Colorado State Reporting Guide - Alamogordo Public Schools · 2018. 8. 28. · TableofContents AboutThisManual 3 ConventionsUsedinThisManual 3 BeforeYouBegin 3 SoftwareandDocumentHistory

SISCOSRG-060116

Colorado State Reporting Guide

Release 2019

June 2018

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 ©2016-2018 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 2016-2018 Edupoint Educational Systems, LLC.

About This ManualEdupoint Educational Systems, LLC. develops software with multiple release dates for the softwareand related documentation. The documentation is released inmultiple volumes tomeet thiscommitment.

This document serves as a reference for Edupoint's recommendations and Best Practices forSynergy processes. Due to the complex nature andmyriad configurations possible within theSynergy software, it is not feasible to include every possible scenario within this guide.

Conventions Used in This Manual

l Bold indicates user interactions such as a button or field on the screen.l Italics indicate the option to select or text to enter.l Notes, Tips, References, and Cautions appear in themargin to provide additional information.

Notes provide additional informationabout the subject.

Tips suggest advanced options orother ways of approaching thesubject.

References list another source ofinformation, such as another manualor website.

Cautionswarn of potential problems.Take special care when readingthese sections.

Before You Begin

Before installing any of the Edupoint family of software products, be sure to review the systemrequirements andmake sure the district’s computer hardware and softwaremeet theminimumrequirements.

Software and Document History

DocumentVersion

ReleaseDate

SoftwareRelease Description

5.0 May 2017 2018

Updates:

l Added Filter Group Definitions.

l Added Report Card March Extract.

l Updated SDA Extracts to note included incident logs.

Colorado State Reporting Guide 3

Copyright 2016-2018 Edupoint Educational Systems, LLC

DocumentVersion

ReleaseDate

SoftwareRelease Description

6.0 Dec 2017 2018.01

Updates:

l Renamed SDA Aggregate Attendance File to SDA Attendance Fileand updated extract description in School Discipline andAttendance Extracts

l Removed note on Continuous processing in School AssociationFile since this is no longer reported and added Non-SchoolProgram displaying in extract in Student Interchange

l Added note about when the Special Program Code on the Studentscreen reports as the Post-Secondary Value in Post-SecondaryCourse Setup

7.0 Jun 2018 2019

Updates:

l Added K12.Setup.CO.Finalgradecoursecompletion andK12.SeclusionRestraintInfo.Restraint Code to Lookup Tables

l Updated K12.ProgramInfo.ELL Idea Level Lookup Table

l Updated Configuring District State Requirements to include DefaultFinal Grade / Course Completion option

l Added Setting a School Default Value

l Added Entering Out of School Suspension Days

l Added Weapon Descriptions and Alt Codes to District DisciplineCode Setup in Discipline and Discipline Incident Setup

l Added Weapon Description Column to School Discipline andAttendance Extracts

l Added Identifying Victims and Offenders

l Added Entering Restraint and Seclusion Information

l Added Marking Students as Transferred to Alternative School

l Reorganized School Setup chapter

4 Colorado State Reporting Guide

Edupoint Proprietary and Confidential

Table of Contents

About ThisManual 3

ConventionsUsed in ThisManual 3

Before You Begin 3

Software and Document History 3

Table of Contents 5

Chapter 1: Overview 9Colorado Reporting Overview 10

Data Collection 10

Data Verification 11

Data Submission ProcessOverview 11

Setup ProcessOverview 12

Chapter 2: Lookup Table Setup 13Lookup TablesOverview 14

Maintaining Lookup Tables 14

Lookup Table Definitions 15

Lookup Table Entries 17

K12.Grade 17

K12.Graduation Status 18

K12.Language 18

K12.CourseInfo.AP Code 18

K12.CourseInfo.Instructional Level 19

K12.CourseInfo.Provider Description 19

K12.Demographics.Year End Status 19

K12.Enrollment.Enter Code 19

K12.Enrollment.Instructional Setting 20

K12.Enrollment.Leave Code 20

K12.Enrollment.Special ProgramCode 20

K12.Enrollment.Tuition Payer Code 21

K12.ProgramInfo.ELL DesCode 21

K12.ProgramInfo.ELL Idea Level 21

K12.ProgramInfo.ELL ProgramCode 22

K12.ProgramInfo.FRMCode 22

K12.ProgramInfo.Gate Category 22



K12.ProgramInfo.NighttimeResidence 23

K12.ProgramInfo.SPED Concurrency 23

K12.ScheduleInfo.Staff Responsibility 23

K12.ScheduleInfo.TermCodes 24

K12.SeclusionRestraintInfo.Restraint Code 25

K12.Setup.CO.Finalgradecoursecompletion 25

K12.Setup.District Number 26

Revelation.Country 26

Revelation.Ethnicity 26

Revelation.State 27

Chapter 3: Organization Setup 28District Information Setup 29

School Information Setup 31

Chapter 4: District Setup 32Configuring No Shows 33

Configuring ProgramExits 35

Configuring District State Requirements 36

Chapter 5: School Setup 37Setting a School Default Value 38

Report CardMarch Setup 40

Marking School Categories 41

Excluding fromState Reporting 42

Enabling College Credit 43

Chapter 6: Program Setup 44Defining Needs and Programs 45

Chapter 7: Data Entry 47Collecting Student Data 48

Other Info Tab 50

Enrollment Tab 51

Enrollment History Tab 54

Importing Student State IDs 55

Entering Out of School Suspension Days 56

Identifying Victims andOffenders 57

Entering Restraint and Seclusion Information 57



Marking Students as Transferred to Alternative School 58

Chapter 8: Calculation Processes 60Instructional Hours Calculation Process 61

Continuous and Funding Process 63

Colorado Continuous 64

Continuous in District/Continuous in School Examples 65

Chapter 9: Other Setup 67CTE Setup 68

District Course 68

MarkDefinition 69

CTE Programs 69

Discipline and Discipline Incident Setup 71

District Discipline Code Setup 71

District Disposition Code Setup 73

Student Setup 75

Instructional Setting 75

HomeBased 76

Pupil Attendance 77

Post-Secondary Course Setup 78

Assigning Staff Roles 80

Include Credit Setup 81

Creating Filter Group Definitions 82

Chapter 10: Student Record Extracts 84Records Integrated Tracking System (RITS) 85

Student Interchange 86

Student Demographic File 86

School Association File 88

Student Advanced Course Completion File 89

Teacher Student Data Link Interchange 90

Teacher Student Data Link Course Enrollment File 90

Teacher Student Data Link Course Instructor File 92

Title 1 Interchange File 93

Discipline Interchange 94

School Discipline and Attendance Extracts 95



SDA Discipline by Action File 96

SDA Discipline Demographic File 98

SDA Attendance File 99

SDA Firearm (GFSA) Discipline File 100

Career and Technical Education Extracts 101

CTEMiddle School File 101

CTE Secondary File 103

Report CardMarch Extract 104

Chapter 11: Reports 105ReportsOverview 106

STU425 – Student Continuous StatusReport 108

STU426 – Student Scheduled Hours Report 109



Chapter 1:Overview

Colorado Reporting Overview 10Data Submission Process Overview 11Setup Process Overview 12

10 Colorado State Reporting GuideChapter 1: Overview

Colorado Reporting OverviewThis guide illustrates the setup and configuration features for Colorado users, including the screensand information needed to report data to the Colorado Department of Education (CDE). Thismanual supplements the standard documentation of Synergy SIS and only covers processes andfunctionality specific to the state of Colorado.

Synergy SIS provides a seamless process to report the required data to the CDE. Some of thenotable reporting features include:

l District-level Data Collection – You can upload data for the entire district, not separateuploads for individual schools.

l Yearly Compliance Updates – Synergy SIS updates every year to reflect changeswith CDEreporting and state regulations. Edupoint provides these updates to districts with an activesupport andmaintenance contract at no additional cost.

Data Collection

The state of Colorado requires data to be collected and submitted to the CDE in the followingscheduled extracts:

l Record Integration Tracking System (RITS)l Student Interchange

l Student Demographic Filel Student Association Filel Student Advanced Course Completion File

l Teacher Student Data Link

l Course Enrollment Filel Course Instructor File

l Title I Interchange Filel Discipline Interchange Filel School Discipline and Attendance Extracts

l SDA Discipline by Action Filel SDA Discipline Demographic Filel SDA Attendance Filel SDA Firearm (GFSA) Discipline File

l Career and Technical Education Extracts

l CTEMiddle School Filel CTE Secondary School File

l Report CardMarch Extract


Colorado State Reporting GuideChapter 1: Overview 11

You can enter student enrollment information into the Student screen as part of the normalenrollment process. You can also enter attendance information into Synergy SIS as part of thenormal attendance taking procedure, and enter information regarding student participation in specialprograms (such as ELL) into screenswithin the Student Programsmodule.

Data Verification

While administrators can set data entry fields asmandatory to ensure users enter correctinformation, the approach is not practical in the caseswhere data is unavailable at the time of entry.Synergy SIS instead validates data when uploading information to the CDE using the transactionvalidation rules from the state. These validation rules update when the statemodifies them.

Synergy SIS creates a PDF report after the file creation processcompletes that contains a summary of all information, including one Excelspreadsheet per extract containing any errors or invalid data.

Data Submission Process OverviewCDE reporting in Synergy SIS consists of the following steps:

1. Creation – Synergy SIS generates a report of all included students and any errors that requirereview, and creates a final file for the state.

2. Upload – Clients upload the generated text file to the CDE. Users should also save this file fortheir records.

3. Verify – Verify the data sent to the CDE. The state provides reports showing any errors.

See Student Record Extracts for more information on extracts.

The Student screen collects themajority of student information required by the CDE. The COmodule in Synergy SIS contains extracts and state setup screens.

Synergy SISPAD Tree


12 Colorado State Reporting GuideChapter 1: Overview

Setup Process OverviewBefore starting the state setup process, you should complete the Attendance and Student setup,and gather the following information:

l A current list of valid data codesl A list of special needs programs in use at each school. Each district must offer ELL andSpecial Education programs, though schools can offer additional programs.

l An administrative Synergy SIS login with access to all schools and district-level datal All state-assigned District Codes and School Codes. The reporting process requires thesecodes to ensure that data is credited to the correct district and school.

l Any additional Synergy SIS guides for reference

The setup and configuration steps for reporting data to the CDE consist of the following:

1. Lookup Table Setup2. Organization Setup3. District Setup4. School Setup5. Colorado Extract Required Setup


Colorado State Reporting GuideChapter 2: Lookup Table Setup 13

Chapter 2:Lookup Table Setup

Lookup Tables Overview 14Lookup Table Definitions 15Lookup Table Entries 17


14 Colorado State Reporting GuideChapter 2: Lookup Table Setup

Lookup Tables OverviewVarious screenswithin Synergy SIS have several drop-down lists where you select pre-populatedvalues. Synergy SIS stores these values in lookup tables, which you canmodify on the LookupTable Definition screen.

Certain tables are product-owned and locked for editing by Synergy SIS.

Maintaining Lookup Tables

1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Locate the table tomodify.

Instructional Level Lookup Table

3. ClickAdd to add a new line.4. Enter the following values:

l ListOrder – The order that values display in the dropdown list. If left blank, values aresorted byCode and Description.

l Code – A five-character value used to link tables in the database. This valuemay bethe same code used by the state or designed by the district.

l Description – The name that appears in the listl Other SIS – If converting data from another student records system, this is the valuefrom the previous system. (Optional)

l State Code – The state required code used for state reportingl Alt Code 3 – An alternative code used for specific reports. Synergy SIS guides specifyif this value is required.

l Alt Code SIF/Ed-Fi Code – Codes used if schools participate in specific programs oruse specific features. Synergy SIS guides specify if this value is required.

l Status – Start and end dates used to activate/ deactivate a code for a specific year.Deactivated codes remain in tables, but you cannot use them on new records.

5. ClickSave.

Synergy SIS uses codes entered in theState Code column for anystate reporting. If noState Code exists, Synergy SIS uses thevalue in theCode column.



Lookup Table DefinitionsThere are several lookup tables required for the state extract reports. Set up these tables with staterequired codes, such as county codes and grade codes. As these codes can change at any time, seethe CDE website for updates.

See the CDE website at http://www.cde.state.co.us/datapipeline/org_orgcodes for current code values.

Lookup Value Colorado Reporting Data Element

K12

Grade Grade Level

Graduation Status Graduation Status

Language Language Background

K12.CourseInfo

AP Code Advance Placement Course 1-10

Instructional Level Post-Secondary Program Enrollment

Other Provider Desc Post-Secondary Institution

K12.Demographics

Year End Status Retention Next School Year

K12.Enrollment

Enter Code Entry Type

Instructional Setting Special Education Transition

Leave Code Exit Withdraw Type

Special Program Code ASCENT Program Code

Tuition Payer Code Tuition Payer Code

K12.ProgramInfo

ELLDes Code ESL Program

ELL Idea Level Language Proficiency

ELL Program Code Bilingual Program

FRM Program Code FRMCode

Gate Category Gifted and Talented Area

Nighttime Residence Nighttime Residence

SPED Concurrency Program Code


http://www.cde.state.co.us/datapipeline/org_orgcodes



K12.Setup

District Number Parents Residence for Non-Resident Students District

K12.ScheduleInfo

Staff Responsibility Staff Role

Team Teaching Add Team Teaching

Term Codes Term Codes

Revelation

Country Parents Residence for Non-Resident Students Country

Ethnicity Ethnicity

State Parents REsidence for Non-Resident Students State

Do not change or remove table code values already in use. Only changetheState Code column value for the corresponding state table. If a codemust be removed from use, delete theState Code value and useYearStart andYear End to inactivate codes.



Lookup Table Entries

K12.Grade

Grade Lookup Table

Code Description State Code

090 K 007

110 01 010

120 02 020

130 03 030

140 04 040

150 05 050

160 06 060

170 07 070

180 08 080

190 09 090

200 10 100

210 11 110

220 12 120

250 Grad

080 PK 004

350 5C 050

400 8C 080



K12.Graduation Status

You can use 90 as theState Code for any valid graduation status to report on the SchoolAssociation File.

Graduation StatusLookup Table

K12.Language

Language Lookup Table

K12.CourseInfo.AP Code

ApCode Lookup Table



K12.CourseInfo.Instructional Level

Instructional Level Lookup Table

K12.CourseInfo.Provider Description

Provider Description Lookup Table

K12.Demographics.Year End Status

Year End StatusLookup Table

K12.Enrollment.Enter Code

Enter Code Lookup Table



K12.Enrollment.Instructional Setting

InstructionalSetting Lookup Table

K12.Enrollment.Leave Code

Leave Code Lookup Table

K12.Enrollment.Special Program Code

Special ProgramCode Lookup Table



K12.Enrollment.Tuition Payer Code

Tuition Payer Code Lookup Table

K12.ProgramInfo.ELL Des Code

EllDesCode Lookup Table

K12.ProgramInfo.ELL Idea Level

Ell Idea Level Lookup Table



K12.ProgramInfo.ELL Program Code

Ell ProgramCode Lookup Table

K12.ProgramInfo.FRM Code

FrmCode Lookup Table

K12.ProgramInfo.Gate Category

Gate Category Lookup Table



K12.ProgramInfo.Nighttime Residence

Nighttime Residence Lookup Table

K12.ProgramInfo.SPED Concurrency

SPED ConcurrencyLookup Table

Code Description State Code

0044 Cooper Home 18-21 Transition Program 0044

0045 Community Connections 18-21 Transition Program 0045

0046 Project SEARCH 18-21 Transition Program 0046

0016 InSteps 18-21 Program 0046

K12.ScheduleInfo.Staff Responsibility

The Teacher Student Data Link Course Instructor File reports Staff Roles. Synergy SIS pulls staffroles from the Team Teaching option andResponsibility options on the Section screen.

You can use 99 as theState Code for any staff to exclude from the TSDLCourse Instructor File.

Staff Responsibility Lookup Table



K12.ScheduleInfo.Term Codes

TermCodesLookup Table

ListOrder Code Description Other SIS State Code

1 Q1 Quarter 1 Q1 S1




5 S1 Semester 1 S1 S1

6 S2 Semester 2 S2 S2

7 S1E S1E S1E S1

8 SA SA SA

9 SS Summer School SS YR

10 H1 Hexter 1 H1 S1






16 T1 Trimester 1 T1 S1



19 YR Year YR YR



K12.SeclusionRestraintInfo.Restraint Code

Restraint Code Lookup Table

K12.Setup.CO.Finalgradecoursecompletion

Add the state-defined valueswith the appropriateState Codes shown below for use with the TSDLCourse Enrollment extract.

Finalgradecoursecompletion Lookup Table

Description State Code

Completed – NoCredit/NoGrade/NoMark 1

Completed – Pass 2

Completed – Satisfactory 3

Completed – Unsatisfactory 4

Completed – Fail 5

Incomplete – NoCredit/NoGrade/NoMark 6

Withdrew –NoCredit/NoGrade/NoMark 7



K12.Setup.District Number

District Number Lookup Table

Revelation.Country

Country Lookup Table

Revelation.Ethnicity

Ethnicity Lookup Table



Revelation.State

State Lookup Table


Chapter 3:Organization Setup

District Information Setup 29School Information Setup 31

Colorado State Reporting GuideChapter 3: Organization Setup 29

District Information SetupYou enter information for districts and schools on theOrganization screen. The state assigns districtnumbers, which Synergy SIS uses to credit extract data to the correct district.

1. Navigate toSynergy SIS > System > Setup > Organization.2. Select the District Name. Additional information appears on the right.3. Enter theDistrict Number.4. Enter the five-digitAlt ID. This is the Special Education Administrative Unit/District Code.

For yourDistrict Number and Alt ID, visithttp://www.cde.state.co.us/datapipeline/org_orgcodes and click thebulleted link for District/BOCES Codes.

5. Enter any additional data for the district.

Organization Screen, Organization Detail



30 Colorado State Reporting GuideChapter 3: Organization Setup

6. Upload any district logos and images in the Images section.

a. ClickAttach. The upload screen appears.

Organization Screen, Organization Detail

b. ClickUpload.

File Upload Screen

7. ClickSave.


Colorado State Reporting GuideChapter 3: Organization Setup 31

School Information SetupThe state assigns unique CTDS codes to schools which Synergy SIS uses for extract reporting.

1. Navigate toSynergy SIS > System > Setup > Organization.2. Expand the district to view a list of school types.3. Expand the school type and select the school. Additional information appears on the right.4. Enter theSchool Code. This code is generally the local building number.

Organization Screen, SchoolDetail

5. Enter theState CTDS Code in the Other Information section. This code is the state-assignedbuilding code.


6. SelectAlternative School in the Alternate Information section, if necessary.


7. Enter any additional data for the school.8. Upload any school images or logos in the Image section.9. ClickSave.


Chapter 4:District Setup

Configuring No Shows 33Configuring Program Exits 35Configuring District State Requirements 36

Colorado State Reporting GuideChapter 4: District Setup 33

Configuring No ShowsYoumust enable two settings in order to collect Leave Codes and Leave Dates for studentsmarkedNo Show.

1. Navigate toSynergy SIS > System > Setup > District Setup.2. Select theSystem tab.3. SelectAllow “No Show”.4. SelectRequire Summer Withdrawal Code/Date For “No Show”.5. SelectDo Not Clear Summer Withdrawal Code and Date.

District Setup, System Tab

6. ClickSave.

The following displays examples of students reporting as no shows on the School Association File:

Example 1 – No prior year enrollment

SchoolYear School Enter

DateLeaveDate

SummerWithdrawal

Report No-Show

2015-2016 School A 8/1/15 NO

Example 2 – Completed prior year and no-show at same school


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School A 8/1/15 YES

Example 3 – Completed prior year and no-show at different school


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School B* 8/1/15 YES

*Denotes a student enrolled in a different school


34 Colorado State Reporting GuideChapter 4: District Setup

Example 4 – Did not complete prior year and no-show at same school


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14 12/19/14

2015-2016 School A 8/1/15 NO

Example 5 – Did not complete prior year and no-show at different school


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14 12/19/14

2015-2016 School B* 8/1/15 NO


Example 6 – Return to same school after first day


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School A 8/1/15 YES

2015-2016 School A 8/31/15

Example 7 – Return to different school after first day


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School A 8/1/15 YES

2015-2016 School B* 8/31/15*Denotes a student enrolled in a different school

Example 8 – Return to same school on first day


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School A 8/1/15 NO

2015-2016 School A 8/19/15

Example 9 – Return to different school on first day


DateLeaveDate

SummerWithdrawal

Report No-Show

2014-2015 School A 8/19/14

2015-2016 School A 8/1/15 NO


Colorado State Reporting GuideChapter 4: District Setup 35

Example 9 – Return to different school on first day


DateLeaveDate

SummerWithdrawal

Report No-Show

2015-2016 School B* 8/19/15


Configuring Program ExitsTheAuto-Generate Needs Transactions option uses the enrollment history of a student toautomatically exit and re-enroll a student from all programs during school-to-school transfers. Thisoptionmust be enabled for CDE submission.

1. Navigate toSynergy SIS > Student Programs > Setup > Program Exit Codes.2. SelectAuto-Generate Needs Transactions.

ProgramExit CodesScreen

3. ClickSave.


36 Colorado State Reporting GuideChapter 4: District Setup

Configuring District State Requirements1. Navigate toSynergy SIS > CO > Setup > District State Requirements.2. Enter the Continuous in Colorado Dates to use the last enrollment date designated by the

CDE to count students as continuous.

TheGrade 11 Date andOther Date are generally two years priorto the current year.

3. Enter the Continuous in School and District Dates to use the snapshot date designated by theCDE.

This is generally October 1st of the current school year.

4. Enter theCarnegie Divisor.5. Select a value forDefault Final Grade / Course Completion. Selecting this TSDL default

value includes this value for any student in the district enrolled in a course that does not have acorresponding final grade stored in Student Course History.

The previously allowed value of 00 for students who do not havefinal grades in Course History is no longer valid.

District State RequirementsScreen

6. ClickSave.


Chapter 5:School Setup

Setting a School Default Value 38Report Card March Setup 40Marking School Categories 41Excluding from State Reporting 42Enabling College Credit 43

38 Colorado State Reporting GuideChapter 5: School Setup

Setting a School Default ValueSelecting a TSDLCourse Enrollment default value on the School State Requirements screenincludes this value for any student in the school enrolled in a course that does not have acorresponding final grade stored in Student Course History.

This overrides the value selected at the district level.

1. Navigate toSynergy SIS > CO > Setup > School State Requirements.2. Select aDefault Final Grade / Course Completion option.

SchoolState RequirementsScreen

3. ClickSave.

TSDL Course Enrollment Extract Example with Final Grade Reported on Student CourseHistory

TSDLCourse Enrollment Extract Output


Colorado State Reporting GuideChapter 5: School Setup 39

TSDL Course Enrollment Extract Example with No Final Grade Reported on StudentCourse History

This example uses a default value of 7 set on the District StateRequirements screen.

TSDLCourse Enrollment Extract Output



Report Card March SetupUse the Report CardMarch extract to report the details specific to your school.

1. Navigate toSynergy SIS > CO > Setup > School State Requirements.2. Select theReport Card March tab.3. Select the items that apply to the school.4. Enter theProfessional Development Days for the school, if applicable.

Enter up to 4 numeric characters. Decimals count as a character.For example, 2.75 is four characters.

5. Select the evidence-based bullying programs that your school uses, if applicable.

If usingHome Grown orOther, enter the description in the textfield. The description can be up to 50 characters.

SchoolState RequirementsScreen, Report CardMarch Tab

6. ClickSave.



Marking School CategoriesYou can set schools in different categories:

l Regularl Onlinel Single District Online Programl CertifiedMultiple District Online Programl Colorado Preschool Programl PK Special Educationl HomeBased

Synergy SIS uses these categories to calculate a student’s funding status in the School Associationextract.

1. Navigate toSynergy SIS > System > Setup > School Setup.2. Select theSchool Category in the Type Information section.

SchoolSetup Screen

3. ClickSave.



Excluding from State ReportingCertain schools do not participate in state reporting. Before enabling this option, ensure that theproper school is set as the focus.

1. Navigate toSynergy SIS > System > Setup > School Setup.2. SelectExclude from State Reporting in the Other Info section.

SchoolSetup Screen

3. ClickSave.



Enabling College CreditDistricts have the option of turning on College Credit by individual school, to mark students as post-secondary at the student level rather than the course level. Youmust enable this feature at eachsecondary school in order for the College Credit column to appear on the Section screen.

1. Navigate toSynergy SIS > System > Setup > School Setup.2. SelectEnable College Credit in the Other Info section.

SchoolSetup Screen

3. ClickSave.


Chapter 6:Program Setup

Defining Needs and Programs 45

Colorado State Reporting GuideChapter 6: Program Setup 45

Defining Needs and ProgramsThis section outlines the specific setup needed for programs reported to the state. Review existingprograms to ensure that these programs have proper state code values, or add a new programusing the steps below.

Needs/ProgramsDefinition Screen

1. Navigate toSynergy SIS > Student Programs > Setup > Needs/Programs Definition.2. ClickAdd.3. Enter theState Code,Description, andSchool Based values shown in the following table:

State Code Description School Based

01 Title 1 (Schoolwide) Yes

02 Expelled Program No

03 Migrant No

04 Immigrant No

05 Refugee No

06 Homeless No

07 504 Plan No

08 Title 1 (Target Assisted) No

10 Teen Parent No

11 READ Plan No

12 Opportunities Unlimited No

4. Select theEd-Fi Code.5. Enter the Federal Code, if necessary.6. Enter the Locale, if necessary.


46 Colorado State Reporting GuideChapter 6: Program Setup

7. Select theReporting School, if necessary.

Needs/ProgramsDefinition (Add) Screen

8. ClickSave.


Chapter 7:Data Entry

Collecting Student Data 48Importing Student State IDs 55Entering Out of School Suspension Days 56Identifying Victims and Offenders 57Entering Restraint and Seclusion Information 57Marking Students as Transferred to Alternative School 58

48 Colorado State Reporting GuideChapter 7: Data Entry

Collecting Student DataThe Student screen contains all student information required for Colorado state reporting. Youmustcomplete the following fields to ensure proper reporting.

1. Navigate toSynergy SIS > Student > Student.2. Modify the fields as needed.

Student Screen

Field Required Note

Last Name Yes Student’s Last Name

First Name Yes Student’s First Name

Middle Name Yes Student’s Middle Name

Suffix No Student’s Legal Name Suffix*

Perm ID Yes Local ID (LASID)

Grade Yes Grade Level

Gender Yes Student’s Gender

Home Language Yes Language Background

State ID Yes Student’s State ID (SASID)

Birth Date Yes Student’s Date of Birth

Email No Student’s Email Address

The Suffix is part of theStudent Last Namewhen extracted forstate reporting.


Colorado State Reporting GuideChapter 7: Data Entry 49

Student Screen

Field Required Note

Hispanic/Latino Yes Student’s Ethnicity: Hispanic or Latino

Race Yes Student’s Race

Student Screen

Field Required Note

Address No Student’s Address

City No Student’s Address City

State No Student’s Address State and State of Parent’sResidence for Non-Residence Students

Zip No Student’s Address Zip

District ofResidence byAddress

No District of Parent’s Residence

Reason forAttendance No Reason for attending outside of boundary

Student Screen

Field Required Note

Primary No Student’s Primary Phone

Phone No Student’s Secondary Phone



Other Info Tab

1. Navigate toSynergy SIS > Student > Student.2. Select theOther Info tab.3. Modify the fields as needed.

Student Screen, Other Info Tab

Field Required Note

General EquivalencyDiploma No Attends District FundedGED Program

CSAP AlternateAssessment Participation No Alternate Assessment Participant

Country of Citizenship No Country of Parent’s Residence for Non-Residence Students

Non-Citizen Type No Foreign Exchange Student

Pupil Attendance Information No Pupil’s Attendance Information

Year End Status No Retention Code



Student Screen, Other Info Tab

Field Required Note

Graduation Date No Graduation Date

Graduation Status No Graduation Status

Enrollment Tab

1. Navigate toSynergy SIS > Student > Student.2. Select theEnrollment tab.



3. Modify the fields as needed.

Student Screen, Enrollment Tab

Changesmade in the Enrollment Activity section require you toenter anEffective Date. If entering data unrelated to statereporting, you can enter the Last Activity Date to update existingstudent information.

Field Required Note

Enter Date Yes Entry Date

Enter Code Yes Entry Type

Leave Date No Exit Withdraw Date

Leave Code No Exit Withdraw Type

Tuition PayerCode No Contractual Agreement with Third Party

Educators/Program

InstructionalSetting No Special Education Transition

Special ProgramCode No ASCENT Program or ASCENT Carry Forward

HomeBased No HomeBased Education (single student)

Primary School No Primary School

If Special Program Code is left blank, the value defaults toASCENT Program.




Field Required Note

Continuous inDistrict No Continuous in District (calculated)

Continuous inSchool No Continuous in School (calculated)

Continuous in State No Colorado Continuously (calculated)

State FundingStatus No Public School Finance Funding Status

(calculated)

Entry/Re-Entry Type Yes Indicates US or State Entry

Entry/Re-Entry Date Yes DateMost Recently Enrolled in U.S.



Enrollment History Tab

TheEnrollment History tab contains the enrollment records for the student.

1. Navigate toSynergy SIS > Student > Student.2. Select theEnrollment History tab.3. Click theEnter Date to modify the record. The Enrollment History screen opens.

Student Screen, Enrollment HistoryTab

4. ClickShow Detail.

Enrollment HistoryScreen



5. Modify the information as needed.

Enrollment HistoryScreen, SchoolEnrollment Detail

6. ClickSave.

Importing Student State IDsYou can import Student State IDs from the CDE through the State Import Processes screen.

1. Navigate toSynergy SIS > CO > State Import Processes.2. ClickAdd. The upload window appears.3. ClickBrowse to locate the file to upload.4. ClickUpload. The window closes.5. SelectAllow State IDs to be changed if they already exist to override any existing state

IDs assigned to students on the Student screen.6. Select the File Type.7. ClickSave.8. ClickProcess File.

State Import ProcessesScreen

TheErr Log File column generates an error log after processing ifany errors occurred.



Entering Out of School Suspension DaysTotals for daysmissed due to out of school suspension generate based on the reassignment Daysentered for Out of School Suspension dispositions in Student Incident.

1. Navigate toSynergy SIS > Discipline Incident > Student Incident.2. ClickShow Detail for the applicable incident.3. Enter the totalDays for the suspension.

Student Incident Screen, Discipline IncidentsDetail

4. ClickSave.



Identifying Victims and OffendersTo count a student in theReported/Disciplined columns on the SDA Demographic output, youmust identify the student’s Incident Role on the Incident record. Students identified asVictimsdisplay in theReported columns and students identified asOffenders display in theDisciplinedcolumns.

1. Navigate toSynergy SIS > Discipline Incident > Incident.2. Select theParticipants tab.3. Select an Incident Role for each student in the Students Involved section.

IncidentsScreen, ParticipantsTab

4. ClickSave.

Entering Restraint and Seclusion InformationTo count the student in theSeclusion and Restraint columns on the SDA Demographic output,the student must have this information indicated on the Student Incident disposition detail.

1. Navigate toSynergy SIS > Discipline Incident > Student Incident.2. ClickShow Detail for the applicable incident.3. Click theDetail icon associated with the disposition. The Student Disposition screen opens.




4. ClickAdd in the Seclusion/Restraint section to add a new line.5. Enter all necessary details.

Student Disposition Screen

6. ClickSave.

Marking Students as Transferred to Alternative SchoolTo count the student in the Transferred to Alternative School column on the SDA Demographicoutput, the student must have this information indicated on the Student Incident disposition detail.

1. Navigate toSynergy SIS > Discipline Incident > Student Incident.2. ClickShow Detail for the applicable incident.3. Click theDetail icon associated with the disposition. The Student Disposition screen opens.




4. Select Transferred to Alternative School.

Student Disposition Screen

5. ClickSave.


Chapter 8:Calculation Processes

Instructional Hours Calculation Process 61Continuous and Funding Process 63

Colorado State Reporting GuideChapter 8: Calculation Processes 61

Instructional Hours Calculation ProcessIn order to determine a student’s funding status for the School Association extract, districtsmust runa calculation process. This process examines the School Calendar, Bell Schedule, and PeriodRotations screens, aswell as student class enrollment to calculate a student’s instructional hours asof October 1st.

Students who enroll in Semester 1 classes late still receive credit as ifattending for the entire semester. For example, if the school enrolls andschedules a student into Hexter 2 and 3 classes, the Instructional Hoursprocess duplicates the Hexter 2 classes for Hexter 1.

You can run this process before October 1st, but you should also run a specific process for October1st for a final calculation. The process calculates the hours and records them inStudentInstructional Hours on theClasses tab of the Students screen.

1. Navigate toSynergy SIS > Schedule > Setup > Calculation Processes.2. Select the Term Code.3. Select theDate Start andDate End. This designates the date range for calculation when

terms do not fit standardmodels, such aswith trimesters.4. Enter the Time of Day. This allows districts to schedule the process to run after school hours.5. Enter theDefault Start Amount. This gives every student a starting value. Students enrolled

on or after October 1stwith no schedule receive the default amount.


62 Colorado State Reporting GuideChapter 8: Calculation Processes

6. Select Turn on Nightly Process to Run Calculation Process if the process is scheduledfor after school hours.

You can select from a list ofOrganizations to run the process for ifviewing the district as the Focus. If viewing a school as the Focus, thisoption is not available.

Calculation ProcessesScreen

Calculation ProcessesScreen

7. ClickSave.

You can also clickRun Process Immediately if not scheduling theprocess for later.



Continuous and Funding ProcessTheContinuous and Funding Process populates theColorado Continuous,Continuous inDistrict,Continuous in School, and Funding Status fields. This process reviews theUSEntry/Re-entry andState Entry/Re-Entry options in theEnrollment tab of the Student screen.You should run this process regularly, as a student’s continuous data can change based on entriesand exits throughout the school year.

1. Navigate toSynergy SIS > CO > State Processes.2. Select the Time of Day for the process to run.3. Select Turn on Nightly Process to Calculate Continuous and Funding Status Fields if

running the process after hours.

State ProcessesScreen

4. ClickSave.

You can also clickRun Process Immediately if not scheduling theprocess for later.



Colorado Continuous

Valid values for this process are 1-Yes and 0-No, and students in preschool to twelfth grade areprocessed for the extract. By default, students in preschool through second grade aremarked as 0-No, unless a student repeats third grade. Students can still count as continuous in district or schoolfor these grades.

If a student repeats third grade, they aremarked 1-Yes is present on the count day andmeet criteriafor continuous enrollment. For non-repeating students in third grade, and students in other grades,enter aYear End Status value ofR. See the following tables for examples.

Repeating Grades – Scenario 1

Year School EnterDate

LeaveDate Grade Note

YearEndStatus

Entryinto CO

Cont.CO

2014 School A 9/15/14 9/30/14 2 Promoted 9/5/11 No

2014 School A 10/1/14 3 Retained R 9/5/11 No

2015 School A 9/18/15 3 9/5/11 Yes


Year School EnterDate

LeaveDate Grade Note

YearEndStatus

Entryinto CO

Cont.CO

2014 School A 9/15/14 9/30/14 3 Demoted 9/5/11 No

2014 School A 10/1/14 2 Promoted P 9/5/11 No

2015 School A 9/18/15 3 9/5/11 Yes


Year EnterDate

LeaveDate Grade Note Year End

StatusEntry into

COCont.CO

2011 9/5/11 K 9/5/11 No

2012 9/10/12 1 9/5/11 No

2013 9/6/13 2 Retained R 9/5/11 No

2014 9/8/15 2 9/5/11 No

2015 9/18/15 3 9/5/11 Yes



Continuous in District/Continuous in School Examples

For both processes, students present on theOctober count day are considered continuouslyenrolled if they do not missmore than 10 cumulative days between theOctober count and thecurrent date. Valid values for the process are 1-Yes and 0-No. If a school is not in session, thosedays are not counted as part of the cumulative days. See the following tables for examples.

TheN/E Totals column represents the total days the student was notenrolled.

Scenario 1a – One School Enrollment

School Enter Date Leave Date Cont. School Cont. District N/E Totals

School A 8/19/15 9/29/15 No No 0

Scenario 1b – One School Enrollment


School A 8/19/15 Yes Yes 0

Scenario 1c – One School Enrollment


School A 10/1/15 Yes Yes 0

Scenario 1d – One School Enrollment


School A 10/2/15 No No 0

Scenario 2a – Two School Enrollments

School Enter Date Leave Date Cont.School

Cont.District N/E Totals

School A 8/19/15 9/30/15 No Yes* 0

School B 10/1/15 Yes Yes 0

*Since the student is present on 10/1 and has not missed 10 cumulative days, theyare continuous in district.

Scenario 2b – Two School Enrollments


School A 8/19/15 9/30/15 No No 0

School B 10/2/15 No No 0

Scenario 2c – Two School Enrollments


School A 8/19/15 10/1/15 Yes Yes 0



Scenario 2c – Two School Enrollments


School B 10/5/15 No Yes 1

Scenario 2d – Two School Enrollments


School A 8/19/15 10/1/15 Yes Yes 0

School B 10/20/15 No No 12

Scenario 3a – Non-Continuous School Enrollments


School A 8/24/15 10/2/15 Yes Yes 0

School B 10/6/15 10/9/15 No Yes 1


Scenario 3b – Non-Continuous School Enrollments


School A 8/24/15 10/2/15 Yes Yes 0

School B 10/5/15 10/9/15 No Yes 0


Scenario 3c – Non-Continuous School Enrollments


School A 8/24/15 10/2/15 Yes Yes 0

School B 10/6/15 10/9/15 No Yes 1


Scenario 3d – Non-Continuous School Enrollments


School A 8/24/15 10/2/15 Yes Yes 0

School B 10/5/15 10/7/15 No Yes 0

School A 10/9/15 No Yes 1


Chapter 9:Other Setup

CTE Setup 68Discipline and Discipline Incident Setup 71Student Setup 75Post-Secondary Course Setup 78Assigning Staff Roles 80Include Credit Setup 81Creating Filter Group Definitions 82

68 Colorado State Reporting GuideChapter 9: Other Setup

CTE SetupCareer and Technical Education (CTE) courses allow students to fulfill CTE program requirementsdesignated by the state. This section describes the specific fields needed for each screen withinSynergy SIS to properly trackCTE information.

See theSynergy SIS –Grading and Course History Administrator Guidefor more information on CTE programs.

See theSynergy SIS – Schedule and CourseGuide for more informationon creating courses.

District Course

Each CTE coursemust have the following field information entered on the District Course screen.

1. Navigate toSynergy SIS > Course > District Course.2. Locate the course tomodify.3. Select theCourse Level in the Carl Perkins / CTE Programs section.4. Enter theCTE Credits Req. If left blank, Synergy SIS uses theCredit field instead.5. Select theCTE Gender Type to indicate that the course is considered non-traditional, if

necessary.

You can also set the CTE Gender Type for the entire CTE programon the CTE Programs screen.

District Course Screen

6. ClickSave.


Colorado State Reporting GuideChapter 9: Other Setup 69

Mark Definition

Eachmarkmust haveCTE Competency Percent information added on theMarkDefinitionscreen. This option is only used to determine the Competency Percent, and is not required.

See theSynergy SIS –Grading and Course History Administrator Guidefor more information on theMarkDefinition screen.

1. Navigate toSynergy SIS > Grading > Setup > Mark Definition.2. Enter theCTE Competency Percent for each applicablemark.

MarkDefinition Screen

3. ClickSave.

CTE Programs

TheCTE Programs screen contains setup for state requirements that youmust complete for eachprogram.

See theSynergy SIS –Grading and Course History Administrator Guidefor more information on creating CTE programs.

1. Navigate to Synergy SIS > Course History > Setup > CTE Programs.2. ClickAdd.3. Enter the necessary program information.



4. Select theCTE Gender Type to indicate that the program is considered non-traditional, ifnecessary.

You can also set theCTE Gender Type for individual courses inthe Courses section or on the District Course screen.

CTEPrograms (Add) Screen

5. ClickSave.6. ClickChooser in the Courses section.7. Find and select the courses to add to the program.8. Enter theYear Start andYear End for the course to apply to the program.

The District Course screen does not import this information. Youmust enter it manually.

CTEProgramsScreen

9. ClickSave.



10. Select theSchool Exclusions tab.11. ClickChooser.12. Find and select the schools to exclude from offering the program.

CTEProgramsScreen, SchoolExclusionsTab

13. ClickSave.

Discipline and Discipline Incident SetupIn order to provide accurate results for the School Discipline and Attendance extracts, youmustsetup District Discipline and District Disposition codes.

See theSynergy SIS – Discipline and Conference Administrator Guide formore information on District Discipline and District Disposition code setup.

District Discipline Code Setup

Youmust define all newly added violation codes on the District Discipline Code Setup screen. Youcan then apply these violations to student incidents to include them in the SDA Student DisciplineDemographic result.

1. Navigate toSynergy SIS > Discipline Incident > Setup > District Discipline CodeSetup.

2. ClickAdd.3. Enter theState Code andDescription shown for each Discipline Code:

State Code Description

01 Drug Violation

02 Alcohol Violation

03 Tobacco Violation

04 1st, 2ndDegree, or Vehicular Assault

05 Dangerous Weapon (Handgun, Rifle/Shotgun, Other Firearms)

06 Robbery




07 Other Felony

08 Disobedience/Defiant or Repeated Interference

09 Detrimental Behavior

10 Destruction of School Property

11 Other Violation of Code of Conduct

12 3rdDegree Assault/Disorderly Conduct

13 Marijuana Violation

14 Sexual Violence/Battery

15 Rape or Attempted Rape

4. Select theSeverity Level.5. SelectReport to State.

District Discipline Code Setup (Add) Screen

6. ClickSave. The window closes.7. Locate the DangerousWeapon code.8. ClickAdd in the Discipline Codes section. A new row appears.9. Enter theCodes andDescriptions shown in the image below.10. Enter theState Codes andAlt State Codes.

District Discipline Code Setup Screen



Weapon Description Alt State Code

Handgun 01

Rifle/Shotgun 02

Other Firearms 03

Multiple Firearms 04

Other Dangerous Weapon 10

11. ClickSave.

Youmust repeat this process for each newly defined code.

District Disposition Code Setup

1. Navigate toSynergy SIS > Discipline Incident > Setup > District Disposition CodeSetup.

2. ClickAdd.3. Enter the followingState Code andDescription shown for each Disposition Code:


01 In School Suspension

02 Out of School Suspension

03 Expulsion

04 Classroom Removal

05 Refer to Law Enforcement

06 Other Action Taken

07 Other Removal (Death, Incarceration)



4. Select theSeverity Level: 1-Expulsion, 2-Out of School Suspension, 3-In SchoolSuspension, 4-No Expulsion or Suspension, or 5-All Other Dispositions.

5. SelectReport to State.6. SelectMandatory, if necessary.

District Disposition Code Setup (Add) Screen

7. ClickSave. The window closes.

In order to capture the Total Number of Days Missed Due to Out ofSchool Suspension included on the SDA Attendance output, youmustdefine theOut of School Suspension disposition code on the DistrictDisposition Code Setup screen. You can then apply these codes tostudent incidents to include them in the SDA Attendance result.



Student Setup

Instructional Setting

Youmust set the Instructional Setting option for each student and each year in order for theStudent Demographic File to report correctly.

1. Navigate toSynergy SIS > Student > Student.2. Locate the student to modify.3. Select theEnrollment tab.4. Select the Instructional Setting.


5. ClickSave.



Home Based

The School Association File requires you to setHome Based learning for applicable schools orstudents.

1. Navigate toSynergy SIS > System > Setup > School Setup.2. SelectHome Based as the School Category.

SchoolSetup Screen

3. ClickSave.

You can set individual students asHome Based on theEnrollmenttab of the Student screen.




Pupil Attendance

The School Association File extract records Pupil Attendance from the Student screen.

1. Navigate toSynergy SIS > Student > Student.2. Locate the student to modify.3. Select theDistrict of Residence by Address.4. Select theReason for Attendance.

Student Screen

5. ClickSave.

The following table displays the Pupil Attendance number reported on the extract if using thespecified values.

Pupil Attendance District of Residence Reason for Attendance

01 District Blank

02 District Non-Blank

03 District Expelled

04 Non-District Blank



Post-Secondary Course SetupThe Student Demographic File and Advanced Course Completion File can report College Credit, ifenabled. To use this feature, youmust first create courses that display an Instructional Level ofAscent orConcurrent Enrollment.

The Student Interchange Student Demographic extract reports Post-Secondary information based on the Instructional Level applied to theDistrict Course the student is enrolled in. If aSpecial Program Codeexists on theEnrollment tab of the Student screen, this reports as thePost-Secondary value on the extract output instead.


1. Navigate to Synergy SIS > Course > District Course.2. Locate the course to apply credit to.3. Select either Ascent orConcurrent Enrollment for the Instructional Level in the Other

Information section.

District Course Screen

4. ClickSave.5. Navigate toSynergy SIS > Schedule > Section.



6. Locate the section tomodify.7. SelectR-Receiving forCollege Credit or leave blank. Receiving indicates that a student

counts as post-secondary on extracts.

TheE-Eligible status is not used at this time.

If the district completes no additional setup andCollege Credit onthe Section screen is blank, Synergy SIS reads the value asR-Receiving by default. This counts all students enrolled in the class aspost-secondary. Individual students within the section do not requiremarks.

Section Screen

8. ClickSave.

You can also set individual students toR-Receiving in the Students section.

Section Screen



Assigning Staff RolesThe Teacher Student Data Link Course Instructor File reports Staff Roles. Synergy SIS pulls staffroles from the TeamTeaching option and Responsibility option set on the Section screen.

1. Navigate toSynergy SIS > Schedule > Section.2. Locate the section tomodify.3. Select TeamTeaching for Team Teaching or leave the option blank.4. Select theResponsibility in the Additional Staff section.

Section Screen

5. ClickSave.

The TSDLCourse Instructor File reports staff roles as either 01-Educator of Record or 02-Contributing Professional. The table below displays the values reported when selecting the TeamTeaching andResponsibility options.

TeamTeaching

fieldResponsibility field

PrimaryTeacherValue

Additional StaffValue

TeamTeaching Co-Teacher or Educator of Record

01 –Educator ofRecord

01 – Educator ofRecord

TeamTeaching

Contributing Professional, Long TermSubstitute, or Student Teacher

01 –Educator ofRecord

02 – ContributingProfessional

Blank Any Value01 –Educator ofRecord

02 – ContributingProfessional



Include Credit SetupThe Teacher Student Data Link Course Enrollment File reports students currently enrolled,withdrawn, have beenmarked incomplete, or have completed a course. The file requires that markslisted in theMarkDefinition screen have Include Credit selected for all passing grades.

1. Navigate toSynergy SIS > Grading > Setup > Mark Definition.2. Select Include Credit for each passing grade. Leave the option blank for failing grades.3. Select I for Incomplete grades andW for Withdrawn grades in theMark Dist Cat column.

MarkDefinition Screen

4. ClickSave.



Creating Filter Group DefinitionsYou can use Filter Group Definitions to quickly run reports and extracts for a set data group. Selectthe Filter Group on the State Reporting Extracts screen to run data for that specific group.

You can also save filters as a new Filter Group by selectingCreate NewFilter Group on the State Reporting Extracts screen.

State Reporting ExtractsScreen

1. Navigate toSynergy SIS > System > Setup > Filter Group Definition.2. ClickAdd.3. Enter a Filter Name.4. Enter aDescription.

Filter Group Definition (Add) Screen

5. ClickSave.6. ClickChooser on theOrganizations, Students, Staff, and/or Section sections.



7. Find and select the items or individuals to add to the group.

Filter Group DefinitionsScreen

8. ClickSave.


Chapter 10:Student Record Extracts

Records Integrated Tracking System (RITS) 85Student Interchange 86Teacher Student Data Link Interchange 90Title 1 Interchange File 93Discipline Interchange 94School Discipline and Attendance Extracts 95Career and Technical Education Extracts 101Report Card March Extract 104

Colorado State Reporting GuideChapter 10: Student Record Extracts 85

Records Integrated Tracking System (RITS)TheRecord Integration Tracking System (RITS) assigns a unique ID to each student in the state ofColorado. This ID stayswith the student for the life of their public school career.

1. Navigate to Synergy SIS > CO > State Reporting Extracts.2. SelectRecords Integration Tracking System (RITS) for theExtract Name.


3. Select theAs of Date.4. Select the Include Active or Inactive Students option.5. Select theNeed State Student Number option:Only Include Students That Need State

Student Number (default),Only Include Students That Have State Student Number, orInclude All Students.

6. Select theUpdate the Student Submission Field option:DoNot Update Student StateSubmission Field (default),Clear All Student State Submission Field, orMark Student StateSubmission Field.

7. Select Include All Students Regardless of State Student Number Submitted Flag, ifnecessary.

8. Select the level of detail to include in the log file for the Log Type.9. Select the file type for the output file for theExtract File Type.10. Select the type of column header to include in the output file for theColumn Header

Options.11. Select the Filter Group Option.


86 Colorado State Reporting GuideChapter 10: Student Record Extracts

12. Select any Additional Filters.13. ClickCreate.

Student InterchangeThree extract filesmake up the Student Interchange: the Student Demographic File, the SchoolAssociation File, and the Student Advanced Course Completion File.

Student Demographic File

The Student Demographic File captures and verifies student attributes for students enrolled in thecurrent school year. The Pupil Enrollment Student October Count, Special Education DecemberCount, Special Education Discipline, Student End of Year, Student Biographical Data, and 11thgrade alternative assessment collections use this data.

The extract includes studentsmarkedExclude from State Reportingon the Student screen.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectStudent Interchange Student Demographic File for theExtract Name.


3. Select theAs of Date.4. Select the level of detail to include in the log file for the Log Type.5. Select the file type for the output file for theExtract File Type.6. Select the type of column header to include in the output file for theColumn Header

Options.



7. Select the Filter Group Option.8. Select any Additional Filters.9. ClickCreate.

The file reports ASCENT students as participating in an ASCENT program based on theInstructional Level on the District Course screen and theSpecial Program Code on the Studentscreen.

District Course >Instructional Level field

Student > Student > Enrollment tab >Special Program Code field

ExtractedValue

ASCENT ASCENT Program 1

ASCENT ASCENT Carry Forward 9

ASCENT Blank 1

Concurrent Any Value 2

Blank Any Value 0

The file reports ELL students based on theEnglish Language Learners field on the StudentPrograms screen and theHome Language on the Student screen.

Student Programs >English LanguageLearners field

Student >Student > HomeLanguage field

CurrentLanguageAbility Value

BilingualProgramValue

ELAProgramValue

Bilingual English or Blank 0 0 0

ELA/Bilingual Value other thanEnglish or Blank

Valuespecified

Valuespecified 0

ELA Value other thanEnglish or Blank

Valuespecified 0 Value

specified

See Post-Secondary Course Setup for more information on InstructionalLevel.

See Collecting Student Data for more information on Special ProgramCode on the Student screen.



School Association File

The School Association File captures all students in a district and their associated school in thecurrent school year, for accountability and funding purposes. The Pupil Enrollment Student OctoberCount, Special Education December Count, Special Education Discipline, Student End of Year,Student Biographical Data, and 11th Grade Alternative Assessment Collections use this data. Thisextract also reports Non-School Program information.

Before running this extract, youmust run the Instructional HoursCalculation Process at least once.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectStudent Interchange Student Demographic File for theExtract Name.



Options.7. Select the Filter Group Option.8. Select any Additional Filters.9. ClickCreate.



Student Advanced Course Completion File

The Student Advanced Course Completion File captures students enrolled in post-secondaryenrollment programs, or students which complete an advanced placement course in the school year.The Student October Count does not use this data, and the Student Demographics file collects thedata instead. The Special Education December Count, Special Education Discipline, Student End ofYear, Student Biographical Data and 11th grade alternative assessment collections use this data.

The report includes classesmarkedExclude from State Reporting inSynergy SIS > Schedule > Section and classeswith no valid teacherassigned if the classes have enrolled students.

1. Navigate toSynergy SIS > CO > Colorado State Extracts.2. SelectStudent – Advanced Course Completion for theExtract Name.

Colorado State ExtractsScreen



The file does not count the same technical provider twice in asemester. For example, a student with two courses in Semester 2with the same technical provider only reports one record. If bothcourses have different technical providers, both are reported.



Teacher Student Data Link InterchangeThe Teacher Student Data Link Interchange consists of two files that contain information aboutinstructed courses and course enrollment. These files collect and link data for purposes of improvinginstruction, informing and increasing educator effectiveness, and supporting the continuousimprovement of teaching and learning. The reports do not include classes or staff marked asExclude from State Reporting on the Section screen or Staff screen.

Teacher Student Data Link Course Enrollment File

Youmust run the TSDLCourse Enrollment File against a process serverwith at least 12GB of RAMwhen running the report for the entire district.The 8GBminimumRAM is sufficient when running the report forindividual schools or groups of schools.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. Select TSDLCourse Enrollment File for theExtract Name.







The Teacher Student Data Link (TSDL) Course Enrollment captures data that links the studentsenrolled in courses instructed during the school year.

l Students who receive passing grades in one of these courses in Student Course Historyreport as 2 – Completed-Pass in theCourse Completion Status column of the extract.

l Grades not selected in the Include Credit columnwith aMark Distribution Category of Ireport as 3 – Incomplete/Partial.

l Gradeswith aMark Distribution Category ofW, or any students who leave a class prior to theend of the term, report as 4 –Withdrew.

l All remaining grades report as 1-Completed-Fail in theCompletion Status column of theextract.

l Student classeswith no corresponding entry in Student Course History report as 0 –Currently Enrolled.



Teacher Student Data Link Course Instructor File

The Teacher Student Data Link (TSDL) Course Instructor File captures data that links courseswiththe educator of record and contributing professionals during the school year.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. Select TSDLCourse Instructor File for theExtract Name.






Title 1 Interchange FileThe Title 1 Interchange File reports students who receive or will receive Title 1 targeted assistancefunding at any time during the school year. The Student October snapshot, End of Year snapshot,and Consolidated State Reporting use this data.

1. Navigate toSynergy SIS > CO > Colorado State Extracts.2. Select Title 1 for theExtract Name.



Options.7. Select the Include Active or Inactive Students option.8. Select the Filter Group Option.9. Select any Additional Filters.10. ClickCreate.



Discipline InterchangeTheDiscipline Interchange consists of the Special Education Discipline Action File. This containsdata on students with disabilities for the school year. The discipline data contains information relatedto the date of the incident and the actions taken.

Actions as a result of an incident are reported asDisciplines, such as suspensions or expulsions,and Removals, such as a unilateral removal by school personnel or a hearing officer. The actionremoval length describes only days removed for a student with disabilities. The Special EducationDiscipline snapshot uses this information.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectSPED Incident and Action File for theExtract Name.




The file reports a student’s length of days for the current year. For incidents that cross school years,only the number of days for the respective school year is reported. You do not need to create a newincident entry in the following year, as Synergy SIS automatically reports an incident for the nextyear based on the date range entered.



The file reports a student’s length of days for the number of days that the student is consideredSPED.

l Example: A student received a suspension from 10/1 – 12/1 but the SPED record ended on10/16. The extract only reports the length of days as 10/1 – 10/16.

An incident can report more than once if the student hadmultiple actions for the same incident.

l Example: A student received anOut of School Suspension for 10 days, and was then expelledfor 143 days.

School Discipline and Attendance ExtractsThe School Discipline and Attendance (SDA) collection contains the following school-levelinformation:

l The number of students that received discipline based on the type of incident.l The number of incidents based on student demographics.l The student attendance information for each school.l The number of students that brought or possessed a firearm, and action taken for thoseincidents.

The data from the School Discipline and Attendance collection is used to populate attendance anddiscipline information in the School View application. The report extracts themost severe behaviorandmost severe action. Extracts also provide incident logs in .CSV format.



SDA Discipline by Action File

The SDA Discipline by Action File captures the number of incidents and actions by type, school, andbehavior.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectSDA Discipline by Action File for theExtract Name.


3. Select theExtract Start Date andExtract End Date.4. Select the level of detail to include in the log file for the Log Type.5. Select the file type for the output file for theExtract File Type.6. Select the type of column header to include in the output file for theColumn Header




1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectSDA Discipline by Action File for theExtract Name.




Weapon Description Column

The value included in theWeapon Description column generates based on the violation codesapplied to the Student Incident. This column reports CRDC data for CDE purposes.

Disposition State Code Alt State Code Weapon Code Generated

05 – Dangerous Weapons 01 2 –With Firearm or Explosive Device




05 – Dangerous Weapons 10 1 –WithWeapon

All Other Violations N/A 0 – NoWeapon



SDA Discipline Demographic File

The SDA Discipline Demographic File captures the demographics of students involved in incidentsthat result in reportable actions. Some of the columns included in the extract output include: EllStatus, Transferred to Alternative School, Subjected to Seclusion, Students Reported asHarassedor Bullied on the Basis of Sex, Students Reported asHarassed or Bullied on the Basis of Race orColor or National Origin, Students Reported asHarassed or Bullied on the Basis of Disability,Students Disciplined for Bullying or Harassment on the Basis of Sex, Students Disciplined forBullying or Harassment on the Basis of Race or Color or National Origin, and Students Disciplinedfor Bullying or Harassment on the Basis of Disability. These columns report CRDC data for CDEpurposes.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectSDA Student Discipline Demographic File for theExtract Name.






SDA Attendance File

The SDA Attendance File captures student attendance during the school year. The file reportattendance results according to Ethnicity/Race, Gender, IDEA/Special Education, Section 504Status, ELL Status, Homeless, and Number of Students with Chronic Absenteeism.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectSDA Attendance for theExtract Name.


3. Select the level of detail to include in the log file for the Log Type.4. Select the file type for the output file for theExtract File Type.5. Select the type of column header to include in the output file for theColumn Header




SDA Firearm (GFSA) Discipline File

The SDA Firearm (GFSA) Discipline File captures information on students who bring or possessfirearms on school property, and the action taken during the school year.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. Select Firearm (GFSA) Discipline File for theExtract Type.






Career and Technical Education ExtractsTheCareer and Technical Education (CTE) collection contains demographic and CTE programextracts for students. These extracts collect enrollment and placement information for CTE students,and academic information on post-secondary students.

CTE Middle School File

TheCTEMiddle School File is one of two files within the CTE collection. This extract captures 7thand 8th grade students enrolled in high school level CTE programs during the current school year.

1. Navigate toSynergy SIS > CO > Colorado State Extracts.2. SelectCTEMiddle School File for theExtract Name.









CTE Secondary File

TheCTE Secondary File is one of two files within the CTE collection. This file captures students ingrades 9-12 enrolled in high school level CTE programs during the current school year.

1. Navigate toSynergy SIS > CO > Colorado State Extracts.2. SelectCTE Secondary File for theExtract Name.






Report Card March ExtractTheReport CardMarch extract reports a row per school indicating the course offerings, health andwellness information, and programs offered at each school.

1. Navigate toSynergy SIS > CO > State Reporting Extracts.2. SelectReport CardMarch for Extract Name.


3. Select the Log Type.

Options other thanWarning include additional detail. Use them inconjunction with a Student Filter GroupOption.

4. Select theExtract File Type.5. Select theColumn Header Options.6. Select the Filter Group.7. Select any Additional Filters.8. ClickCreate.


Chapter 11:Reports

Reports Overview 106

106 Colorado State Reporting GuideChapter 11: Reports

Reports OverviewFour types of reports display in the PAD tree.

l Individual – 200-level reports are Individual reports. These print information for a singlestudent per page and can be printed for multiple students at once.

l List – 400-level reports are List reports. These show details for multiple values, such asstudents or teachers, on one page.

l Summary – 600-level reports are Summary reports. These provide numerical totals for eachcategory specified.

l Extracts – 800-level reports are Extract reports. These export information fromSynergy SISinto a text file that can then import data into another program.

You can also run reports from any Synergy screen that focuses to a student or from Find results atSynergy SIS > Student > Student using theActions icon. Synergy Actions includesmost reportsthat have a Student section in theSort/Output tab. The following example shows the reportsavailable to run for a student at Synergy SIS > Attendance > Period Attendance.

Period Attendance Screen


Colorado State Reporting GuideChapter 11: Reports 107

The Job Status page shows the Job ID, Description, and Status during processing. Any processingerrors show in the Status field. When the report completes, the Job Statuswindow closes and aPDF file of the report opens.

Job DetailsScreen

Reports use the current focus to pull data unless specified otherwise in report options. You can runreport information at the district, organization, or school level. The Sort/Output option and Focusoption determine if inactive students display in reports.

This section covers only the customizations specific to the reports used forthis guide. See theSynergy SIS –Query and Reporting Guide to viewinformation on additional report options.



STU425 – Student Continuous Status Report

Synergy SIS > CO > Reports > List > STU425 Student Continuous Status ReportThe STU425 Student Continuous StatusReport provides a PDF list of students and theircontinuous status.

STU425 – Student ContinuousStatusReport Interface Screen

Report Options

l As of Date – Select the date.l Student Info – Enter thePerm ID, Last Name, or First Name to run the report for a singlestudent, if necessary. To run for an entire school or district, leave these blank.

l Grade – Select to run the report for individual grade levels within the school of focus, ifnecessary. To run for an entire school, leave the grades blank.

The grades shown are the grades available at the school of focus. If youset the focus to the district, you can select all grades.

If student is actively enrolled on theAs of Date selected, then a letter A displays in theStatuscolumn. If the student is inactive, the letter I displays.

STU425 – Student ContinuousStatusReport Output



STU426 – Student Scheduled Hours Report

Synergy SIS > CO > Reports > List > STU426 Student Scheduled Hours ReportThe STU426 Student Scheduled Hours Report provides a PDF list of a student’s classes, brokendown by Student, Term, Period, andMeeting Days to identify the student’s number of enrolledminutes.

STU426 – Student Scheduled HoursReport Interface Screen

Report Options

l As of Date – Select the date.

l Students enrolled in the school on the selectedAs of Datedisplay anA for Active in theStatus column.

l Students actively enrolled in a section on the selectedAs ofDate, or students that complete a section that ended, displayanA in theSection Status column.

l If a student drops the section before the end of term date, theletter I displays in the column.

l Students with a Leave Date before theAs of Date do notdisplay in the report.

l Student Info – Enter thePerm ID, Last Name, or First Name to run the report for a singlestudent, if necessary. To run for an entire school or district, leave these blank.



l Grade – Select to run the report for individual grade levels within the school of focus, ifnecessary. To run for an entire school, leave the grades blank.

The grades shown are the grades available at the school of focus. Ifyou set the focus to the district, you can select all grades.

STU426 – Student Scheduled HoursReport Output

Reporting Information

l MeetingDay – Displays theMeeting Day and Period Rotation, if applicablel Minutes – Scheduled time for the designated period on the Bell Schedule Definition screenl Meeting Days – Number of times that theMeeting Daymeets in the Semester 1 rangel Total Minutes –Minutes timesMeeting Daysl ClassHours – Total Minutes divided by 60l CDE Hours – ClassHours divided by 2l Acc. ClassHours – ClassHours for the first period, then ClassHours added to the previousAcc. ClassHours

l Acc. CDE Hours – CDE Hours added to the previous Acc. CDE Hoursl Default – Default Hours entered on the Calculation Processes screenl Student Instructional Hours – Default added to Acc. ClassHours

Students who complete a section in a semester receive full credit for the entire semester.Synergy SIS duplicates the section as needed to assign the proper amount of minutes and showsrepeatedMeeting Day entries.



The following example shows that the student enrolled in the Discovery Life Skills section in Hexter2. To accurately report scheduled hours, the Hexter 1 term displays a (*) to indicate the data hasbeen duplicated fromHexter 2.

STU426 – Student Scheduled HoursReport Output


Documents

Colorado State Reporting Guide - Alamogordo Public Schools · 2018. 8. 28. · TableofContents AboutThisManual 3 ConventionsUsedinThisManual 3 BeforeYouBegin 3 SoftwareandDocumentHistory