanSERVServices.MinutesPerDay
Value 1-999
Actual number of minutes per day of special edcuation orrelated services.
Not to exceed theminutes in a single school day session.
R16 DaysperWeek
Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
DaysperWeek
K12.ProgramInfo.KS.KanSERVServices.DaysPerWeek
Value 1-5
Actual number of days per week the student receives thespecific service.
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FieldRef# Field Constraint
SynergySIS
LocationTab Field Edupoint BO
and Property Lookup Table Notes
R17 Frequency Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
Frequency K12.ProgramInfo.KS.KanSERVServices.Frequency
K12.ProgramInfo.KS.Frequency
Valid value (1, 2, 3, 4, 8, 9, 12, 18, 19, 99)
The regularity for which the service is delivered during theduration of the service between start and end date.
Can be reported incrementally by selected frequency value orby listing a frequency code in the file.
R18 Total Days Value orBlank
StudentPrograms >Special EdStudentServices
Services >Kan-Serv Data
TotalDays
K12.ProgramInfo.KS.KanSERVServices.TotalDays
Value 1-365
The actual number of days services delivered to the studentfor each special education service within the range of startand end dates. Twomethodologies available for figuring:
1) Days perWeek (R16) +Frequency (R17) = total days
2) Total Days (R18) and Days PerWeek (R16) +Days PerWeek (R16) +Frequency (R17) = total days
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214 Kansas State Reporting GuideChapter 7: Extract File Mapping
STCO – Student Course Collection
FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F1 Record Type KS Extracts STCOCollection
K12.Kansas.Collections.KidsCollectionUI.RecordType
Value selected on Report Interface.
F2 Student'sAccountabilitySchool Identifier
Student EnrollmentHistory >EnrollmentActivity
Accountability K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD01orNo Shows:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD01
K12.Enrollment.SRUser Dd 01 - StateCode
Extract value entered on Student >EnrollmentHistory >Enrollment Detail. If blank, defaults to StateSchoolCode.
F3 Student’s LegalLast Name
Student Demographics Last Name K12.Student.LastName
F4 Student’s LegalFirst Name
Student Demographics First Name K12.Student.FirstName
F5 Student’s LegalMiddle Name
Student Demographics Middle Name K12.Student.MiddleName
F6 Student’sGenerationCode
Student Demographics Suffix K12.Student.Suffix
F7 Student’sGender
Student Demographics Gender K12.Student.Gender Revelation.Gender -State Code
F8 Student’sDateof Birth
Student Demographics Birth Date K12.Student.Birthdate
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F9 Student’sCurrent GradeLevel
Student Enrollment Grade K12.EnrollmentInfo.StudentEnrollmentActivity.Grade
K12.Grade - StateCode
If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is true, the grades forpreschool studentswill be calculated as such:
KIDSGrade 00 =Students that are two years oryounger on or before August 31st of the currentschool year.
KIDSGrade 01 =Students that are three years oldon or before September 20th of the current schoolyear.
KIDSGrade 02 =Students that are four years old onor before August 31st of the current school year.The studentsmust not be At Risk students.
KIDSGrade 03 =Students that are five years old onor before August 31st of the current school year.The student’s grademust not be Kindergarten(State Code 05).
KIDSGrade 04 =Students that are four years old onor before August 31st of the current school year andthat are At Risk students that are not specialeducation students.
KIDSGrade 05 =Students that are five years old onor before August 31st of the current school year.The student’s grademust be Kindergarten (StateCode 05).
Studentswith grades levels greater than or equal tofirst grade will be unmodified.
If K12.Setup.KS.DistrictStateRequirementsKS.CalculateGradeLevels is false, then the grade levelwill be pulled from
K12.EnrollmentInfo.StudentEnrollmentActivity -Grade or K12.EnrollmentInfo.StudentSchoolYear – Grade for No Show Students
F10 Student’s LocalID
Student Demographics Student ID K12.Student.SisNumber
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F11 Student’sHispanicEthnicity
Student Demographics Hispanic/Latino K12.Student.HispanicIndicator
Revelation.HispanicEthnicity - Code
F12 State StudentIdentifier
Student Demographics KIDSNumber K12.Student.StateStudentNumber
F13 SchoolYear Calculated Calculated based off of the starting year of theschool year that includes the reportsSubmissionDate plus1
(Example: For 2015-2016 with a Submission Dateof 9-20-2015 would give you 2015 +1 =2016)
F14 Student'sFunding School
Student EnrollmentHistory
Funding K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD02orFor No Shows:K12.EnrollmentInfo.StudentSchoolYear.SrEnrUserDD02
Otherwise, K12.School.StateSchoolCode
K12.Enrollment.SRUser Dd 02 - StateCode
Extract value entered on Student >EnrollmentHistory >Enrollment Detail. If blank, defaults to StateSchoolCode.
F15 Student’sAttendanceSchool Identifier
Student EnrollmentHistory
Attendance K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03orFor No Shows:K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03
Otherwise, K12.School.StateSchoolCode
K12.Enrollment.SRUser Dd 03
Extract value entered on Student >EnrollmentHistory >Enrollment Detail. If blank, defaults to StateSchoolCode.
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F16 Student’sComprehensiveRace
Student Demographics Race Revelation.Ethnicity -Code
Select each Race checkbox that applies to thestudent.When the extract process is run, thefollowing valuesare extracted and concatenated tocreate a 5-digit Comprehensive Race code:
0 =No (the checkbox is blank)
1 =Yes (the checkbox is selected)
The positionsare as follows:
Position 5-White
Position 4-Native Hawaiian or Other Pacific Islander
Position 3-Blankor African American
Position 2-Asian
Position 1-American Indian or Alaska Native
Example: The code assigned to a student identifiedasAsian and Black: 00110.
F17 VirtualEducationStudent
Student State VirtualEducationStudent
K12.KS.StudentKS.VirtualEducationStudent
K12.KS.VirtualEducation Student
If specified, use theK12.KS.StudentKS.VirtualEducationStudent
Otherwise, lookat the enrollments for the student fortheir primary schools for the current school year andat the K12.Setup.SchoolSetup.SchoolCategory tosee if anyof them are VirtualEducation Schools.
If the student’s current school is a VirtualEducationSchool, the value will be set to 1.
If the student’s current school is not a VirtualEducation School, but one of their prior schoolswas,the value will be set to 2.
F18 EducatorSchool Identifier
Calculated Based on Assigned Schools
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F19 Term CourseHistory >StudentCourseHistory
CourseHistory
TermCodeActual
K12.CourseHistoryInfo.StudentCourseHistory.TermCode
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F20 KCC Identifier Calculated Concatenates10 fields from KCCMS
K12.CourseInfo.MN.CourseMN.SCEDSubjectAreapulled from K12.CourseInfo.MN.MNSced SubjectArea->State Code if specified, "" "" otherwise
K12.CourseInfo.Course.StateCourseCode ifspecified, "" "" otherwise
K12.CourseInfo.Course.InstructionalLevel pulledfrom K12.CourseInfo.Instructional Level->StateCode (or Code if no State Code) if specified, ""G""otherwise
K12.CourseInfo.Course.Credit if specified, "" ""otherwise
Leftmost character ofK12.CourseInfo.Course.SCEDSequence ifspecified, ""1"" otherwise
Rightmost character ofK12.CourseInfo.Course.SCEDSequence ifspecified, ""1"" otherwise
K12.CourseInfo.Course.GradeRangeLow pulledfrom K12.Grade->State Code (or Code if no StateCode) if specified, "" "" otherwise
K12.CourseInfo.KS.CourseKS.TargetedProgrampulled from K12.CourseInfoKS.Targeted Program->State Code if specified, ""G"" otherwise
K12.CourseInfo.KS.CourseKS.DeliveryType pulledfrom K12.CourseInfoKS.DeliveryType->State Codeif specified, ""G"" otherwise
K12.CourseInfo.Course.VocEdType pulled fromK12.CourseInfo.VocEd Type->State Code ifspecified, ""N"" otherwise"
F21 Course Section Schedule Section Section ID K12.ScheduleInfo.Section.SectionID
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
F22 LocalCourse ID Course District Course Course ID K12.CourseInfo.Course.CourseID
F23 Course Status Calculated Calculated based on the student’s course historyrecord.
00-<NULL>Enrolled,
01-Completed (Pass),
02-Completed (Fail),
05-Incomplete,
99-Submitted in Error
F24 Letter Grade CourseHistory >StudentCourseHistory
CourseHistory
Mark/MarkDD K12.CourseHistoryInfo.StudentCourseHistory.Mark/MarkDD
A+,A,A-,B+,B,B-,C+,C,C-,D+,D,D-,P1 (equivalentto a grade of D or higher), P2 (equivalent to a gradeof C or higher)
F25 Percent Grade CourseHistory >StudentCourseHistory
CourseHistory
Mark/MarkDD K12.CourseHistoryInfo.StudentCourseHistory.Mark/MarkDD
If numericmark is selected. Format: 999.9
F26 EducatorIdentifier
Staff Staff State ID K12.Staff.StateID ExtractsStaff’sState ID. If blank, extracts fromStaff’sSSN.
F27 Educator’s LastName
Staff Staff Last Name K12.Staff.LastName
F28 Educator’s FirstName
Staff Staff First Name K12.Staff.FirstName
F29 Educator’sMiddle Name
Staff Staff Middle Name K12.Staff.MiddleName
F30 User Field 1
F31 User Field 2
F32 User Field 3
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TASC – Teacher and Student Connection
FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
C1 Record Type KS Extracts TASC Collection K12.Kansas.Collections.KidsCollectionUI.RecordType
Value selected on Report Interface.
C2 Student'sAccountabilitySchool Identifier
Student EnrollmentHistory
Accountability K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD01
K12.Enrollment.SR EnrUser Dd 01 - StateCode
Extract value entered onStudent >Enrollment History >Enrollment Detail. If blank,defaults to State SchoolCode.
C3 Student’s LegalLast Name
Student Demographics Last Name K12.Student.LastName
C4 Student’s LegalFirst Name
Student Demographics First Name K12.Student.FirstName
C5 Student’s LegalMiddle Name
Student Demographics Middle Name K12.Student.MiddleName
C6 Student’sGenerationCode
Student Demographics Suffix K12.Student.Suffix
C7 Student’sGender
Student Demographics Gender K12.Student.Gender Revelation.Gender -State Code
C8 Student’sDate ofBirth
Student Demographics Birth Date K12.Student.Birthdate
C9 Student'sCurrent GradeLevel
Student
C10 Student’s LocalID
Student Demographics Student ID K12.Student.SisNumber
C11 Student’sHispanicEthnicity
Student Demographics Hispanic/Latino K12.Student.HispanicIndicator
Revelation.HispanicEthnicity - Code
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
C12 State StudentIdentifier
Student Demographics KIDSNumber K12.Student.StateStudentNumber
C13 SchoolYear Calculated Calculated based off of the starting year of the school yearthat includes the reportsSubmission Date plus1
(Example: For 2015-2016 with a Submission Date of 9-20-2015 would give you 2015 +1 =2016)
C14 Student’sAttendanceSchool Identifier
Student EnrollmentHistory
Attendance K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03orFor No Shows:K12.EnrollmentInfo.StudentEnrollmentActivity.SrEnrUserDD03
Otherwise, K12.School.StateSchoolCode
K12.Enrollment.SR EnrUser Dd 03
Extract value entered on Student >Enrollment History >Enrollment Detail. If blank, defaults to State SchoolCode.
C15 Student’sComprehensiveRace
Student Demographics Race Revelation.Ethnicity -Code
Select each Race checkbox that applies to the student.When the extract process is run, the following valuesareextracted and concatenated to create a 5-digitComprehensive Race code:
0 =No (the checkbox is blank)
1 =Yes (the checkbox is selected)
The positionsare as follows:
Position 5-White
Position 4-Native Hawaiian or Other Pacific Islander
Position 3-Blankor African American
Position 2-Asian
Position 1-American Indian or Alaska Native
Example: The code assigned to a student identified asAsianand Black: 00110.
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FieldRef# Field
SynergySIS
LocationTab Field Edupoint BO
and PropertyLookupTable Notes
C16 Educator SchoolIdentifier
Based on Assigned Schools
C17 State SubjectArea Code
Course >DistrictCourse
Description State CourseClassification >Subject Area
K12.CourseInfo.MN.CourseMN.SCEDSubjectArea
K12.CourseInfo.MN.MnSced Subject Area
Some districtsmayuse PropertyOverride and direct theK12.CourseInfo.Course.State Course Code to pull fromK12.CourseInfo.State Cat lookup table.
C18 State CourseIdentifier
Course >DistrictCourse
Description State CourseClassification >StateCourseCode
K12.CourseInfo.Course.StateCourseCode
C19 LocalCourse ID Course District Course Course ID K12.CourseInfo.Course.CourseID
C20 Course Status Calculated 01=Enrolled99=Record Submitted in Error
C21 EducatorIdentifier
Staff Staff State ID K12.Staff.StateID If Educator ID hasnot been assigned '9999999999' isacceptable.
C22 Educator’s LastName
Staff Staff Last Name K12.Staff.LastName
C23 Educator’s FirstName
Staff Staff First Name K12.Staff.FirstName
C24 Educator’sMiddle Name
Staff Staff Middle Name K12.Staff.MiddleName
C25 Educator'sDistrict EmailAddress
User Demographics Email K12.SystemInfo.SISUser.Email
Required if Staff ID = '9999999999'
C26 User Field 1
C27 User Field 2
C28 User Field 3
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