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MA DOE SCS

USER GUIDE

Last revised May 4, 2010

Contents

Overview ............................................................................................................................................. 1 Purpose................................................................................................................................ 1 Before you begin .................................................................................................................. 1 Plan accordingly ................................................................................................................... 1 Configure the Data Dictionary............................................................................................................ 2 Student Course Schedule data elements ............................................................................. 3 Student Course Schedule data elements details .................................................................. 4 Run the SCS Export .........................................................................................................................12 Appendix A: SCS Aliases Checklist ...............................................................................................13

Overview

Starting in the fall of 2010, the Massachusetts Department of Education (MA DOE) is requiring all public school districts in Massachusetts to meet new data collection requirements, including the new Student Course Schedules (SCS) submission. The X2 Aspen Student Information System (SIS) can track all the relevant data and generate the necessary reports to meet these requirements.

Purpose

This user guide takes you through the steps for managing and reporting SCS data within X2 Aspen. These steps include: Configuring the Data Dictionary with the necessary SCS aliases Aligning local codes to state codes Running the SCS export

Before you begin

It is recommended that you familiarize yourself with the SCS specification before beginning these steps. Version 0.2 of the SCS Handbook specification can be downloaded from the MA DOE Web site at http://www.doe.mass.edu/infoservices/data/simsexp/ All of the SCS data elements currently exist in X2 Aspen, requiring no additional information systems to produce this file.

Plan accordingly

The steps in this guide can be completed in a relatively short amount of time. However, if you see aliases missing, then the SCS setup procedure has not yet been run on your database. Contact the X2 Help Desk to coordinate updating your database with the SCS setup procedure. Although the procedure will automatically perform most of the setup required to produce the SCS export, you are strongly encouraged to review each data element and the tables where they reside to understand how the SCS export gathers data.

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Chapter 1, Configure the Data Dictionary

Configure the Data Dictionary

1

X2 has created an SCS setup procedure that will define the required Data Dictionary alias and create a new reference code table for the state grade codes. Contact the X2 Help Desk if you see that this procedure has not been run for you. The SCS data elements must be properly configured in the Data Dictionary before the export can be run. Most data elements are based on system-defined fields (such as Name, Course Codes, Course Level), some are calculated (Course Enrollment Status), and two are based on a user-defined fields (State Subject Code, Course Letter Mark). The new State Reporting Framework introduced with X2 Aspen v2.12 makes the list of fields used in the export and how those fields are sourced much easier to view and understand. Three of the data elements are based on reference tables. The codes in these reference tables can have any value, as long as the state equivalent code is properly mapped to local values. Both of these require configuration. Schedule Terms Codes · · Setup involves aligning your Schedule Term Codes with state values See page 6 of this document for more instructions

Academic Level Codes · · Setup involves aligning your Academic Level Codes with state values See page 7 of this document for more instructions

Grade Scales · · · A new "MA Grade Code" field must be setup on the Grade Definition table Setup involves tagging each grade in your Grade Scales with the appropriate value for the new "MA Grade Code" field See page 8 of this document for more instructions

The following page lists all the data elements, with notes and instructions for how your database should be configured.

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Student Course Schedule data elements

The Student Course Schedule record contains 13 data elements. The last 10 data elements (SCS04 to SCS13) come from a combination of the Student Transcript and the district Course tables. X2 Aspen retrieves all but one data element based on the actual database field name for those fields, using an Alias only for the Subject Area Course field, which is already aliased as WA10-MTC for the EPIMS export. Local Agency Student Identifier (LASID)

The same field as DOE 01 from the SIMS export SCS02 SCS03 SCS04 SCS05

SCS01

State Assigned Student Identifier

The same field as DOE 02 from the SIMS export

School Identification Number

The school identifier where the course is being taken

Local Course Code

The internal course code in your district catalog

Subject Area Course

The state Subject Code in your district catalog ­ WA10-MTC from EPIMS

SCS06

Class Section

The class section (the Course View field on the Master Schedule in Aspen) must be unique within a school ­ WA11 from EPIMS

SCS07

Course Term

(new for state reporting) The length and occurrence of a course. For multiple, non-continuous terms (classes that meet terms 1 & 3 or 2 & 4, for example), the term code is calculated

SCS08 SCS09 SCS10 SCS11 SCS12

Course Enrollment Status Course Level

(new for state reporting) A calculated value for the student's status in the course (new for state reporting) The Academic Level for the course in your district catalog

Course Credit Available Course Credit Earned Course Letter Mark

(new for state reporting) The Credit value for the course in your district catalog (new for state reporting) The Credit earned for the course on the Student Transcript record (new for state reporting) The alpha value of the final grade on the Student Transcript record, mapped to the appropriate state code (MA Grade Code)

SCS13

Course Numeric Mark

(new for state reporting) The numeric value of the final grade on the Student Transcript record

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Student Course Schedule data elements details

SCS01 ­ Local Agency Student Identifier (LASID)

Table Field type Alias name Reference table Notes Student System-defined N/A No The same field as DOE 01 from the SIMS export NO SETUP REQUIRED

SCS02 ­ State Assigned Student Identifier

Table Field type Alias name Reference table Notes Student System-defined N/A No The same field as DOE 02 from the SIMS export NO SETUP REQUIRED

SCS03 ­ School Identification Number

Table Field type Alias name Reference table Notes School System-defined DOE 15 No The school identifier where the course is being taken NO SETUP REQUIRED

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SCS04 ­ Local Course Code

Table Field type Alias name Reference table Notes Course System-defined N/A No The internal course code in your district catalog NO SETUP REQUIRED

SCS05 ­ Subject Area Course

Table Field type Alias name Reference table Notes Course System-defined

WA10-MTC

No The state Subject Code in your district catalog ­ WA10-MTC from EPIMS No setup required if all courses already linked to state subject codes NOTE: Only courses with a value in this field on the course catalog will be included in the SCS export file.

SCS06 ­ Class Section

Table Field type Alias name Reference table Notes Schedule Master System-defined N/A No The class section (the Course View field on the Master Schedule in Aspen) must be unique within a school ­ WA11 from EPIMS NO SETUP REQUIRED

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SCS07 ­ Course Term

Table Field type Alias name Reference table Notes Schedule Master Term System Defined N/A YES ­ Schedule Term Codes The length and occurrence of a course. For multiple, non-continuous terms (classes that meet terms 1 & 3 or 2 & 4, for example), the term code is calculated SETUP IS REQUIRED ­ You must align the state codes to your Schedule Term codes according to the values listed as Acceptable for SCS07 in the SCS Data Handbook.

Acceptable Values:

The following table lists the available course levels. Each course must be mapped to a level. Select the code that most closely represents the level of the course. Code FY S1 S2 Tri 1 Tri 2 Tri 3 Q1 Q2 Q3 Q4 Etc. Source: SCS Data Handbook v0.2.doc, page 15 State Code 01 21 22 31 32 33 41 42 43 44

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SCS08 ­ Course Enrollment Status

Table Field type Alias name Reference table Notes N/A Calculated N/A None A calculated value for the student's status in the course NO SETUP REQUIRED

SCS09 ­ Course Level

Table Field type Alias name Reference table Notes Course System-defined N/A YES ­ Academic Level Codes The Academic Level for the course in your district catalog SETUP IS REQUIRED ­ You must align the state codes to your Academic Level codes according to the values listed as Acceptable for SCS09 in the SCS Data Handbook.

Acceptable Values:

The following table lists the available course levels. Each course must be mapped to a level. Select the code that most closely represents the level of the course. Code 01 Description Basic or Remedial: A course focusing primarily on skills development. The course offered may focus on the improvement of a particular deficiency in content previously taught but not learned. 02 General: A course providing instruction that focuses primarily on general concepts for the appropriate grade level. 03 Advanced: An advanced course designed for students who achieve a specified level of academic performance.

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04

Postsecondary: A course, often taken at or in conjunction with a postsecondary institution, which contains instruction equivalent to a college-level course and for which a student may earn college credits.

Source: SCS Data Handbook v0.2.doc, page 18

Setup Required: 1. Navigate to District view, Admin tab, Data Dictionary side tab, and select Reference 2. Select the Academic Level Codes checkbox and click the Codes side-link 3. Use Options > Modify List to align you codes with the appropriate state values Example:

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SCS 10 ­ Course Credit Available

Table Field type Alias name Reference table Notes Course System Defined N/A No The Credit value for the course in your district catalog NO SETUP REQUIRED

SCS11 ­ Course Credit Earned

Table Field type Alias name Reference table Notes Student Transcript System-defined N/A No The Credit earned for the course on the Student Transcript record NO SETUP REQUIRED

SCS12 ­ Course Letter Mark

Table Field type Alias name Reference table Notes Student Transcript, Grade Definition System-defined for the actual grade, User-defined for the state grade code DOE GRADE CODE (new user-defined field on the Grade Definition table) Grade Scale in District view, Grades tab, Grade Scale side-tab The alpha value of the final grade on the Student Transcript record SETUP IS REQUIRED ­ You must align your grade scale(s) with the appropriate codes. The reference table has already been imported for you, so only alignment with the appropriate state code is necessary.

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Acceptable Values/Code Description: Acceptable Alphabetical and Categorical values are listed in the following table. Use codes 16-20 to map alternative marks (e.g., comment-type or stands-based marks). When mapping these marks, select the value that most closely resembles the mark earned by the student.

Code 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 55 66 77 88 99 Value A+ A AB+ B BC+ C CD+ D DF Pass Fail Failing (Very poor performance) Minimally Acceptable (Lowest passing grade) Acceptable (Meets some of the basic standards for the course) Good (Meets standards for the assignment or course) Outstanding (Meets the highest standards for the course) Mark will not be reported for this student Ungraded Course Audit Course In Progress Numeric Mark (only) provided for this course

Source: SCS Data Handbook v0.2.doc, page 21

Setup Required: 1. Navigate to District view, the Grades tab, and the Grade Scale side tab 2. Select your first Grade Scale and click the Grades side-link 3. Add the new user-defined "MA Grade Code" field to your field set 4. Click Options > Modify List, and edit the values to match your grades

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Sample:

SCS13 ­ Course Numeric Mark

Table Field type Alias name Reference table Notes Student Transcript System-defined N/A No The numeric value of the final grade on the Student Transcript record

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Chapter 2, Run the EPIMS Import and Export

Run the SCS Export

2

Once the necessary data has been entered in X2 Aspen, you can run the SCS export from the District view, the Tools tab, and the Exports side tab. If you save the export job and view its comments, the exports will alert you to basic validation errors. These errors should be addressed before submitting the export files to the DOE. IMPORTANT: · The validation performed by X2 Aspen is not the full validation performed by the DOE. An export that has no errors in X2 Aspen might still have errors from the DOE. Only courses with a non-empty value for SCS05 (the same as WA10-MTC) will be exported.

·

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Appendix A: SCS Aliases Checklist

A

Alias Page

Following is the complete list of aliases that must be defined in the Data Dictionary in order to use the SCS export:

Table

Grade Definition

DOE GRADE CODE

8

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