Verify Historical & Current Year Data
- Verify that current and prior years are available.
After running ASDR live, the upcoming school year becomes the current school year and is displayed in the top-right corner. If you have access to view historical data, you will be able to select the prior year to view historical data.
❏ Click Change to enable the School Year field.
❏ In the School Year field, verify that you can select the prior year. Click Apply.
❏ From the Registration application, use the Student Directory to verify that students are retrieved as expected.
- Verify current year data.
After you run ASDR, run the following reports to verify that students are in the correct grade level, that their schedules were moved to Grade Reporting correctly, and that they are properly enrolled in their special programs.
❏ Registration Reports > Program > SRG1200 - Student Status Changes by ProgramThis report is run by campus and can be run for individual programs (special ed, G/T, Bil/ESL, Title I, PRS, local programs, PK enrollment) and shared with appropriate staff.
❏ Registration Reports > Program > SRG1500 - Student At Risk ListingThis report allows you to compare at risk data for a campus. For example, select ending school year (current year), include withdrawn students, and set the At Risk Year (Ending School Year) parameter to blank to capture all years for comparison. Or, set the At Risk Year (Ending School Year) parameter to the current school year to display current values. Run the report again for the previous school year and compare the two reports.
❏ Registration Reports > Student > SRG0200 - Student Name ListingThis report allows you to view basic student information for current year students. If the Only New Students This Year parameter is set to Y, students who have an enrollment record at the campus for a prior school year are not listed. This report can be run multiple times at the beginning of the school year to identify No Show students, new enrollments, etc.
Student tracks should also be verified.
❏ Registration Reports > Withdrawal > SRG1700 - Leaver Tracking ReportThis report is helpful because it provides the initial list of students created in leaver tracking for fall PEIMS submission.
❏ Grade Reporting Reports > Student Schedules > SGR1940 - Student Course List
This report provides a proof list that allows you to quickly see student schedules and determine if any unscheduled periods need to be addressed. You can use the Scheduling > Maintenance > Live Scheduling Load > Student Reject List report, which was run prior to accepting the live scheduling load, to identify outstanding unscheduled course requests that need to be scheduled.
❏ Grade Reporting Reports > Instructors > SGR2500 - Schedule of Classes (Grd Rpting)This report provides the master schedule in grid format allowing you to review teacher schedules and total number of students.
❏ Grade Reporting Reports > Student Schedules > SGR0010 - Students Without a ScheduleThis report provides a list of students currently without a schedule. The list only includes students with blank schedules.
❏ Health > Reports > Health Reports > AllTIP: Review immunization data for record status 5 students (e.g., PK Roundup) to be sure data is carried over to the next school year.
❏ Special Ed > Student > SEM0000 - Special Ed Student ListingThis report allows you to verify next year data for students enrolled in special ed. Verify that data carried over as expected.
Reference Guide for Updated Fields
Verify that the following data was updated in student records during ASDR.
- Verify Attendance updates.
District Yearly Count
Attendance > Maintenance > Student > Student Inquiry > District Yearly Count
The District Yearly Count tab is updated with a new row for the prior school year.NOTE: Some districts run Attendance > Utilities > District Yearly Count during the school year, so if you already had a row ASDR updates that row.
Cumulative Absences
Attendance > Maintenance > Student > Student Inquiry > Cumulative
The Cumulative Absences report is updated with data for the prior school year.
Additional Attendance Changes
- Student entry dates should match the first day of school for their calendar and track for the next school year.
- Special programs at the next year campus are selected on Attendance > Maintenance > Campus > Campus Options. If a special program is not offered at the next year campus, no student enrollment records were created in the move.
- Verify Grade Reporting updates.
Schedules for No Show Students
ASDR checks for current year students who were No Show students for the entire school year at the campus and still have a schedule in Grade Reporting. During ASDR, the No Show student schedules are dropped. Therefore, if a student returns to the district, his GPA can be calculated on Grade Reporting > Maintenance > Student > Individual Maint > Prior Yr Transfer when his prior year course records are entered, since he will not have any grade course records for that year.
Additional Grade Reporting Changes
Student schedules, courses, sections, instructors are moved from Scheduling to Grade Reporting.
ASDR moves the OnRamps field settings from the Scheduling district master schedule and campus master schedule Sections tab to the Grade Reporting district master schedule and campus master schedule Sections tab for the new school year.
Rows are created for each calendar-track in the new school year on Grade Reporting > Maintenance > TeacherPortal Options > Campus > First Day Counts Ctrl. - Verify Graduation Plan updates.
Personal Graduation Plan
Graduation Plan > Maintenance > Student > Individual Maintenance > PGP
The settings of the following fields are rolled over to the next school year:- CPR Date Completed
- Speech Date Completed
- Peace Officer Interact Date Completed
- College Career Instruction
REMEMBER: These fields are populated in Graduation Plan for students who have a graduation plan. For all other students, the fields are populated on Registration > Maintenance > Student > Demo3.
Performance Acknowledgment
Graduation Plan > Maintenance > Student > Individual Maintenance > Performance Acknowledgment
The performance acknowledgment indicators, as well as post-secondary certification/license data from the Graduation Plan application for Foundation High School Program (FHSP) graduates are included when creating leaver records. - Verify Registration updates.
OCR Settings
Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info
The settings from the Office of Civil Rights (OCR) Options fields are rolled over from the current school year to the new school year.
Student Indicators
Registration > Maintenance > Student Enrollment > Demo1
The fields under Student Indicators are set according to settings in ASDR.
PK and KG Student Eligibility Code
The Elig Code field for PK student is normally set to 2 (i.e., eligible half day). If an existing PK student will be five years old by September 1st, he is promoted to KG, unless he is retained.
During ASDR, the eligibility codes for PK students promoted to KG are based on the Type Kindergarten field on Attendance > Maintenance > Campus > Next Year Campus Options:- If the field is set to 1 (full day/full year kindergarten program), when a PK student is promoted to KG, his Elig Code field is set to 1 (eligible full day).
- If the field is set to 3 (half day/full year kindergarten program), when a PK student is promoted to KG, his Elig Code field is set to 2 (eligible half day).
- A current year KG student, whether half day or full day, who is promoted to 1st grade will have his Elig Code field set to 1 (eligible full day).
Record Status
The Record Status field is set to 1 (currently enrolled at campus) at the next year campus.
5th, 8th, and 9th Grade Entry Date and Cohort
Registration > Maintenance > Student Enrollment > Demo2
- The Dt Entry 5th Grd and Dt Entry 8th Grd fields are moved from the current year to the new school year, and both fields are set to the first day of the new school year for students who will be enrolled in 5th or 8th grade for the first time in the new school year.
- For 8th grade students entering 9th grade, ASDR updates the student’s Dt Entry 9th Grd field, if the field is blank, with the first day of school for the 9th grade school year.
- ASDR also updates the Cohort field for students entering 9th-12th grade according to the year in Dt Entry 9th Grd. If Cohort is blank and Dt Entry 9th Grd contains a date, the Cohort field is updated with that year + 4.
Neither field is changed if they already contained values before ASDR.
CTE and Other Status Indicators
Registration > Maintenance > Student Enrollment > Demo3
Career and Technical Education (CTE) Indicator
- If a student’s Career and Technology Ind field was 1 (enrolled), ASDR resets the field to 0 (not enrolled).
- Students with code 2 (coherent sequence of courses) are not reset; the code is rolled over to the next school year.
NOTE: If a student is ineligible for CTE funding (i.e., CTE Elig is cleared on Maintenance > Student Enrollment > W/R Enroll, > SpecEd, or > PRS, the student becomes eligible for CTE funding after ASDR is run.
Status Indicators
The following fields are cleared in the next school year, regardless of district, campus, and special program move options:
- Campus of Account
- Summer Sch. Bil/ESL
For students who graduated, the Military Enlistment field is carried over to the leaver tracking record on Registration > Maintenance > Prior Year Leaver Tracking.
At Risk Data
Registration > Maintenance > Student Enrollment > At Risk
ASDR clears the following PEIMS at-risk criteria fields:- 1. Unsatisfactory performance on readiness test (PK - 03)
- 4. Unsatisfactory performance on assessment instrument
- 5. Pregnant/parent
- 6. Placed in a DAEP (TEC37.006)
- 7. Expelled (TEC37.007)
- 11. Is in the custody or care of the DFPS or has been referred to DFPS
- 12. Homeless
If 11. Is in the custody or care of the DFPS or has been referred to DFPS is the only PEIMS at-risk criteria field selected for the student, the At Risk field is also cleared for the student when ASDR is run.
EB, Bilingual, and ESL Codes
Registration > Maintenance > Student Enrollment > Bil/ESL
Years in US Schools and EB Codes and Years
ASDR increments the student’s Yrs US Sch field as follows:
- If Yrs US Sch is blank, a blank is rolled over to the next school year.
- If Yrs US Sch is 0 or 1, increment to 2.
- If Yrs US Sch is 2, increment to 3.
- If Yrs US Sch is 3, increment to 4.
- If Yrs US Sch is 4, increment to 5.
- If Yrs US Sch is 5, increment to 6.
- If Yrs US Sch is 6 code 6 is rolled over to the next school year.
If Bilingual/ESL is S (special reset) on Registration > Maintenance > District Profile > Annual Student Data Rollover > Special Program Options, ASDR changes the student’s EB Cd field:- If the student has a row with the withdrawal reason code set to EP (i.e., exit the bilingual or ESL program), ASDR will set EB Cd to F (i.e,. exited from EB - Monitored 1 (M1)).
- If EB Cd is F, ASDR will increment the code to S (i.e,. exited from EB - Monitored 2 (M2)).
- If EB Cd is S, ASDR will create a third year EB monitoring record in the new school year (EB Ind = 3).
- If EB Cd is 3, ASDR will create a fourth year EB Monitoring record in the new school year (EB Ind = 4).
- If EB Cd is 4, ASDR will create an EB code 5 record (former EB/EL student) in the new school year.
- If EB Cd is 5, ASDR will create an EB code 5 record in the new school year.
Bil/ESL Parental Permission Code
If the student’s Par Perm Cd field is B (Parent/Guardian Approved ESL-Not Deny BIL PK-8) and he will be in grade level 9-12 in the next school year, the code is changed to F (Parent/ Guard Approved LPAC Plan 9-12).
Title I
Registration > Maintenance > Student Enrollment > Title I
ASDR will blank out columns for Instructional Services and Other Related Services for school year 2019 Title I records.
Local Programs
Registration > Maintenance > Student Enrollment > Local Programs
ASDR moves local programs to the next school year according to the settings of the Move Program to Next Year fields on Registration > Maintenance > District Profile > Local Program Codes and Registration > Maintenance > Campus Profile > Campus Local Program Codes.- If the field on the district-level page is set to N, the Move Program to Next Year field is disabled on the campus-level page. The district setting overrides the campus setting. The program will be dropped when ASDR is run.
- If the field on the district-level page is set to Y, the program is rolled over to the next school year.
- If the local program does not exist at the next year campus, the program is not created for the student in the next school year.
- For students who exited a program with reason code EP (exit program), the program is not rolled over to the next school year.
Attendance Zones
Processing of the Attendance Zones street segment records from Next Year to Current Year
During the school year, the Attendance Zones information is entered on Registration > Maintenance > District Profile > District Maintenance > Attendance Zones > CY Attendance Zones and Registration > Maintenance > District Profile > District Maintenance > Attendance Zones > NY Attendance Zones.
The Annual Student Data Rollover (ASDR) will process the AZ street information in the following manner:
- The Next Year (NY) street segment records are combined into the Current Year (CY) street segment records for the New School Year.
If there is a street segment in the NY, and the segment does not exist in the CY, create the street segment for New School Year using the NY segment information.
If there is a street segment in the NY and the segment exists in the CY, create the street segment for New School Year using the NY segment information.
If there is a street segment in the CY and the segment does not exist in the NY, create the street segment for New School Year using the CY segment information.- The Transfer Factor information entered on Registration > Maintenance > District Profile > Tables > CY_Transfer Factor and Registration > Maintenance > District Profile > Tables > NY Transfer Factor are copied from the NY Transfer Factor tab to the Current Year tab for the new school year.
The following fields are reset to 0 in the upcoming school year:
- Attendance Zone Edit on Registration > Maintenance > District Profile > District Maintenance > Attendance Zones
- Auto Update Home Campus from Attendance Zones on Registration > Maintenance > District Profile > District Maintenance > Attendance Zones
The following fields are cleared in the upcoming school year:
The following fields are copied to the upcoming school year:
- Registration > Maintenance > District Profile > Attendance Zones table is copied to Registration > Maintenance > District Profile > Attendance Zones (NY Attendance Zones is cleared)
- NY Xfer Factor on Registration > Maintenance > Student Enrollment > Demo1 is copied to CY Xfer Factor on Registration > Maintenance > Student Enrollment > Demo1, and then NY Xfer Factor is cleared in the upcoming school year
Additional Changes
ASDR also clears the following fields in the new school year regardless of district, campus, and special program move options:
- Registration > Maintenance > Student Enrollment > Special Ed (RDSD Fiscal Agent)
- Verify Scheduling updates.
Student Schedules and Alternate Course Requests
Scheduling > Maintenance > Student Schedules > Course Requests
ASDR clears student scheduled courses as well as any alternate course requests.
Students’ next year schedules and/or course requests are cleared in order for the Graduation Plan application to correctly calculate the student’s credit status.
PK Program Evaluation Type
Scheduling > Maintenance > Master Schedule > Campus > Sections
ASDR moves the value from PK Prog Eval Type from Scheduling to Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section, if a value exists. - Verify Special Ed updates.
Extended School Year (ESY) Services
Special Education > Maintenance > Student Sp Ed Data > Current Year > Program Information
The following fields are cleared for the student in the next school year:- Extended School Year Services
- Extended School Year Services Hours
- Extended School Year Services Speech Hours
The IEP Continuer indicator is rolled over from the current year to the new school year.
Additional Changes
ASDR also clears the following records in the new school year regardless of district, campus, and special program move options:
- Verify Test Scores updates.
Precoding STAAR Status
Test Scores > Maintenance > Individual Maintenance > PRECODE
ASDR moves the precoding values assigned to each subject to the next school year, and clears the Above Grd field for every subject in the next school year.
Also:- The setting of the Accommodation 1-x fields for each subject are copied from the current school year to the new school year.
- The Precoding STAAR Interim Reading and/or Math field settings are copied to the new school year.
- The Precoding STAAR Interim Reading and/or Math Grd Lvl fields are cleared for the new school year.
- Re-enable TeacherPortal and ASCENDER ParentPortal.
Re-Enable TeacherPortal and ASCENDER ParentPortal
Enable TeacherPortal
Grade Reporting > Maintenance > TeacherPortal Options > District > Options
Set TeacherPortal Use Flag to TeacherPortal is enabled.
Enable ASCENDER ParentPortal
ASCENDER ParentPortal Admin > Admin Settings > District Settings
Set ParentPortal is active as of to the current date. “Active” will be displayed.
- Verify ASCENDER updates.
TeacherPortal
- When ASDR is run, the teachers’ user ID and password are removed from TeacherPortal for security reasons. The teachers will need to register again for the next school year.
NOTE: TeacherPortal administrative user accounts are deleted/retained according to the setting of the Delete TeacherPortal Administrative Users field on Registration > Maintenance > District Profile > Annual Student Data Rollover > District ASDR Options. If accounts are deleted, campus- and district-level administrators will need to register again for the next school year.
- The TeacherPortal Skills-Based Report Card setup information is cleared when ASDR is run; this information must be re-entered each school year.
ASCENDER ParentPortal
Parent user names and passwords are not removed; they remain the same for the next school year.
Student portal IDs also remain the same, with a couple of exceptions:- Students who graduated or withdrew from school are not created in the next school year, and the student portal IDs are deleted from their student records.
- Students who no longer have portal IDs are no longer listed in their parents’ account in ParentPortal.
