Preparatory Steps for State Reporting
Preparations for OCT Reporting
The count day is Oct 1 unless it falls on a weekend/holiday. In that case, the state will announce the revised date.
1. In Sponsor Site Editor, make sure the Grading Period tab, "Begin Date" and "End Date", for each grading period is correct for all sites.
2. In Calendar Editor, check the following for each site:
- Semesters: Should match the schedule type of the school for two semesters (9 weeks) or 4 semesters (4x4).
- Periods: Default number of periods in the master schedule of the school.
- Start Time / End Time: Should be the start and end of the school day for students.
- Minutes: Enter the number of instructional minutes at the school for a typical day.
- Start Date / End Date: Enter the first and last day of school for students.
- Graduation Date: Enter the expected graduation date for the high school. If a non-high school site, just enter the student last day of school.
- Link: Calendar Editor
3. Submit and match students to eScholar. After the upload and match, download the resulting eScholar ID file, then upload the ID's into JCampus.
3. Submit and match staff to eScholar. After the upload and match, download the ID file and upload the student eScholar IDs into JCampus.
The lunch file (old DFC file) is built based on matching the escholar students against the Direct Cert data in eScholar. Please make sure the proper person in your district is doing the lunch direct match so you can get the file to your lunch vendor or imported into us as per your district work flow.
Make sure special ed jurisdiction and services are updated (Sped coordinator). Also, make sure your special ed students/teachers are scheduled (including Adaptive PE).
If you use SIS school make sure every student that needs it has the proper SIS school. (If you don't know what it is, you don't need it.)
Make sure your courses in the Course Catalog have the correct number of semesters and credit count.
If you can, import a PEP file from your HR department and update your Master Schedule Editor staff accordingly.
Correctly identify all vacant positions and where they are in the Master Schedule Editor.
After all classes are correctly scheduled and staff updated, on the morning of OCT 1 create a OCT Master Schedule.
If you make schedule corrections after OCT 1 and want them back dated for before OCT 1 make sure you are setting the start date in the updated schedule record and the end date in the previous schedule record.
Make sure you run the MFP report to verify your school, program and lunch counts and correct any overlapping enrollments. Overlapping enrollments MUST be cleaned up.
Make sure you run the Enrollment Audit to clean up any additional errors.
Verify that you have the correct Calendar begin and end dates as well as holidays, early out and emergency days.
It will also be important for your SPED coordinator and PEP coordinator discuss the OBJ/FUNC of all the service providers and specialist prior to OCT1 so the PEP transmissions accurately update SPED table 2.
