Student Management System

2012-2013

Helpful Documents http://www.apscn.org/sis/sis.htm

• SMS Required Fields for State Reporting

*http://www.apscn.org/eschool/eschool.htm

• SIS Code Conversion Chart

• ALE Coding

• Advanced Searches

• SIS Manual 2012-2013

• SIS Manual 2012-2013 Addendum

• ADE Contact List 2012/2013

• Cycle Instructions

• Certification of Data Accuracy

Helpful Documents (con’t) http://www.apscn.org/sis/sis.htm

• Statement of Assurances

• (CCMS) Course Code Management System

*http://adedata.arkansas.gov/ccms in

Commissioner’s Memo LS-12-021 08/30/2011

• (JCMS) Job Code Management System

*http://adedata.arkansas.gov/jcms

Cycle 1

due Sept 30th

• Calendar

• District

• School

• SSN Change

Calendar

• Collected in Cycles 1-7

• Commissioner’s Memo FIN-09-088 6/4/09

States that five (5) extra days should be

built into the calendar as non membership

days using the Day Type of XDY

Social Security Change

• Social Security Number changes for students are pulled

• The correct number is added in Demographics on the Student Main Screen

• The prior incorrect SSN and date of change is tracked in Demographics Screen 999 in the fields designated for this cycle

• Do not make more than one SSN change for a student per Cycle

• Change Date must be a membership day for the student

Cycle 2 due Oct. 15th

• ALE Days

• Calendar

• Class

• Job Assignment

• Register

• Student

ALE Days

• No longer collected by quarter but collects

by student (Cycle 2-7)

• Data is collected from Student

Demographics AE curriculum code

• See ALE Coding Document for additional

information regarding ALE funding

Class

• Class Information is pulled in Cycles 2 & 7

• This includes information about the teacher and the course

• The SIS Course Number is pulled from the first 5 digits of the Course Code in SMS

• The SIS Course Section is a combination of the SMS Course Code and Section or the Teacher Number combined with the Building number

• Period Length

- ALE (min per day)

- Elementary Art, Music, PE (min per week)

Class (con’t)

• Kindergarten Overage Flag must be set if the class has an aide

• Fields from District-defined Screen:

HQT

Distance Learning

College Credit

Institution

Alternative Environment

Special Ed

Distance Learning Providers

LEA, Out of District (vocational center)

Job Assignment

• Job Assignment information for teachers is

collected from the Master Schedule

• Data for positions that do not require a

student count is collected from FMS

Assignment screen

• Make sure all Classified and Non-Teacher

Certified staff have a FTE on the

Assignment screen in FMS for each job

Register

• Register items are pulled in Cycles 2 & 7

• Student schedule information

• The SIS Course Number is pulled from the first 5

digits of the Course Code in SMS

• The SIS Course Section is pulled by combining

the SMS Course Code and Course Section

• The Student’s SSN and State Reporting ID are

pulled from Demographics

Student

• IMMIGRANT STATUS - Yes/No field that indicates if the student is a immigrant student.

Definition:

1. Is between the ages of 3 and 21.

2. Was not born in any state.

3. Has not attended one or more schools in one or more

states for more than three full academic years.

Student (con’t)

• Residency Codes (new/changed) – School Choice: Indicates a student attends a school outside the

student’s resident school district and has transferred via the Arkansas Public School Choice Act.

– Legal Transfer: Indicates a student attends a school outside the student’s resident school district and has transferred via a legal transfer approved by both districts’ school boards.

– School Choice (Opportunity Within the District): Indicates a student attends a school within the student’s resident district and has transferred via the Arkansas Opportunity Public School Choice Act.

– School Choice (Opportunity Outside the District): Indicates a student attends a school outside the student’s resident district and has transferred via the Arkansas Opportunity Public School Choice Act.

– School Choice 1st Time: Indicates a student is a first time participant in choosing to attend a school other than the local school to which they are assigned.

Cycle 3 due Nov 15th

• Calendar

• ALE Days

• Medical Vision

• MEDICAL IMMUNIZATION (grades KF & 07)

• Student

• Student Attendance

Student • Retention - Students in the same grade for two

consecutive years (KF-08)

• Dropouts - Grades 07-12 students who dropped

from Oct 1 of prior year thru Sept 30 of current

year.

• The physical and mailing address is also

collected in this cycle Memo FIN-09-037 Dated

12/17/08

Student Attendance

• Student Attendance (1st Quarter dates)

• Student – Transported and Non-transported

data

Cycle 4

due Dec 15th

• ALE Days

• Calendar

• Special Education data

• Student

Cycle 5

due Feb 15th

• ALE Days

• Student Attendance - 2nd Quarter dates

Cycle 6

due Apr 15th

• ALE Days

• Calendar

• Medical Vision

• Student Attendance - 3rd Quarter dates

• District - Private School data collected

Cycle 7

due Jun 15th

• ALE Days

• Calendars

• Discipline

• Facility Building

• Medical Hearing and Scoliosis

• Register/Class for ALE

• School Configuration - (Minutes per Day)

• Student Attendance - 4th Quarter dates

• Student Grades for grades 09 -12

Discipline

• Codes Cross Walked to State codes will

be pulled

District

• Rank Type information on District Setup is

used to determine which GPA/Rank info is

pulled

• GPA’s pull for students in grades 09-12

Facility Building

• Other Devices: The total number of

equipment such as smart phones, portable

media players, and other Internet mobile

devices that can connect to the Internet for

instructional purposes.

Student Grades

• The mark slot pulled is determined by the

valued entered in the District Setup

• Semester Grades pull for students in

grades 09 -12

• Course Credit Earned is now collected

Cycle 9

due Aug 31st

• Reported Schools is previous year

• Graduates

– Previous year graduates

– Class rank

– Graduation date

QUESTIONS?