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Steps in Precoding Process 2007-2008 |
Precode data collection and
reporting will be done through SASI for the current school year. Schools have the responsibility for
collecting and entering the data into their SASI databases, as described
below. Precode data will be transmitted
to the
All Precode-related data must be
entered into each school’s SASI database by the end of the day, January 10, 2008.
Precode
Extraction Dates for Schools
For this school year, the following schedule shows the dates
on which files must be ready for OCS extraction:
|
Task |
School Complete Date
|
District Extraction
Deadline
|
|
45-Day Count Extract |
October 25,
2007
|
October 26, 2007
|
|
Print File Extract |
January 10, 2008 |
January 16, 2008 |
|
Final Update Extract |
March 17, 2007 |
March 21, 2007 |
SASI Fields
Required for Precode
For this school year, the following fields are required for
Precode:
|
Precode Data |
Data Description |
|
In SASI Student Module |
|
|
Name – Last, First, Middle |
Student Page 1; No nicknames, no Jr., Sr., III, IV, etc.;
legal name only |
|
Generation |
Student Page 1; Gnrtn; Jr., Sr., III, IV, etc. |
|
Grade Level |
Student Page 1; Grd |
|
Gender |
Student Page 1; Gen |
|
SASI Student ID Number |
Student Page 1; PermNum |
|
Date of Birth |
Student Page 1; Birth Date |
|
Ethnicity |
Student Page 1; Eth |
|
Enter Date |
Student Page 1; Enter Date |
|
Enter Code |
Student Page 1; Code |
|
Advisor/Teacher
Number and Name |
Student Page 1; Tchr#, Name (Elem, Middle); Advsr#, Name
(High) |
|
English Proficiency |
Student Page 1; ESL |
|
First Language Spoken |
Student Page 2; First Langauge Spoken |
|
School BEDS Number |
Student Page 2; Sch/Res |
|
Free/Reduced Meals Program |
Student Page 3; Meals (lunch status) |
|
State ID |
Student Page 3; Do
not modify |
|
US School Entry Date |
Student Page 3; US Sch Entry |
|
Migrant Status |
Student Page 3; Migrant (check box) |
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|
In SASI Enrollment Module |
|
|
EFA Codes |
EFA/EIA Info; EFA Code Entry tab |
|
EIA Codes |
EFA/EIA Info; EIA Code Entry tab |
|
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|
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In SASI Student Service Program
Module |
|
|
ESOL |
Student Serv Prg/Data/Add Program; ESOL |
|
ELLI |
Student Serv Prg/Data/Add Program; ELLI |
|
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In SASI Student Supplemental
Module |
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Alternative School Program |
SC Student Supplemental; AltSchProg |
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504 Accommodations Plan |
SC Student Supplemental; 504 Plan |
|
Sorting ELA |
SC Student Supplemental; Sorting ELA |
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Sorting Math |
SC Student Supplemental; Sorting Math |
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Sorting Science |
SC Student Supplemental; Sorting Science |
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Sorting Social Studies |
SC Student Supplemental; Sorting Social Studies |
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1st-Time 9th
Grade |
SC Student Supplemental; 9GR |
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In SASI Precode Module |
|
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Alternate Assessment Eligibility |
Precode; AA |
|
Custom Test Booklet ELA |
Precode; CTL |
|
Custom Test Booklet Math |
Precode; CTM |
|
Custom Test Booklet Science |
Precode; CTS |
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Custom Test Booklet SocStudies |
Precode; CTT |
|
HSAP Materials |
Precode; HSP |
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Kindergarten
Previous Program |
Precode; KDR |
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Deaf-Blindness |
Precode; DB |
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Multiple
Disabilities |
Precode; MD |
Please note:
If your data contains errors, OCS staff will not be able to correct
those errors. We will, in those cases,
advise you of the errors and ask that you correct those immediately. After those corrections, OCS staff will have
to copy your data to the district server and re-send it to the Department of
Education.
Please note: Some
fields may be left blank for this school year – but most require some data
entry. All fields must contain an
appropriate value. Default values were
placed in every field in the Precode file for students who were enrolled when
the state template for SASI was installed; the school must update the records
of students for whom the default value is not the correct value. Also, default values will not be present for
students who enroll after the state template is installed; schools must fill in
all values for those students.
Please note: The StateID
field on Page 3 of the Student atom
contains a 10-digit number that is assigned by the state’s Student Unique
Numbering System (SUNS). Do not change
that number for any reason. Do not put a
number in this field even if the field is blank. Do not delete any value from this field.
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A. At Each School (In SASI) |
1. On
Page 1 of the Student screens, field SocSecNo is not required for this
school year.
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2. The ESL
field is on Page 1 of the Student screens.
This field cannot be left blank.
From the drop-down list, you must choose one of the following values: ·
1=Pre-functional if the student is at EDLA Level 1. (See your school ESOL contact person.) ·
2=Beginner if the student is at EDLA Level 2. (See your school ESOL contact person.) ·
3=Intermediate if the student is at EDLA Level 3. (See your school ESOL contact person.) ·
4=Advanced if the student is at EDLA Level 4. (See your school ESOL contact person.) ·
5=Initially English Proficiency if the student is at
EDLA Level 5 (FEP). The student may
not be proficient at grade level. (See
your school ESOL contact person.) ·
6=Title III Yr 1 Exited if the student scored proficient twice on
·
7=Title III Exited Yr 2+ if the student is in the
second year (or more) of exited status.
(See your ESOL contact person.) ·
8=English Speaker I if the student has scored proficient once
in math and ELA on PACT/HSAP; the student must be a former LEP student. (See your ESOL contact person.) ·
9=English speaker II if the student is a
native English speaker. (This is the
default value.) ·
A=Pre-functional Wiaver if student scored at ·
B=Beginner Wiaver if student scored at ·
C=Intermediate Waiver if
student scored at ·
D=Advanced Wiaver if student scored at Note: Students must be formally tested before
being classified ESOL or LEP. 3. For each
student who is coded 1-8 or A-D in the ESL field, you must complete additional
information in the Student Service Program module, which can be accessed from
Student Info on the main SASI Modules menu.
You can find complete instructions for coding the ESOL and ELLI
programs information at the following link:
http://www.gwd50.org/SASI-Web/ESOLDataCollection4SASIxp&Screens.pdf.
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4. The First
Language Spoken field is on Page 2 (see the tabs) of the Student
screens. This field may be left blank
if the student is not an ESOL student – that is, if the student is a
native English speaker (coded 9 in the ESL field). For ESOL students, you must select one of the
sixteen (16) languages or “other” from the drop-down list of languages.
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Code |
Language |
|
Code |
Language |
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|
<blank> |
English |
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JPN |
Japanese |
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ARB |
Arabic |
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KRN |
Korean |
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CMB |
Cambodian |
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MND |
Mandarin |
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CNT |
Cantonese |
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PRT |
Portuguese |
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FRN |
French |
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RSN |
Russian |
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GJR |
Gujarati |
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SPN |
Spanish |
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GRM |
German |
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TGL |
Tagalog |
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HMN |
Hmong |
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VTN |
Vietnamese |
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HND |
Hindi |
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OTH |
Other |
5. The Meals
field is on Page 3 of the Student screens.
It must contain F, R, or N (for free, reduced, or pay).
Click in the field and choose the correct item. This
field cannot be left blank. No
default value has been entered. It
is extremely important that the lunch data in your SASI database are correct
and that those match the data in the MealsPlus software. All Academic Assistance funding from the
State is allocated based on the lunch
status of schools.
6. The US
School Entry Date is on Page 3 of the Student screens. This date reflects the first time a student
enrolled in a school in the
7. The Migrant
checkbox is on Page 3 of the Student screens. The checkbox should be left empty if the student is NOT a migrant student (this is the
default value). The checkbox should be
filled if the student is a migrant student, based on the definitions below:
An SDE
reviewed and approved Certificate of Eligibility (COE) is required to determine
eligibility for migrant status while resident and enrolled in a school
district. Migrant status is based upon the following definition:
A migratory student is a student who is, or whose parent, spouse, or
guardian is, a migratory agricultural worker, including a migratory dairy
worker, or a migratory fisher, and who, in the preceding 36 months, in order to
obtain, or accompany such parent or spouse in order to obtain temporary or
seasonal employment in agricultural or fishing work:
·
has
moved from one school district to another; or
·
in
a State that is comprised of a single school district, has moved from one
administrative area to another within such district; or
·
resides
in a school district of more than 15,000 square miles, and migrates a distance
of 20 miles or more to a temporary residence to engage in a fishing activity.
Agricultural
activity is:
·
any
activity directly related to the production or processing of crops, dairy
products, poultry or livestock for initial commercial sale or personal subsistence;
·
any
activity directly related to the cultivation or harvesting of trees; or
·
any
activity directly related to fish farms.
8. On the SASI desktop, be sure the SC Student Supplemental Data icon is
installed (see http://www.gwd50.org/SASI-Web/SASI-SCSupplAtoms.htm
for instructions on installing that atom if it is not on your SASI desktop).
Double-click that
icon. The SC Student Supplemental Data Entry screen opens and has only one
page this year. There are seven fields
into which data must be entered:
a. Alt
Sch Prog: Choose Y if the student is in an alternative
school program; leave blank if the student is not in such a program. Enter Y if the student is or has been
enrolled for at least two weeks
during this school year in an alternative school program. An Alternative School
Program is defined as one "designed to provide appropriate services to
students who for behavioral or academic reasons are not benefiting from the
regular school program or may be interfering with the learning of others.” Students who are enrolled in programs based
on special needs (e.g., 504 plan or IEP) are NOT in an alternative school
program.
b. 504
Plan: Leave blank if student does
not have a 504 Plan or choose from the list of 21 reasons for having the 504
Plan (see list below):
|
Code |
Description |
Code |
Description |