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					SASI - MEETING
Thursday OCTOBER 9, 2008
   BECK BOARDROOM
          9AM
                      SASI

 S   chool
 A   dministrative
 S   tudent
 I   nformation

                 Weightings
   Code           Classification            Weighting


   K      Kindergarten                             1.30
   P      Primary                                  1.24
   EL     Elementary                               1.00
   HS     High School                              1.25
   TM     Trainable Mentally Handicapped*          2.04
   SP     Speech Handicapped                       1.90
   HO     Homebound                                2.10
   EH     Emotionally Handicapped                  2.04
   EM     Educable Mentally Handicapped            1.74
   LD     Learning Disabilities                    1.74
   HH     Hearing Handicapped                      2.57
   VH     Visually Handicapped                     2.57
   OH     Orthopedic ally Handicapped              2.04
   V1     Vocational (Grades 9–12)                 1.29
   V2     Vocational (Grades 9–12)                 1.29
   V3     Vocational (Grades 9–12)                 1.29
   AU     Autism                                   2.57
Not so New Pupil Classifications
   OHI – Other Health Impaired          1.74
   PMD – Profoundly Mentally Disabled   2.04
   TBI – Traumatic Brain Injury         2.04
   NEW – DD Developmental Delay         1.74
   OHI is counted in LD
   PMD is counted in TM
   TBI is counted in OH
   DD is counted in LD
SASI Training Schedule for October - December
Registrations will be accepted by email only
(lhefner@scgovdirect.com) with
participant's name, school/district, phone
number and email address. Participants
MUST be registered and receive an
email confirmation before attending any of
these workshops. Seating is
limited.
                                                                         Traine
Session                            Date         Time        Location        r
Basic Apps                        10/14/08   9:30 - 4:00    Chester       BW
Attendance                        10/15/08   9:30 - 4:00    Chester       BW
Advanced Query                    10/16/08   9:00 - 4:00    Richland 1    DP
Intro to Query                    10/16/08   9:30 - 4:00    Chester       BW
Attendance Letters                10/17/08   9:30 - 4:00    Chester       BW
SASI For School Nurses            10/22/08   9:30 - 4:00    Florence      DP

Intro to SASI for New Guidance
Counselors *(See Below)           10/23/08   9:30 – 4:00    Florence      DP
Basic Apps                        10/28/08   9:30 - 4:00    Beaufort      DP
Attendance                        10/29/08   9:30 – 12:00   Beaufort      DP
Basic/Walk-in Scheduling          10/29/08   1:00 – 4:00    Beaufort      DP
Advanced Query                    10/29/08   9:30 – 4:00    Florence      BW
Intro to Query                    10/30/08   9:30 – 4:00    Florence      BW
Grade Reporting                   10/30/08   9:30 – 4:00    Beaufort      DP
Basic Apps                        11/11/08   9:30 - 4:00    Orangeburg    DP
InteGrade Pro Train-the-Trainer
See Note 2                        11/12/08   9:30 - 4:00    Orangeburg    DP
Attendance                        11/13/08   9:30 – 4:00    Orangeburg    DP
Attendance Letters                11/18/08   9:30 – 4:00    Beaufort      DP
Intro to Query                    11/19/08   9:30 – 4:00    Beaufort      DP
Mass Scheduling                   12/02/08   9:00 – 4:00    Richland 1    DP
Attendance Letters                12/02/08   9:30 – 4:00    Orangeburg    BW
Grade Reporting                   12/03/08   9:30 – 4:00    Orangeburg    BW
Mass Scheduling                   12/04/08   9:30 – 4:00    Florence      DP
             Things to check
   Howard Students         Special Ed Students
   Adult Ed Students       Instructional Setting
   Homebound Students      EFA
   State Id Number         IEP
   SASI Numbers begin      ESL
    with a 47
   Birthdates
   SC Suns
  Data Quality
Why is it important?
                                            Data Quality


Why Data Quality is important to you
  • Funding
  • AYP
  • School and District report cards
  • Pre-printed answer sheets for testing
  • Federal and State Reporting
                                       Data Quality

How SASI Course Code data are used
Adequate                          Transcripts
                Preprinted
 Yearly                           and Student
                EOCEP Test
Progress                            Record
                 Materials
 (AYP)                             Exchange



                Individual
               Graduation          Legislative
 Highly        Plan System          Decision
Qualified         (IGP)             Making
Teachers



            No Child         Perkins
              Left             Act
            Behind           (CATE)
                                                Data Quality
         What is a State Activity Code?

 A four-digit code designed to standardize all staff
personnel activities from “PreKindergarten” through
                   “District Office”

     How is a State Activity Code used by the districts?
   The State Activity code comprises the first four
           digits of the SASI Course Code



 State Activity Code = Course Code in SASI
                                             Data Quality
         What are the other digits in the
              SASI Course Code?

The 5th and 6th digits of the SASI Course Code are
                  for District use.

   The 7th digit of the SASI Course Code is the
    academic tag for a credit-bearing course.

 The 8th digit is the credit unit which is the yearly
      unit value for a credit-bearing course.

State Activity Code = Course Code in SASI
                                                       Data Quality


 How is a section number derived?
Course code + 2 digits manually entered by district.
Many districts use the period number as the last 2 digits of
the Section number.
Examples of the Section number for a First period Algebra I
class:
       411100CH-01          Algebra1
       411100CW-01          Algebra1
       411100HH-01          Algebra1
       411100HW-01 Algebra1
                                                                 Data Quality
              State Accepted Section ID Example:

       Section 411100CW-01 at XYZ Middle School

411100CW-01     State Activity Code for Algebra I (all grades)

411100CW-01     Two digits for District Use

                The 7th digit of the SASI Course Code is the academic
                tag for a credit-bearing course.
411100CW-01
                The 8th digit is the credit unit which is the yearly unit
                value for a credit-bearing course.
411100CW-01     Section Number
                                                      Data Quality
Where can I find the State Defined Activity Codes?




 http://www.ed.sc.gov/agency/offices/tech/dts/documents/
                                                 Data Quality




How can I tell if my school is using
the correct course codes in SASI?
 • Review Course Code List and Section numbers
 • Check Activity Code Validation report
 • If you do not receive preprinted answer sheets for
 End-of-Course testing, you may have a problem
 with course codes.
                                                       Data Quality

          Where do I find my Course Codes
                      in SASI?
                 Basic Scheduling atom – Course List

    Valid Course
     Codes for
     Algebra I



Obsolete Course
codes – necessary for
printing transcripts
                             Data Quality


1st Period Section of Algebra I
                                           Data Quality


What are common activity code errors?
• Middle schools are still using “Grade 8, High
School Credit” course codes for high school
credit courses instead of using the course codes
for grades 9 -12
• Schools are changing numbers or letters other
than the area of the course code that can be
district defined
• Schools are using other Obsolete Course codes
                                                Data Quality




How can I correct my course codes or
  section codes if I find problems?
 •   Talk to your district technology or SASI coordinator

 •   Refer to Technology Services Documentation website
     for instructions

 •   Technology Services can provide support if your
     SASI coordinator has questions.
                                      Data Quality

       SASI data validation reports

• PRECODE/student demographic

• Teacher
• Activity (Course) codes
• Dropouts
• Classes taught by non-highly qualified
teachers (premiering Fall 2007)
                                                 Data Quality

Activity Code Validation Report




Why did this middle school not receive pre-printed End-
of-Course test materials for these two Algebra 1 classes?
                             Data Quality


Student Data Validation Report
                              Data Quality

Data required from SASI Teacher atom
                             Data Quality


SASI Teacher Data Validation Report
SASI Teacher Data Errors for 2005-2006




    State Totals by Quarterly Data Collection
SASI Teacher Data Errors for 2006-2007




    State Totals by Quarterly Data Collection
                                     Data Quality
  How SDE uses your SASI data to
 connect students to a teacher’s class

Student

              Student Link


      Student’s Algebra I
        class in Master
           Schedule

                              Teacher Link


                         SASI Teacher
                            Data
                                                Data Quality
           How SDE connects SASI teacher and
          class data to Teacher Certification Data

Section number in Master Schedule

                           Teacher Link


          Teacher– Retrieve Teacher
              certificate number

                                          Certificate number



                            Teacher Certification –
                              Retrieve teacher’s
                                 credentials
                                               Data Quality

  Problems that prevent SDE from
       linking data together
• The State defined course codes were not used
by the school
• Sections were set up using these incorrect
course codes
• A teacher number used in the Master
schedule is no longer assigned to a teacher
• Teacher Social Security Number and/or
Certificate Number were not entered in SASI
• Teacher Social Security Number and/or
Certificate Number entered in SASI were not
correct
                                          Data Quality

         How can the data be improved?
Cooperation
•   data entry staff working with program subject
    experts
• technology staff assisting as needed

Verification
• have knowledgeable staff review the
    SASI data for accuracy
• data comparisons
                                           Data Quality

          How can the data be improved?

Communication
• regular meetings for program experts,
  data entry staff, and technology staff

• clear direction from SDE program
  coordinators

• feedback on what works and what doesn’t

• publish deadlines
                               Data Quality


    Joe teaches Algebra I
     at ABC Middle School.
   Joe is S.C. certified and
   highly qualified in Math.


Why are Joe’s Algebra classes
      flagged as not having
a highly qualified Math teacher?
                                Data Quality


           Answer:

 An incorrect course code was used
to schedule Joe’s Algebra classes in
                SASI
                or
Joe’s SSN or S.C. certificate number
  was invalid or missing in SASI.
                            Data Quality




Why were End-of-Course answer
documents not pre-printed for my
Algebra I class as expected?
                                     Data Quality




Answer:
• An incorrect course code was used
 for scheduling your school’s Algebra I
 classes in SASI.

• Middle Schools should use the same
 course code number for a high school
 credit course that the high school uses.
Why is the student‘s State ID
         important?

     SCORES (South Carolina Online
    Resource for Educators) application uses
    it to connect PACT and HSAP scores to
    student demographic data.
     Individual Graduation Plan online
    System (IGP) uses it to identify the
    student.
                                  Data Quality




Characteristics of quality data:
• The data have been entered.

• The data are accurate.

• The data are complete.

• The data have been verified.

• The data have not been duplicated.
                                       Data Quality

          Consequences of Inaccurate
                   Data…

   costs districts thousands of dollars in
    funding
   causes bad publicity via published reports
   costs SDE hundreds of hours in clean up of
    data
               Clean-up SASI

   Run Pre-code verification correct any
    errors
   Add Social Security Numbers to all
    teachers
   Add Area Code to Phone Numbers
   Add E-mail Address to Teachers
   (use District E-mail not anything else)
         Specific fields for SDE
   Student Id               Advisor or Homeroom
    (PermNum)                 Teacher Number
   Mailing Address          ESL (English
   Parent/Guardian           Proficiency)
   Birth Date               Career Cluster
   Soc Sec No.              Bus Transportation
   Ethnic Code               Needed
   Enter Date and Code      Dropout Reason
   Leave Date and Code
    MEMBERSHIP AND ATTENDANCE

   Select South Carolina Briefcase from SASI
    Modules Menu.
   Select State Report Launcher.
   Choose SC06 Data Verification Report by clicking
    on arrow next to Data Verification Report.
   When Report Interface EX window appears, click
    on down arrow next to type; select
    ―MEMBERHIP & ATTENDANCE‖ so that this
    appears in the window next to type.
    MEMBERSHIP AND ATTENDANCE

   Click on Setup button on bottom left of
    Report Interface EX window, and change
    the orientation from Portrait to Landscape
    by clicking the radial button next to
    ―landscape‖, then click the OK button.
   Click the ―print‖ button
   Correct any errors on this report and run
    step 3 again until no errors appear on
    report.
    MEMBERSHIP AND ATTENDANCE

   Select SC09 Mem & Attend Report. When Report
    Interface EX window appears, click on the down
    arrow next to process, select ―Report and
    Extract (Ready for Transmission)‖ so that this
    appears next to process.
   Type in 45/135 in the Day Number: field: verify
    District Name is ―Georgetown County School
    District‖ and Superintendent‘s name as
   ―Dr. Randy Dozier‖
    MEMBERSHIP AND ATTENDANCE

   Click on Setup button on bottom left of
    Report Interface EX window, and change
    the orientation from Portrait to Landscape
    by clicking the radial button to
    ―Landscape‖, then click the OK button.
   Click the ―Print‖ button. When the process
    finishes, you should have a hardcopy
    printout of your report.
       Cumulative Class Report

   Choose SC06 Data Verification Report by
    clicking on arrow next to Data Verification
    Report.
   When Report Interface EX window
    appears, click on down arrow next to
    type; select ―Cumulative Class Extract‖ so
    that this appears in the window next to
    type.
       Cumulative Class Report
   Click on Setup button on bottom left of
    Report Interface EX window, and change
    the orientation from Portrait to Landscape
    by clicking the radial button next to
    ―landscape‖, then click the OK button.
   Click the ―print‖ button
   Correct any errors on this report and run
    step 12 again until no errors appear on
    report.
        Cumulative Class Report
   Select SC02 Cumulative Class Report. When
    Report Interface EX windows appears, click on
    the down arrow next to process, select ―Report
    and Extract (ready for Transmission)‖ so that
    this appears next to process.
   Type in 45/135 in the Day Number: field: verify
    District Name is ―Georgetown County School
    District‖ and Superintendent‘s name as
   ―Dr. Randy Dozier‖
                   CATE Classes

   V1          One Class Period (50 minutes/day
         or 250 minutes/week)


   V2       Two Class Periods (100 minutes/day or 500
    minutes/week)


   V3       Three Class Periods (150 minutes/day or 750
    minutes/week)
                Enter Codes
   E       First School this Year in SC

   E1      Enter/Re-enter – Include on 35-
            day report

   EEiIneligible for funding

   Only use E or E1 unless I know about it.
                       Leave Codes
   W10 Transfer/In-District
   W20Withdrawn/UnknownStatus
   W21Graduated
   W22Transfer/Out of District
   W23Transfer/Adult Education
   W24Moved Out of District/School Unknown
   W25Withdrawn/Home Schooled
   W26Withdrawn/Health or Pregnancy
   W27Withdrawn/Tech School
   W28Withdrawn/4-Year College
   W29Withdrawn/Work
   W30Withdrawn/Military
   W31Withdrawn/Juvenile Corrections
   W32Withdrawn/AdultCorrections
   W33Withdrawn/Expulsion
   W34Withdrawn/Charter School
   W35Deceased
   W36Dropout
   W37Re-enrolled Next School Year
Collecting School Dropout Data
         Utilizing SASI

Truancy, Dropout and UMIRS
     Reporting Training
          Dropout Data Collecting

   Dropout
       The State Board of Education defines dropout
        as a student who leaves school for any
        reason, other than death, prior to graduation
        or completion of a course of studies and
        without transferring to another school or
        institution.
          Dropout Data Collecting
   School Year
       October 1, 2007—September 30, 2008
     This means, for example, that a student who dropped
      out of school in March of 2008, then returned in
      August of 2008, but dropped out again on September
      21, 2008, will be reported in the 2007–08 count.
   Grade level
       7th grade to 12th grade
          Dropout Data Collecting
   Determine Grade levels
       Dropouts should be counted in the grade for
        which they fail to enroll in the fall.
       For example, a student who drops out without
        completing the 9th grade and does not return
        after the summer is a 9th grade dropout.
       A student who completes the 9th grade and is
        expected to enroll in the 10th grade but does
        not enroll after the summer ends is a tenth-
        grade dropout.
                     School Leavers
                       (Dropouts)
   The student who
      enters an educational program that provides an alternative
       certification to a high school diploma such as adult education
       or a GED program that does not track students or report
       dropouts to the State Department of Education
    SASI Code
     Withdrawal Code W23 Transfer/Adult
      Education and Dropout Reason 23 Transfer to
      Adult Education Unknown and Dropout Date or
     Withdrawal Code W36 Dropout and Dropout
      Reason 23 Transfer to Adult Education and
      Dropout Date
                School Leavers
                  (Dropouts)
   The student who
      has reached the age of twenty-one or has
       been emancipated by the courts without
       having graduated from high school or from
       completed an approved program
    SASI Code
     Withdrawal Code W36 Dropout and Dropout
      Reason 41Emanicpated by Courts and Dropout
      Date
                School Leavers
                  (Dropouts)
   has not re-enrolled for the current school year
    and whose educational status was unknown as
    of October 1 of the current school year

    SASI Code
       No Show Student and Dropout Reason
        20 Status Unknown and Dropout Date
        (2008-09 Only)*

    *Make sure the Dropout Date is
     populated.
                  School Leavers
                    (Dropouts)
   The student who is residing in the district but is not
    attending school because of disciplinary action:
      he or she was suspended and given the option to
       return, but has not returned even though the
       disciplinary period has ended

    SASI Code
     Withdrawal Code W36 Dropout and Dropout
      Reason 42 Suspended/Did Not Return and
      Dropout Date
              School Leavers
                (Dropouts)
   he or she has been expelled with no option to
    return

SASI Code
 Withdrawal Code W36 Dropout and Dropout
  Reason 33 Expelled Did not Return and
  Dropout Date or

   Withdrawal Code W33 Dropout and Dropout
    Reason 33 Expelled Did not Return and
    Dropout Date
              School Leavers
              (Not Dropouts)
   The students who leaves and
    elementary/secondary school and enrolls in
    an adult education or GED program during
    the 2007–08 school year and has obtained a
    completion credential (i.e., a state high
    school diploma or a GED diploma) by
    October 1, 2008

* The school district must track these students.
           School Leavers
           (Not Dropouts)
   The student who has a state high
    school certificate or a special education
    certificate and is
      a student with a disability who has
       completed the requirements of an
       IEP (individualized education
       program
      a severely disabled student who has
       reached the age of twenty-one, or
      a severely disabled student who has
       entered a residential or day care
       facility
         School Leavers
         (Not Dropouts)
   The student who was in membership
    only during the summer term
    following the prior school year (i.e.,
    was not in membership during the
    prior regular school year)
   The student who is deceased
   The student who has moved out of
    the United States and whose
    enrollment status is unknown
   The student who transfers to and has
    membership in
      another public school, in or out of
        state of
                    School Leavers
                    (Not Dropouts)
       The student who is residing in the district but is not
        attending school because of temporary or long-term
        illness

   The student who is residing in the district but is not
    attending school because of disciplinary action:
      he or she has been suspended or expelled and given
       the option to return, but the disciplinary period is still
       in effect
      he or she was suspended or expelled and has
       transferred to another district
                School Leavers
                (Not Dropouts)
   The student who has transferred to an institution that
    does provide a state- or district-approved educational
    program leading to a high school diploma or
    alternative certification (e.g., youth correctional
    institutions, technical colleges, special state schools or
    districts, homebound instruction, home schooling,
    charter school, alternative school program)
               School Leavers
               (Not Dropouts)
   The student who has enrolled in a full-
    time higher education program without
    having been awarded a high school
    diploma
   The student who has not re-enrolled in
    school but is expected to return late
    because of extenuating circumstances
    (e.g., seasonal or migratory work)
        Verifying Student Status
   A student is a transfer only if he or she is
    moving to a public or private school or a state-
    or district-approved educational program that
    leads to a high school diploma or alternative
    certification.
     Verifying Student Status

            Formal Notice
   Request a transcript or other written
    documentation from the receiving
    school to verify that a student has
    transferred. The date your school
    receives the documentation should
    be recorded, along with the address
    of the school to which the student
    has transferred.
        Verifying Student Status
                  Responsible Adult
   Any notification from a responsible adult will
    verify a student‘s status. ―Responsible adults‖
    include parents or guardians, school officials,
    and any other adult with responsibility for the
    student (e.g., attendance supervisor, social
    worker, medical doctor, corrections official).
   If an inappropriate adult or student reports
    that a student has dropped out of school,
    such a statement does not constitute
    verification.
         Verifying Student Status
                        School Records
   It is important that each school keep records that
    document the verification of a student‘s status. Since
    a student who drops out during a particular school
    year is not reported as a dropout until the fall of the
    following school year, careful records must be
    maintained so that an accurate count can be
    obtained.
   It is best, therefore, to seek a written form of
    verification, such as a copy of the transcript or a letter
    from the parent or guardian.
           Reporting Dropouts
   Students who dropout during the 2007-2008
    school year but are re-enrolled on October 1,
    2008 are not reported as dropouts.
   Students who dropout multiple times in a school
    year are reported only once for a single school
    year
           Reporting Dropouts
Every school district must report students who have
  dropped out of an adult education program and are no
  longer in the SASI system:
 Students who dropped out of an adult education
  program between October 1, 2007, and September 30,
  2008, must be reported utilizing the SASI system.
 Students tracked during 2006–07 school year who are
  no longer in the 2007–08 SASI system must be reported
  utilizing the electronic form provided on the SDE Web
  site (http://www.ed.sc.gov). The school district‘s
  dropout data verification contact person is responsible
  for reporting this information. The Web-based form must
  be completed no later than November 12, 2008.
             Reporting Dropouts

   Policies and Procedures for the Collection
    of School Dropout Data
       Selecting the Withdrawal Code W36 in SASI
       Selecting the Dropout Reason Code in SASI
       Entering a Dropout Date in SASI
       W37 Re-enrolled Next School Year
•The precode project affects the New Assessment
(that replaced PACT), SC-Alt, HSAP, EOCEP, ELDA,
and other SCDE initiatives.
•SCDE-08-0005 is the Data Registry Advisory
Committee (DRAC) official number for the precode
collection. All schools are required to participate in
both phases of the precode project.
     What does ―precode‖ mean?

   PRE+CODE refers to electronic       data that is
    collected from SASI and shared with the testing
    contractors so that they can
    prelabel/precode/preidentify answer sheets and
    test booklets.
   PRECODE = a lot of time and effort
    saved + convenience
  Why should precode
  data verification and
validation tools be used?
  Precode Requires…
 Planning

 Coordination

 Team   work
 Hard work

 Vigilance

 High quality data
Running Data Validation Reports in
              SASI
   Log in to SASI
   Open the South Carolina folder
   Open the State Report Launcher Atom
   Select SC06, Data Verification
   Using the dropdown on the Options tab, select
    Precode Extract. From the Custom tab, select
    Printer or Screen
   Once the report is error free, upload the data in
    SWEET. Use Reporting Manager to identify any
    other errors
   Most Asked Precode question during
     Precode Data Collections 07-08
How do I complete the KDR field in the
Precode atom?

NA – value for all students in grades other than
Kindergarten.

A student currently enrolled in 5-year-old
Kindergarten should NOT have a value of NA.
                        Precode vs. Student
                       Data Validation Reports

   *Precode validation reports are run daily during:
    QDC2/Precode data collection – January 2 -16, 2009
    Precode Update Phase data collection – March 16-20, 2009
          * Data Collection dates subject to change

   Student validation reports are run:
    Daily during the September data collection – Sept. 8 – 12, 2008
    Daily during the QDC 1 data collection – Oct. 20 – Oct. 31, 2008
   New Student Edits for 08-09
 I/S (Instructional Setting)
     Only values allowed: Blank or SE

Group Home
    New set of values for this year

 Migrant Indicator and Meals
      If the Migrant box is selected for a student with a valid
Certificate of Eligibility, the student is automatically authorized
to receive free meals and should have ―F‖ in his Meals field.
 Location of Precode Fields
          in SASI
 Student Atom
 EFA/EIA Classification Data Entry
  Atom
 Student Service Program Atom

 Precode Entry Screen

 Student Supplemental Atom
       New This Year


Enter Date
NxtSch
IS
      New Reminder


MEALS
Migrant students automatically
   qualify for free meals!
                               Field Descriptions
        New Reminder
MIGRANT
Migrant students automatically qualify for free meals!


            Change
AltSchProg
Blank now means No.


         THE SAME!
US Sch Entry

               New
Birth Country
U.S. Territory was added.
                            Field Descriptions

Clarification in Descriptions



 ESL
 ESOL
        Every student must have an ESL code. Valid ESL codes are 1–9 and A–D.



First Language Spoken
If the ESL code is 1–8 or A–D, then the First Language Spoken field must have a valid value other than English.
The majority of ESL 9’s (native English speaker) will have a blank First Language Spoken field value. (Blank is
equivalent to English.) The few truly bilingual students fluent in both English and another language should have
an ESL code of 8 and First Language Spoken field value other than ENG. An ESOL and ELLI entry should not be
present for a student with an ESL code of 9.
                       Field Descriptions

Clarification in Descriptions



 ELLI
       THE SAME!


FirstLngSp
ESOL and ELLI (Student Program Services Atom)
If the ESL code is 1–5 or A–D, then a current ESOL and one or more current ELLI entries are required. (Note:
“Current” means the entry has a program Entry Date from the current school year and there is no Exit Date
yet.)
oThere may be only one current ESOL entry per student per school year. There may be more than one current
ELLI entry.
Entry and Exit Dates
oThe program Entry Date for active ESOL and ELLI entries must be later than the last day of school for the last
school year.
oThe SCDE will use the following rules to check for errors.
oAny current ESOL or ELLI entry with a program Entry Date from last school year (i.e., no later than the close
of school for the last school year) will not be considered current.
oThe ESOL and ELLI exit dates should not exceed the latest date that any school closes in S.C.
Exited and Former LEP Students
For exited and former LEP students (ESL code is 6, 7, or 8), the following rules apply:
oThe student’s grade level must be 4 or higher.
oESOL and ELLI entries are optional but, when present, must follow the rules for those entries.
                  Field Descriptions

  Changes


AA
 Codes 0 and 1
  have been
  updated.
New Dropdown Options

504 Plan
                      Field Descriptions
          THE SAME!
   DB
   MD

   CTL
   CTM
   CTS
   CTT
       Note the new
        reminder for Code 0
        with customized
        test booklet fields.
   Customized Test Booklet Fields

 Should customized materials for
all subjects be specified since the
 new assessment for science and
 social studies will be sampled in
         certain grades???

                        YES
                                       Field Descriptions
          THE SAME!
   Sorting ELA
   Sorting Math
   Sorting Science
   Sorting Social Studies

        These fields determine the order
         and grouping of test materials and
         test security checklists sent to
         schools.
        Note the expanded explanation for
         the materials sort fields.

   HSP
        This field indicates which HSAP
         test(s), if any, the student will take.
         If the student needs customized
         materials for ELA or math, also
         indicate the type of booklet in the
         CTL field for ELA and in the CTM
         field for math.
                  Field Descriptions
      Materials Sort Fields for the New
             Assessment and HSAP
Use one of four options to sort the materials:
a 3-character alphanumeric entry (e.g., 321, A12,
     ALT, etc.) to sort materials by teacher, test
      administrator, or other grouping;
AWS to sort alphabetically within the school;


AWG to sort alphabetically within each grade;
or blank to sort by advisor number.
         ELA              New Assessment & HSAP

         Mathematics      New Assessment & HSAP

         Science          New Assessment

         Social Studies   New Assessment
                               Field Descriptions
          THE SAME!

KDR
   Indicating the previous program
    the student enrolled or
    participated in as a four-year-old
    last school year (2007–08). If the
    student attended more than one
    program, code the one in which
    the most time was spent.



          For Reference

2008-09 Precode Entry Screen
                Important


   Weightings are how we make our money

   So I am adding them again to the
    presentation

   Double check your work – have someone
    else check after you.

                 Weightings
   Code           Classification            Weighting


   K      Kindergarten                             1.30
   P      Primary                                  1.24
   EL     Elementary                        1.00
   HS     High School                              1.25
   TM     Trainable Mentally Handicapped*   2.04
   SP     Speech Handicapped                       1.90
   HO     Homebound                                2.10
   EH     Emotionally Handicapped           2.04
   EM     Educable Mentally Handicapped            1.74
   LD     Learning Disabilities                    1.74
   HH     Hearing Handicapped                      2.57
   VH     Visually Handicapped                     2.57
   OH     Orthopedic ally Handicapped              2.04
   V1     Vocational (Grades 9–12)          1.29
   V2     Vocational (Grades 9–12)          1.29
   V3     Vocational (Grades 9–12)          1.29
   AU     Autism                                   2.57
Not so New Pupil Classifications
   OHI – Other Health Impaired          1.74
   PMD – Profoundly Mentally Disabled   2.04
   TBI – Traumatic Brain Injury         2.04
   NEW – DD Developmental Delay         1.74
   OHI is counted in LD
   PMD is counted in TM
   TBI is counted in OH
   DD is counted in LD
Student Atom—Page 1



SASI Field Name       Field Description

Last Name             Last name

First Name            First name

Middle Name           Middle name

Gnrtn                 Generation code, such as Jr. or Sr.

Grd                   Grade

Gen                   Gender

State ID              State ID number (Student Unique Numbering System [SUNS])

Student ID            ID number (SASI Permanent Number)

Birth Date            Date of birth

Eth                   Ethnicity code

Tchr# (Advsr#)        Teacher number for the teacher currently assigned to a student

Tchr Name             Teacher name associated with the Tchr# (Advsr#)

ESL                   Proficiency level in English

Enter Date            Enrollment date

Enter Code            Enter code

ADA                   Average daily attendance (ADA) eligibility

IS                    Instructional setting
Student Atom—Page 2



SASI Field Name       Field Description

FirstLngSp            First language spoken

NxtSch                Next school

Student Atom—Page 3



SASI Field Name       Field Description

Alternate ID1         Student unique numbering system

FirstLngSp            First language spoken

Meals                 Participation in the free and reduced meals program

Migrant               Migrant status

State ID              Student unique numbering system

US Sch Entry          Date student enrolled in school in the U.S.

Birth Country         Birth country
Student Services Program Atom



SASI Field Name           Field Description

ESOL                      Cohort group

ELLI                      ESOL Instructional Models

Student Supplemental Data Entry Atom—Page 1



SASI Field Name           Field Description

Alt Sch Prog              Alternative school program

504 Plan                  504 accommodations plan

Sorting ELA               ELA materials sort field

Sorting Math              Mathematics materials sort field

Sorting Science           Science materials sort field

Sorting Social Studies    Social studies materials sort field

EFA/EIA Classification Info Atom—EFA Code Entry



SASI Field Name           Field Description

EFA Primary, EFA2–EFA10   Primary EFA code, second through tenth EFA codes

EFA/EIA Classification Info Atom—EIA Code Entry



SASI Field Name           Field Description

EIA 1 – EIA 10            First through tenth EIA codes
Precode Entry Screen



SASI Field Name        Field Description

AA                     Alternate assessment eligibility

CTL                    Customized test booklet – ELA

CTM                    Customized test booklet – mathematics

CTS                    Customized test booklet – science

CTT                    Customized test booklet – social studies

HSP                    HSAP materials – ELA and/or mathematics

KDR                    4-year-old program the 5-year-old kindergartener was enrolled in last school year

DB                     Deaf-blindness

MD                     Multiple disabilities
Identifying Students for Alternate
Assessment During the 2008–09 School
Year
and Required Precode Project Coding
(Alternate Assessment Eligibility Field)
See Page 14 of the 2008–09 Precode
Manual
for Alternate Assessment Eligibility (AA)
Coding Instructions
Age as of       Corresponding        Alternate      Precode
 9/1/08        Birth Date Range     Assessment         AA
                                     Required       Eligibilit
                                     2008–09         y Code
            Beginning     Ending
              DOB          DOB
   5         9/02/02      9/01/03       none            5
   6         9/02/01      9/01/02       none            5
   7         9/02/00      9/01/01       none            5
   8         9/02/99      9/01/00   SC-Alt Elem         2
   9         9/02/98      9/01/99   SC-Alt Elem         2
   10        9/02/97      9/01/98   SC-Alt Elem         2




   11        9/02/96      9/01/97   SC-Alt Middle       3
   12        9/02/95      9/01/96   SC-Alt Middle       3
   13        9/02/94      9/01/95   SC-Alt Middle       3
   14        9/02/93      9/01/94       none            5
   15        9/02/92      9/01/93    SC-Alt HS          4

   16        9/02/91      9/01/92       none            5
   17        9/02/90      9/01/91       none            5
   18        9/02/89      9/01/90       none            5
   19        9/02/88      9/01/89       none            5
   20        9/02/87      9/01/88       none            5
          Query‘s to help you.

   CHANGE ASTU ACLS AMST HomeRoom
    =Room if BegPeriod =―00‖
   Puts Teacher on Page 1 of student screen

   CHANGE ASTU SchoolNum =999 IF
    SchoolNum <>999
   Adds SchoolNum to all ASTU records
          Query‘s to help you.

   Display ASTU SSCE SSCO LastName
    FirstName 2,PreCode PreCdDesc 2,Value
    IF 2,PreCode = 3,PreCode AND 2,Value
    = 3,Value
   Shows (displays) precode values for all
    students
              Query‘s to help you.
   The 0 in the following queries is a ZERO

   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = AA
   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = CTT
   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = CTL
   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = CTM
   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = CTS
   CHANGE       ASTU SSCE VALUE=‖0‖ IF PRECODE = HSP
   CHANGE       ASTU SSCE VALUE=‖NA‖ IF PRECODE = KDR
   CHANGE       ASTU SSCE VALUE=‖N‖ IF PRECODE = DB
   CHANGE       ASTU SSCE VALUE=‖N‖ IF PRECODE = MD
         Query‘s to help you.

   Display ASTU SSCB FirstName LastName
    Grade EFAPrimary IF InstrSet ='SE‗
   Display ASTU SSCB FirstName LastName
    Grade InstrSet EFAPrimary IF
    EFAPrimary <>'P' AND EFAPrimary <>
    'EL' AND EFAPrimary <>'HS' AND
    EFAPrimary <> 'K'
            45 day package

   Enrollment Form – don‘t forget ADM/ADA
   Email Enrollment Form
   Master Classification Report – signed
   Cumulative Class Report – signed
   Special Ed List
   Master Classification list
   Cumulative Class list

				
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