CRC Operating Procedural Manual 2017-2018 - Computer Records Controller - Dallas ISD
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Computer Records Controller
CRC
Operating Procedural Manual
2017-2018
Issued August 2017
Contents Mission Statement ......................................................................................................... 4 Chancery ......................................................................................................................... 4 Access to Archived Chancery ......................................................................................... 4 Chancery Open Access for Start of School .................................................................... 5 Summer School 2017 ..................................................................................................... 5 5th Grade to 6th Grade Promotions after Summer School ............................................. 5 School Changes for 2017-18 .......................................................................................... 5 Early Enrollment (Before Start of School)...................................................................... 6 Enrollment ...................................................................................................................... 6 Checklist before Start of School ................................................................................... 10 Long Term Substitute Teachers ................................................................................... 10 Daily Attendance .......................................................................................................... 11 No-Shows...................................................................................................................... 11 Label Requests.............................................................................................................. 13 DISD Policy-Enrollment & Registration Resources ...................................................... 14 2017-2018 Student Enrollment Age Chart .................................................................. 18 Important Numbers .................................................................................................... 19 Elementary Course Requirements 2017-2018 ............................................................ 20 Elementary Course Requirements 2017-2018 ............................................................ 22 Elementary Course Requirements 2017-2018 ............................................................ 23 Effective Date ............................................................................................................... 23 Free Immunizations for Eligible Children..................................................................... 26 Grade Reporting Calendar 1718 .................................................................................. 27 Grade Reporting ........................................................................................................... 28 GRADE WEIGHTS 2nd – 5th grades ................................................................................ 29 Malfunctions................................................................................................................. 30 Training ......................................................................................................................... 30 IT- School Administration Services 2 Operating Procedural Manual
IT- School Administration Services 3 Operating Procedural Manual
This manual is designed to provide detail instructions and references to assist CRCs throughout the year with
performing their duties and responsibilities.
2017-2018
ELEMENTARY DATA CONTROLLERS/CRC OPERATING PROCEDURAL MANUAL
IT- School Administration Services
Mission Statement
We are committed to providing the highest level of support to Chancery, GradeSpeed
and soon to be PowerSchool users to produce the greatest accuracy of student data.
The areas of support are: enrollment/withdrawal, attendance, scheduling, grade
reporting, and student demographic records. We will provide these services
encompassing the four core values: focused, friendly, fast and flexible.
The Vision – Dallas ISD seeks to be a premier urban school district.
Our Mission – Educating all students for success.
Chancery
This is our last academic year using the Chancery Student Management System.
During this school system you will begin to receive training on PowerSchool. All
schools will transition to PowerSchool for the 1819 school year.
Access to Archived Chancery
Chancery school year 2016-2017 information is available through the following link:
http://chancerysms1617.dallasisd.org. You can use the same format for previous
years. Please make note that you will not have access to archived Chancery unless
you worked during that timeframe. For instance, if 1617 was your first year of work
as an Elementary Data Controller you will not have access to prior years.
IT- School Administration Services 4
Operating Procedural ManualChancery Open Access for Start of School
Campuses have access to all Chancery schools from Thursday, August 10 through
Friday, September 1, 2017. Use W-Trans to another DALLAS ISD campus when
withdrawing a student from a Dallas ISD school. Specify the intended receiving
campus in the notes. This is helpful when trying to track a student that has not
enrolled at the new school.
Summer School 2017
Use your Retained Roster for 1617 to identify students scheduled to attend summer
school 2017. Your campus principal needs to make grade placement decisions
before the start of school. After these decisions are made and if the student is to
remain at your campus, assign a homeroom teacher and schedule the student.
5th Grade to 6th Grade Promotions after Summer School
When a student is promoted after Summer School 2017 the CRC cannot
electronically change the grade level to 6th grade. The elementary school must
notify the middle school with documentation like an email from the principal or a
letter indicating that the student was promoted after summer school completion.
School Changes for 2017-18
Closed schools for 17-18 are Carver and Earhart Elementary Schools.
Carver Elementary School (124) closed at the end of school year 1617. These
students were transferred to C F Carr Elementary (122).
Earhart Elementary School (140) closed at the end of school year 1617. These
students were transferred to Martinez Elementary (265).
306- Solar Preparatory for Girls is KN through third grade. 3 rd grade added
this year.
285-Harllee Early Childhood Center is PK through first grade. 1st grade added
this year.
IT- School Administration Services 5
Operating Procedural ManualEarly Enrollment (Before Start of School)
District-wide enrollment dates and times are:
Monday Tuesday Wednesday Thursday Friday
August 14 August 15 August 16 August 17 August 18
8-4 8-4 Enrollment 12 -7 8-4
Entry Late Day
Monday Tuesday Wednesday Thursday Friday
August 21 August 22 August 23 August 24 August 25
12-7 8-4 8-4 8-4 Enrollment
Late Day Entry
Online Enrollment System/InfoSnap- is found on the Dallas ISD web page under the
parent/student tab. Ask your principal to allow computer access for parents to use
during early enrollment. Parents doing the online enrollment will save you
significant time with enrollment entry.
Enrollment
TEXAS EDUCATION CODE- -- Except as otherwise provided by this
subsection, for a child to be enrolled in a public school, the child must be
enrolled by the child’s parent or by the child’s guardian or other person with
legal control of the child under a court order. A school district shall record
the name, address, and date of birth of the person enrolling a child.
When enrolling a student, please add the Primary and Secondary Guardian’s
relationship code, along with their date of birth. The primary guardian is the
person enrolling the student.
At the request of the Assessment Department, we have added a new
enrollment code for students enrolling from out of state – “E-Enrollment from
Other State”. Per TEA, this code is needed to identify that the student is
enrolling from out of state or country. In addition, in the comments section of
IT- School Administration Services 6
Operating Procedural Manualthe enrollment record an entry must be made to indicate the state, school
district or country.
The following are the ONLY codes that schools should be using.
E-Enrollment
E-Enrollment From Other State
Note: Out of Country is treated the same as Out of State.
1. If a student from Out of State enrolls in Dallas ISD, leaves and returns later,
use the E-Enrollment code for the second enrollment.
2. For students enrolling from other Texas schools districts, please add in the
comments section of the enrollment record, the school district they are
coming from.
When enrolling students on Chancery prior to the start of school, use the actual
date of enrollment/registration except for August 24th, 25th, 26th and 27th, 2017
which are reserved for the No-Show process. DO NOT USE August 24th, August 25,
August 26, and August 27, 2017 for any enrollment or withdrawal transactions.
Instead use August 23rd if you are enrolling a student during this timeframe.
Enrollment Forms 2017-2018
A student is not enrolled until they have a first day of attendance.
All students must have an enrollment form on file (NEW and RETURNING
students). To print the online enrollment forms for students that submitted
online go to Laserfische;
IT- School Administration Services 7
Operating Procedural ManualDocument Printing http://records.dallasisd.org/StudentRecords/ (Use your
DISD EAD credentials please type Username as: EAD\username) Make sure
you can login. File enrollment forms in Alpha by School order (notebook).
Enrollment and Withdrawal policies are in the Student Attendance Accounting
Handbook ---the state and district’s guide for student enrollment and withdrawal
procedures. Each school’s enrollment process must follow the rules provided in
the 2017-2018 SAAH. See section III, General Attendance, Paragraph 2.
http://ritter.tea.state.tx.us/school.finance/handbook/ please save this link to your
desktop or add as a favorite. The 2017-2018 SAAH link is not posted on the Texas
Education Agency at the time of this publication. A link will be emailed to you
when it is posted for the current academic year.
Write the actual enrollment date, school name and school location number on the
enrollment forms that were not processed through the online enrollment process.
All student enrollment forms should be kept in alpha order by school. The date on
the enrollment form for a pre-enrolled student should be August 28, 2017. The
enrollment date on form is always the first day of attendance. (It helps to write
your comments in red when recording information on any student record). Red
ink indicates it is documentation written by the school.
Intra-District Students
When enrolling a student transferring from another Dallas ISD school between
August 10th and September 1st use the following procedures:
Begin the enrollment process by selecting the option Register/Enroll a
Student.
Receive a response that the student is enrolled at another campus.
Withdraw the student using the Register/Enroll option. Add a withdrawal
reason of “W-Trans to another DALLAS ISD campus. DO NOT USE “X-NO
SHOW” reason.
Complete the enrollment process. Use “E=Enrollment” as your enrollment
status code.
After, Friday, September 1, 2017, you will not have access to other campus
databases for enrollment/withdrawal of a student. If a student arrives for
enrollment at your campus after that date and they are active on another
IT- School Administration Services 8
Operating Procedural Manualdatabase, you must contact the CRC from the previous campus for the
withdrawal.
Verification of Address
Student addresses and phone numbers-(household fields)—need to be
verified and updated on all students—particularly the returning students.
Social Security Number and State ID
The State of Texas requires that PEIMS information be reported using either
a Social Security Number (optional) or a State ID Number. Make a copy of
the card if a student has a Social Security number. If the numbers on the
copy of card are difficult to read, write the Social Security Number on the
copy. File the copy in the student’s cumulative record for future reference.
DO NOT USE PARENTS SOCIAL SECURITY NUMBER WHEN ENROLLING A
STUDENT.
If a student does not have a Social Security Number and is transferring from
another Texas Public School, perform a search on EDIT+. If a Social Security
Number or State ID is found, it should be used. When a Social Security
Number or State ID is not found, you must submit a (Request for State ID)
form to the PEIMS department.
Complete the district-wide search when enrolling a new or returning
student. Parent and student sometimes do not recall ever being enrolled in
Dallas ISD and may already have a student ID number. Children that have
been tested prior to enrolling have a student ID number. Assignment of
multiple District ID number to a student is a common cause of a PID error.
When entering the social security number make sure that the number is
entered in the social security field without the dashes. When entering state
ID number make certain the number is entered in the Social Security field as
well.
IT- School Administration Services 9
Operating Procedural ManualChecklist before Start of School
All Students Assigned to Homeroom Advisor. All teachers need to confirm
GradeSpeed logins before start of school. Teachers need to validate
homeroom assignments and all courses. Use Homeroom Rosters and have
teachers sign roster to validate they logged in before start of school.
Finalize Mass Scheduling with SAS Coordinator
Validate accuracy of Homeroom Advisors (new teachers added)
Train your Enrollment Team for start of school enrollment
Validate School Street Directory
Post Street Directory for Parents
Place enrollment dates and times at the school entrances and school
marque
Grade Placement after Summer School 2017
Generate Homeroom Roster for Substitute Teachers so attendance can be
taken and entered by the CRC
Confirm 5th grade to 6th grade promotions. Letter of promotion must go
with the student to middle school.
Long Term Substitute Teachers
A certified teacher teaching for 6 weeks or longer can apply for a GradeSpeed login
after the CRC adds the teacher to the staff list and assigns classes to the long term
substitute teacher.
IT- School Administration Services 10
Operating Procedural ManualDaily Attendance
The Student Attendance Accounting Handbook is the State and District guide
for daily attendance accounting procedures. Each school’s daily attendance
collection process must follow the rules provided in the 2017-2018 SAAH.
(General Attendance Requirement).
http://www.tea.state.tx.us/index2.aspx?id=7739
Attendance must be taken the first day of school. All teachers need to
confirm their login before the start of school. If the teacher attempts to
login to GradeSpeed and their schedule is not listed do the following:
1. Validate on Chancery that the teacher has classes and students assigned to
their homeroom, along with courses assigned to the teacher.
2. If the teacher has classes and students assigned to their homeroom contact
your SAS Coordinator. **Remember if you make homeroom changes
and/or master schedule changes it takes overnight processing to update
GradeSpeed.
Homeroom attendance will be entered on GradeSpeed. Attendance for all
elementary schools must be submitted by the designated homeroom
teacher by 10:00 a.m. daily. The teacher has the responsibility of entering
only one of three entries: tardy, present or absent.
Teachers must submit their attendance even when all students are present.
Teachers’ attendance will be transferred from GradeSpeed to Chancery.
Chancery is updated approximately every 30 minutes with attendance from
GradeSpeed throughout the day.
No-Shows
The Chancery SMS no-show process is an automatic process. It requires the
following actions:
Attendance must be submitted the first day of school and every school day
thereafter. Teachers should submit their attendance on GradeSpeed no
later than 10 a.m. daily.
IT- School Administration Services 11
Operating Procedural Manual Student Homeroom changes must be done immediately so the correct
teacher is submitting the student’s attendance. If you have a case where a
student is marked absent because he/she was on the incorrect teacher’s
electronic attendance roster, you need to change the student’s homeroom
and correct the student’s attendance immediately. It takes overnight for the
Homeroom Advisor change to update GradeSpeed.
The Chancery SMS no-show process will calculate a student’s attendance
from the first day of school on Monday, August 28, 2017 through the no-
show processing day on Tuesday, August 29, 2017 at end of day.
You will print the DSDR Attendance Report by Teacher-Elem for August 28th
and August 29th to use as the student enrollment/attendance verification.
Have teachers sign and date it for enrollment/attendance verification.
Teachers must submit attendance on Gradespeed and mark attendance on
this report for the two days.
On Tuesday, August 29, 2017, have teachers verify the DSDR Attendance
Report by Teacher-Elem report. If needed, make necessary corrections on
student's attendance by end of day August 29th.
By end of day, Tuesday, August 29th, all students that were absent on the
first two days of school will be programmatically withdrawn as No Shows.
No-show students will have an X-No Show on their enrollment/withdrawal
record. The record will have the date 08/25/2017. August 25, 2017 should
not be used for any withdrawals or enrollments other than X-No-Show. Do
not use August 24-27, 2017.
If a student is accidently marked as an x-no-show, enroll the student using
his/her actual enrollment date. Assign the student to a homeroom, schedule
the student and verify their attendance. Call your SAS Coordinator for
assistance if needed.
IT- School Administration Services 12
Operating Procedural Manual If a student should have been a no-show. The CRC can do a manual X-No
Show through the withdrawal process by selecting X-No Show and using
08/25/2017 as the No Show date.
No Show Students That Arrive after the No Show Processing- If a student
arrives at your campus after this process, enroll him/her using the actual
enrollment date. Assign the student to a homeroom and schedule the
student with the correct effective date -- “Student’s First Day”.
No-Show Cum Files -- 6th grade students feeding to the middle school that
are a no-show at the middle school should have their cum files returned to
the elementary campus. The last school attended is the custodian of record.
Inquire with the middle school if you do not receive the cumulative files for
the 6th graders.
Label Request
All product request should be sent via email to the following email address:
ElemProdRequest@dallasisd.org by noon to be processed the same day
This email address is strictly for product request
Please include the following information:
Example for the subject line: 101- J Q Adams - AN (your assigned
coordinator initials)
Body of text on email should include correct name of label, sort option and
quantity (refer to the DISD Label pamphlet) before requesting.
No other information is required
Allow 4 business days for the labels to arrive at your school campus
Submit your request by 12 noon for it to be submitted for processing.
Any request submitted after 12 noon will not be processed till the following
work day
IT- School Administration Services 13
Operating Procedural ManualDISD Policy-Enrollment & Registration Resources
Dallas ISD Policy & Procedure-Enrollment & Registration
FD (LEGAL, LOCAL, REGULATIONS)
Appeals
• FDB (Legal) Intra-District Transfers
• FDC (Legal) Homeless Students
Assignment/Placement to Schools or Classes
• FD (Local)
• FDAA (Legal) Public Education Grants
• FDB (Legal) Intra-District Transfers
• FDB (Local) Intra-District Transfers
• FDC (Legal) Homeless Students
• FDD (Legal) Military Dependents
Average Daily Attendance
• FDA (Local) Inter-District Transfers
Bullying
• FDB (Legal) Intra-District Transfers
Custody
• FD (Legal)
• FD (Local)
Documentation Required
• FD (Legal)
• FD (Local)
• FFAB (Legal) Wellness & Health Services: Immunizations
Eligibility for Admission
• FD (Legal)
• FD (Local)
• FFAB (Legal) Wellness & Health Services: Immunizations
False Information
• FD (Legal)
Food Allergies
• FD (Legal)
Foreign Exchange Students
• FD (Legal)
• FD (Local)
IT- School Administration Services 14
Operating Procedural Manual• FD (Regulation) Admissions DISD Policy-Enrollment & Registration Resources Foster Care • FD (Legal) • FFAB (Legal) Wellness & Health Services: Immunizations Homeless Students/Families • FD (Legal) • FDC (Legal) Homeless Students • FFAB (Legal) Wellness & Health Services: Immunizations Immigration Status • FD (Legal) • FD (Local) • FD (Regulation) Admissions Immunizations • FFAB (Legal) Wellness & Health Services: Immunizations Juvenile Justice • FD (Legal) Magnet & School Choice • FD (Regulation) • FD (Local) • FDB (Local) Intra-District Transfers • FDB (Regulation) Intra-District Transfers Military Dependents • FDD (Legal) Military Dependents • FFAB (Legal) Wellness & Health Services: Immunizations Out of State • FD (Legal) Overage Students • FD (Local) PEG Grants (Public Education Grants) Low Performing Schools FDA (Local) Inter-District Transfers • FDAA (Legal) Public Education Grants • FDB (Legal) IT- School Administration Services 15 Operating Procedural Manual
DISD Policy-Enrollment & Registration Resources Pre-Kindergarten/Kindergarten/1ST Grade • FD (Legal) • FD (Local) Private/Parochial and Unaccredited Schools • FD (Legal) • FD (Local) • FD (Regulation) Admissions Proof of Residency • FD (Legal) • FD (Local) • FD (Regulation) Admissions Records • FDC (Legal) Homeless Students • FDD (Legal) Military Dependents • FFAB (Legal) Wellness & Health Services: Immunizations Residential Facilities • FD (Legal) Special Education • FDB (Legal) Intra-District Transfers • FDC (Legal) Homeless Students Substitute for Parent or Guardian • FD (Legal) • FD (Local) Summer School Enrollment • FD (Legal) Transfers • FD (Legal) • FDA (Local) Inter-District Transfers • FDB (Legal) Intra-District Transfers • FDB (Local) Intra-District Transfers • FDB (Regulation) Intra-District Transfers • FDE (Legal) School Safety Transfers IT- School Administration Services 16 Operating Procedural Manual
• FFAB (Legal) Wellness & Health Services: Immunizations DISD Policy-Enrollment & Registration Resources Transportation • FDAA (Legal) Public Education Grants • FDB (Legal) Intra-District Transfers Tuition • FD (Legal) • FDA (Local) Inter-District Transfers • FDAA (Legal) Public Education Grants • FDD (Legal) Military Dependents Unaccompanied Minor • FD (Legal) Visas • FD (Legal) IT- School Administration Services 17 Operating Procedural Manual
2017-2018 Student Enrollment Age Chart
Date Range Age
09/02/2013 to 09/01/2014 3
09/02/2012 to 09/01/2013 4
09/02/2011 to 09/01/2012 5
09/02/2010 to 09/01/2011 6
09/02/2009 to 09/01/2010 7
09/02/2008 to 09/01/2009 8
09/02/2007 to 09/01/2008 9
09/02/2006 to 09/01/2007 10
09/02/2005 to 09/01/2006 11
09/02/2004 to 09/01/2005 12
09/02/2003 to 09/01/2004 13
09/02/2002 to 09/01/2003 14
09/02/2001 to 09/01/2002 15
09/02/2000 to 09/01/2001 16
09/02/1999 to 09/01/2000 17
09/02/1998 to 09/01/1999 18
09/02/1997 to 09/01/1998 19
IT- School Administration Services 18
Operating Procedural Manual09/02/1996 to 09/01/1997 20
09/02/1995 to 09/01/1996 21
Always verify age from students Birth Certificate and not student’s enrollment form.
Important Numbers
Office Email
Chloe Ellis 972-581-4653 chellis@dallasisd.org
Hospital/Homebound
Yolanda Harris 972-581-4344 yharris@dallasisd.org
Child Find
Marlon Harrison, Manager 972-925-5433 maharrison@dallasisd.org
Application Training & Support
George I-Hernandez, Supervisor 972-749-5792 gihernan@dallasisd.org
LPAC/Home Language Survey
Sharon Lane-Hughes, Coordinator 214-932-5368 slhughes@dallasisd.org
Attendance Improvement & Truancy
Reduction
Stella Kastl, Manager 972-925-6763 skastl@dallasisd.org
Early Learning/Pre-Kindergarten
Nicole Martinez, Data Tech 972-925-6449 nimartinez@dallasisd.org
Student IDs/TEA Edit+
Noelia Martinez, Manager 972-925-5835 nomartinez@dallasisd.org
Student Record Services
Mark Pierce, Manager 972-749-5789 mpierce@dallasisd.org
Homeless Education
Zejika Ravlija, Supervisor 972-502-4189 zravlija@dallasisd.org
Refugee Support Services
Mahiri Salcido, Supervisor 972-749-5760 msalcido@dallasisd.org
Intake Center
Peggy Sullivan, Manager 972-925-6462 sullivan@dallasisd.org
PEIMS
Tomiki Waters 972-925-7843 twaters@dallasisd.org
Districtwide Records Management
Jorge Flores 972-749-5720 studenttransfers@dallasisd.org
IT- School Administration Services 19
Operating Procedural ManualStudent Transfers
Elementary Course Requirements 2017-2018
Reading/Lang Arts Span is for ELL students participating in One-Way or Two-Way Dual Language PK-5 and Non-ELL grades 2-5 only.
Reading/Lang Arts Eng is for Non-ELL students participating in Two-Way Dual Language PK-5 and ELL grades 2-5 only.
Chancery Report Card Course Options - Alpha Grades for EC- 01 (E, S, or N)
E= Excellent (100-90), S= Satisfactory (89-70) and N= Needs Improvement (69 and below).
EC COURSES: Language Arts, Mathematics, Science/Health, Social Studies and Physical Education
PREKINDERGARTEN COURSES More than 9 courses listed creates two cumulative labels per semester.
General Ed. Class Bilingual Class Bilingual Class Mixed Class
(One-Way Dual Language (Two-Way Dual Language) (Gen. Ed. and ESL)
Emergent Literacy-Reading Emergent Literacy-Reading Emergent Literacy-Reading Emergent Literacy-Reading
Emergent Literacy-Writing Emergent Literacy-Writing Emergent Literacy-Writing Emergent Literacy-Writing
Mathematics Mathematics Mathematics Mathematics
Science/Health/Health Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies Social Studies
Fine Arts Fine Arts Fine Arts Fine Arts
Music= Language and Music= Language and Music= Language and Music= Language and
Comm Comm Comm Comm
Physical Development Physical Development Physical Development Physical Development
Conduct = Social Conduct = Social Conduct = Social Conduct = Social
Emotional Dev Emotional Dev Emotional Dev Emotional Dev
KINDERGARTEN COURSES More than 9 courses listed creates two cumulative labels per semester.
General Ed. Class Bilingual Class Bilingual Class Mixed Class
(One-Way Dual Language (Two-Way Dual Language) (Gen. Ed. and ESL)
Language Arts Reading/Lang Arts Reading/Lang Arts Spanish Language Arts
Spanish or
Reading Read/Lang Arts English* Reading
Mathematics Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies Social Studies
Art Art Art Art
Music Music Music Music
Physical Education Physical Education Physical Education Physical Education
Conduct Conduct Conduct Conduct
IT- School Administration Services 20
Operating Procedural ManualIT- School Administration Services 21 Operating Procedural Manual
Elementary Course Requirements 2017-2018
FIRST GRADE More than 9 courses listed creates two cumulative labels per semester.
General Ed. Class Bilingual Class Bilingual Class Mixed Class
(One-Way Dual Language (Two-Way Dual Language) (Gen. Ed. and ESL)
Language Arts Reading/Lang Arts Reading/Lang Arts Spanish
Language Arts
Spanish and/or
Reading Read/Lang Arts English* Reading
Mathematics Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies Social Studies
Art Art Art Art
Music Music Music Music
Physical Education Physical Education Physical Education Physical Education
Conduct Conduct Conduct Conduct
*Determined by the student’s home/native language or by program model implementation.
March 2017
Numeric Grades only for 2nd-5th grades.
Class weights are set for 50% classwork/homework, 20% tests, 20% projects and 10% six weeks test. Electives are
set for 100% classwork. Board Policy EIA.
SECOND GRADE More than 9 courses listed creates two cumulative labels per semester.
Bilingual Class Mixed Class
General Ed. Class (One Way & Two-Way Dual Language) General Ed. and ESL
Language Arts Reading/Lang Arts Spanish and Language Arts
Reading Reading/Lang Arts English Reading
Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies
Art Art Art
Music Music Music
Physical Education Physical Education Physical Education
THIRD GRADE More than 9 courses listed creates two cumulative labels per semester.
Bilingual Class Mixed Class
General Ed. Class (One Way & Two-Way Dual Language) General Ed. and ESL
Language Arts Reading/Lang Arts Spanish and Language Arts
Reading Reading/Lang Arts English Reading
Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies
Art Art Art
Music Music Music
Physical Education Physical Education Physical Education
IT- School Administration Services 22
Operating Procedural ManualElementary Course Requirements 2017-2018
FOURTH GRADE More than 9 courses listed creates two cumulative labels per semester.
Bilingual Class Mixed Class
General Ed. Class (One Way & Two-Way Dual Language) General Ed. and ESL
Language Arts Reading/Lang Arts Spanish and Language Arts
Reading Reading/Lang Arts English Reading
Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies
Art Art Art
Music Music Music
Physical Education Physical Education Physical Education
FIFTH GRADE More than 9 courses listed creates two cumulative labels per semester.
Bilingual Class Mixed Class
General Ed. Class (One Way & Two-Way Dual Language) General Ed. and ESL
Language Arts Reading/Lang Arts Spanish and Language Arts
Reading Reading/Lang Arts English Reading
Mathematics Mathematics Mathematics
Science/Health Science/Health Science/Health
Social Studies Social Studies Social Studies
Art Art Art
Music Music Music
Physical Education Physical Education Physical Education
March 2017
Effective Date
When scheduling a student and assigning the homeroom advisor for the first time
always use “Student’s First Day” as the effective date. Failure to use this option can
cause problems with other data fields when attempting to make corrections. Using
the incorrect effective date impacts attendance and grades.
IT- School Administration Services 23
Operating Procedural ManualIT School Administration Telephone Numbers
Dallas Education Center (DEC)
9400 N. Central Expressway, Suite 1000
Box 88
Office Cellular
Miriam Coleman-Harris, Manager 972-925-3421 469-426-1067
coleman@dallasisd.org
Rosa Estrada, Coordinator 972-925-3967 469-417-9863
estrada@dallasisd.org
Andrea Nolan, Coordinator 972-925-3297 214-763-8245
anolan@dallasisd.org
Lisa Ayala, Coordinator 972-925-5432 214-683-7454
Lclifton1@dallasisd.org
Sophia Jones, Coordinator 972-925-3435 214-536-4377
somajors@dallasisd.org
IT- School Administration Services 24
Operating Procedural ManualIT- School Administration Services 25 Operating Procedural Manual
Free Immunizations for Eligible Children IT- School Administration Services 26 Operating Procedural Manual
Grade Reporting Calendar 1718 Beginning of Six Weeks Aug 28 Oct 2 Nov 6 Jan 9 Feb 26 Apr 16 Grade Speed Progress Reports 1st 2nd 3rd 4th 5th 6th * Tchrs complete grades for Progress Reports Sep 8 Oct 19 Dec 1 Jan 26 Mar 23 May 4 * Print Progress Reports Sep 11 Oct 23 Dec 4 Jan 29 Mar 26 May 7 * Distribute GradeSpeed Progress Letters Sep 11 Oct 23 Dec 4 Jan 29 Mar 26 May 7 Validations 1st 2nd 3rd 4th 5th 6th * Print and distribute Validation Lists Sep 22 Oct 27 Dec 15 Feb 16 Apr 6 May 16 * Validation Lists due from teachers Sep 25 Oct 30 Dec 18 Feb 20 Apr 9 May 18 * Complete Validation Updates (deadline) Sep 27 Nov 1 Dec 20 Feb 22 Apr 11 May 21 Note: Check for BLANK GRADES after each Six Weeks (before printing report cards) End of Six Weeks Sep 29 Nov 3 Dec 21 Feb 23 Apr 13 June 1 GradeSpeed Grade Reporting 1st 2nd 3rd 4th 5th 6th * GS input closes at end of day / teachers Oct 3 Nov 7 Jan 9 Feb 27 Apr 17 May 22 verify grades * Tchrs print,sign,date GS gradebooks by Oct 3 Nov 7 Jan 9 Feb 27 Apr 17 May 22 end of day * Export / import grades Oct 4 Nov 8 Jan 10 Feb 28 Apr 18 May 23 * Print and update Grade Proof List Oct 4 Nov 8 Jan 10 Feb 28 Apr 18 May 23 Report Cards 1st 2nd 3rd 4th 5th 6th * Print Report Cards Oct 6 Nov 10 Jan 12 Mar 2 Apr 20 May 25 (Send soft copy to SAS, Principal, and Office Manager) * Report Cards issued Oct 12 Nov 13 Jan 18 Mar 5 Apr 23 Jun 1 Can be issued at Parent Conference on ED Approval Campus Summary Report 1st 2nd 3rd 4th 5th 6th IT- School Administration Services 27 Operating Procedural Manual
Grade Reporting EIA (REGULATION)-X Issued 03/28/2016 DETERMINING CLASSWORK GRADES Teachers may assign no less than one classwork grade per week per subject or a minimum of six grades per subject per six weeks. Report cards for prekindergarten–grade 1 will indicate progress toward mastery of student learning standards by content area using the letter grades of E for Excellent/Consistent Progress, S for Satisfactory Progress, and N for Needs Improvement/Additional Time for Learning. For areas identified as Needs Improvement, narrative comments will be provided to indicate targets for growth and to request a parent conference. In prekindergarten, grades for art, music, and physical education are to be assigned by specialists for full-day students only. In kindergarten–grade 1, art, music, and physical education teachers will assign grades in their content area for each grading period of the school year. TEST AND / OR PROJECT GRADES Teachers should use a variety of assessment methods such as unit tests, project evaluation, six-week tests, and the like. There should be no fewer than two and no more than four test/major project grades per six weeks in each core subject area. The three six-week grades will be averaged to determine the semester grade for grade 2. For grades 3–5, the semester exam/ACP will account for five per-cent of the semester grade, and the three six-week grades will be averaged to account for the remaining 95 percent of the semester grade. ACPs being administered for the first year will not be included. GRADE ERRORS AND CORRECTIONS PK– GRADE 12 Errors in students’ grades must be corrected within ten days after the grading period ends. Corrections of grade errors will be based on teacher grade book records. Corrections will be made only on a designated form with the teachers and principal’s signature and date to verify the change. Copies will be distributed to the Data Controller and Counselors. IT- School Administration Services 28 Operating Procedural Manual
GRADE WEIGHTS 2nd – 5th grades
Grades will be weighted as follows:
Classwork/Homework* 50 percent (Homework grades recorded if they
improve grade average)
Tests 20 percent grade weight
Projects/Products 20 percent grade weight (ex: com-position,
research paper, presentation, report)
Six-week test grade 10 percent grade weight
Art, music, physical education and other elective teachers will assign grades for the
subjects they are assigned, and criteria for grading in these subjects will be based
100 percent on classwork.
Students need to attend their elective courses every six weeks in order to meet the
criteria for grade reporting. A rotation schedule where students attend off and on
every six will cause blank grades.
IT- School Administration Services 29
Operating Procedural ManualMalfunctions
Hardware
Report hardware problems for your computer, printer or other hardware to
your campus based technician or the Technical Assistance Center (TAC) at
972-925-5630. Also, you can enter your own RemedyForce incident ticket.
Slow Network:
Report this problem to the Technical Assistance Center (TAC) at 972-925-
5630 or place a RemedyForce incident ticket. It helps to know if others in
your building are experiencing the same problem.
Chancery and GradeSpeed Issues:
Your SAS Coordinator is the contact person for the CRC if it is a data issue.
The GradeSpeed Administrator is the teacher’s point of contact with
GradeSpeed training and other GradeSpeed concerns.
Training
The Application Training and Support department offers several instructor-led
training (ILT) opportunities for Dallas ISD staff. To access the fall training schedule
go to: inet/ Information Technology/ IT School Administration Services/ Application
Training and Support/ Training Information and Calendar.
IT- School Administration Services 30
Operating Procedural ManualDISD
LABELS
Email product requests by noon to:
ElemProdRequest@dallasisd.org
IT- School Administration Services 31
Operating Procedural ManualTable of Contents
Chancery Labels Page #
DISD 4521 Format Labels 3-5
Description:
Grade Level Demographic
Custom
Return
DISD 4523 Format Labels 6 -10
Description:
Custom
Free Form
Discipline
3 Line Mailing (Parent)
3 Line Mailing (Student)
4 Line Mailing
4 Line Demographic
5 Line Demographic
5 Line Mailing (Parent & Student)
Homeroom Teacher
Elementary Report Card
Losing School
Receiving School
Parent Notification
3 Line Social Security
DISD Student Labels – Xerox Custom 11 - 12
Description:
Student ID
Instructor
Senior Diploma
Guidance Counselor
DISD Elementary Cumulative Label Description 13
Table of DISD Elementary Labels 14
IT- School Administration Services 32
Operating Procedural ManualDescription of DISD 4521 Format Labels
Label Format: Up to Five Lines, Three Across, 1”x 2 13/16”
Label Type: Grade Level Demographic (Used for Student Cumulative Folder)
Custom
Return Labels
Parameters:
Enter Specific
Number or ALL
To print return
Labels: All
Enrollment Type: Active
Active, Continuing in Same School Next Year
Active, Continuing in Other School Next Year
Incoming Students Only
Calendar Type: Active
Planning
(NOTE: Select “Active” calendar when requesting labels)
Report Effective
Date: Today
Specify (mm/dd/yyy)
Sort Options: Student Name Zip Physical
Homeroom Zip/Grade/Physical
Homeroom/Gender Street Mailing
Gender Zip Mailing
Gender/Grade Zip/Grade/Mailing
Grade Level Student Group
Grade/Gender
Ethnicity/Grade
Street Physical
(NOTE: Sort options apply to Grade Level Demographic only)
Group Type: All
Student Group
Sub-Campus
Alternate Campus
IT- School Administration Services 33
Operating Procedural ManualGroup Values: All, or Comma Delimited List
Student Last Name: Separate by Comma
Student First Name: Separate by Comma
Student Number: Blank for All, or Comma Separated List
Grade: Both
Male
Female
Ethnic Category: All Black, Not Hispanic
All Except White Hispanic
American Indian or Alaskan Native White, not Hispanic
Asian or Pacific Islander
Student Name: Last, First Name
Homeroom No.: Blank for All, or Comma Separated List
Field 1: TO THE PARENT/GUARDIAN OF Mailing Address Line 2
TO THE PARENT/GARDIAN OF PUPILS AT Mailing Apartment
New Line Mailing City
Student Name (Last, First, Middle) Mailing State
Student Name (Last, First, Middle Initial) Mailing Zip
Student Name (First, Middle, Last) Physical Address Line 1
Student Name (First, Middle Initial, Last) Physical Address Line 2
Student Number Physical Apartment
Student State ID Physical City
Home Language Physical State
Age Physical Zip
Gender School Name Current
DOB School Number Current
Ethnicity School Name Next
Ethnic Description School Number Next
Home Phone School Name Prior
Contact 1 School Number Prior
Contact 2 SSN
Homeschool Student State Number
Homeroom/Advisory Homeroom Teacher
Grade Principal
Mailing Address Line 1
IT- School Administration Services 34
Operating Procedural ManualFields 2 thru 14: Choose from drop down list (see list above – Field 1)
Example of 4521 Format Labels:
Grade Level Demographic (4521 Format Labels)
4271051 M H 11 03/29/1985 Student ID, Gender, Ethnicity, Grade, Birthdate
HERNANDEZ, ARMANDO Student Last Name, First Name, MI
1820 CREST RIDGE DR. Student Street Address
HERNANDEZ, LUIZ Parent Last Name, First Name
2143242769 Phone Number
*Use for cumulative folder
Custom (4521 Format Labels)
Pick fields from field options
ARMANDO HERNANDEZ
1820 CREST RIDGE DR.
DALLAS, TX 75228
2143242769
4271051
Return (4521 Format Labels)
BRYAN ADAMS HIGH SCHOOL School Name
2102 MILLMAR DR. School Street Address
DALLAS, TX 75228 City, State, Zip
IT- School Administration Services 35
Operating Procedural ManualDescription of DISD 4523 Format Labels
Label Format: Up to Five Lines, Two Across, 1 1/16” x 4 ¼”
Label Type: Custom 5 Line Mailing
Free Form 5 Line Mailing (Parent & Student Names)
Discipline Homeroom Teacher
3 Line Mailing (Parent) Elementary Report Card
3 Line Mailing (Student) Losing School
4 Line Mailing Receiving School
4 Line Demographic Parent Notification Label
5 Line Demographic 3 Line Social Security
Parameters:
Enrollment Type: Active
Active and Withdrawn
Active, Continuing in Same School Next Year
Active, Continuing in Other School Next Year
Incoming Students Only
Calendar Type: Active
Planning
(NOTE: Select “Active” calendar when requesting labels)
Effective Date: Today
Specify (mm/dd/yyyy)
(NOTE: Effective date does not apply to incoming student option)
Sort Options: Student Name Street Physical
Homeroom Zip Physical
Homeroom/Gender Zip/Grade Physical
Gender Street Mailing
Gender/Grade Zip Mailing
Grade Level Zip/Grade Mailing
Grade/Gender Student Group
(NOTE: Sort options do not apply to Custom or Free Form)
Group Type: All
Student Group
Sub-Campus
Alternate Campus
Group Values: Blank for All, or Comma Delimited
Student Last Name: Separate by Comma
Student First Name: Separate by Comma
Student Number: Blank for All, or Comma Separated
Grade: Blank for All, or Comma Separated
IT- School Administration Services 36
Operating Procedural ManualHomeroom TCHR: Last, First Name, Blank for All
Student Name: Last, First Name
Homeroom No.: Blank for All, or Comma Separated
Field 1: TO THE PARENT/GUARDIAN OF Mailing Address Line 2
TO THE PARENT/GUARDIAN OF PUPILS AT Mailing Apartment
New Line Mailing City
Student Name (Last, First, Middle) Mailing State
Student Name (Last, First, Middle Initial) Mailing Zip
Student Name (First, Middle, Last) Physical Address Line 1
Student Name (First, Middle Initial, Last) Physical Address Line 2
Student Number Physical Apartment
Student State ID Physical City
Home Language Physical State
Age Physical Zip
Gender School Name Current
DOB School Number Current
Ethnicity School Name Next
Ethnic Description School Number Next
Home Phone School Name Prior
Contact 1 School Number Next
Contact 2 SSN
Homeschool Student State Number
Homeroom/Advisory Homeroom Teacher
Grade Principal
Mailing Address Line 1
Fields 2 thru 14: Choose from drop down list (see list above – Field 1)
Lines 1 thru 5: This report will print the user’s input text
IT- School Administration Services 37
Operating Procedural ManualExample of 4523 Format Labels:
Custom (4523 Format Labels)
TO THE PARENT/GUARDIAN OF Pick fields from field options
HERNANDEZ, ARMANDO
1820 CREST RIDGE DR.
DALLAS, TX 75228
2143242769
Free form (4523 Format Labels)
ARMANDO HERNANDEZ All filters and options are to be ignored except for the 5
1820 CREST RIDGE DR. text fields
DALLAS, TX 75228
214324276
4271051
Discipline (4523 Format Labels)
ARMANDO HERNANDEZ Student First Name, MI, Last Name
1820 CREST RIDGE DR. Student Street Address
LUIZ HERNANDEZ 12 75228 Parent First Name, Last Name, Relationship, Zip
4271051 001 2143242769 Student ID, Current School, Home Phone Number
M h 03/29/1985 11 001 Gender, Ethnicity, Birthdate, Grade, Next Year School
3 Line Mailing (Parent) (4523 Format Labels)
JOHN DARIEN Parent First Name, Last Name, MI
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
3 Line Mailing (Student) (4523 Format Labels)
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
4 Line Mailing (4523 Format Labels)
TO THE PARENT/GUARDIAN OF To The Parent/Guardian Of
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
4 Line demographic (4523 Format Labels)
IT- School Administration Services 38
Operating Procedural Manual001 4271051 M H 11 Current Loc, Student ID, Gender, Ethnic, Grade
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
4523 Format Labels cont.:
5 Line Demographic (4523 Format Labels)
001 0991661 M H 11 2411234567 Current Loc, Student ID, Gender, Ethnic, Grade, Phone
MARTIN DARIEN Number
JOHN K DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Parent First Name, MI, Last Name
DALLAS, TX 75241 Student Street Address
City, State, Zip
5 Line Mailing (4523 Format Labels)
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
5 Line Mailing (Parent & Student Names (4523
Format Labels)
JOHN DARIEN Parent First Name, Last Name, MI
AND/OR And/Or
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
Homeroom Teacher (4523 Format Labels)
HUNT RM - 154 Homeroom TCHR, RM – Room Number
ID – 4271051 GR - 11 Student ID, GR - Grade
ARMANDO HERNANDEZ Student First Name, MI, Last Name
1820 CREST RIDGE DR Student Street Address
DALLAS, TX 75228 City, State, Zip
Elementary Report Card (4523 Format Labels)
ARMANDO HERNANDEZ Student First Name, MI, Last name
ID 4271051 11 01/02 Student ID, Grade, School Year
BRYAN ADAMS HIGH SCHOOL School Name
PRIN: KAREN HUNT-RAMOS Principal Name
TEACHER: HUNT, SUSAN Teacher Last Name, First Name
Losing School (4523 Format Labels)
IT- School Administration Services 39
Operating Procedural ManualTO THE PARENT/GUARDIAN OF To The Parent/Guardian Of
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
Receiving School (4523 Format Labels)
TO THE PARENT/GUARDIAN OF To The Parent/Guardian Of
MARTIN DARIEN Student First Name, MI, Last Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
4523 Format Labels cont.:
Parent Notification (4523 Format Labels)
TO THE PARENT/GUARDIAN OF PUPILS AT To The Parent/Guardian Of Pupils At
W T WHITE HIGH SCHOOL School Name
6531 LEANA AVE. Student Street Address
DALLAS, TX 75241 City, State, Zip
3 Line Social Security (4523 Format Labels)
001 4271051 M H 11 Current Loc, Student ID, Gender, Ethnic, Grade
MARTIN DARIEN Student First Name, MI, Last Name
SSN/STATE ID - 405079799 Social Security Number/State ID
IT- School Administration Services 40
Operating Procedural ManualDescription of DISD Student Labels – Xerox Custom
* Also known as ‘Counselor Labels’
Label Format: One Line, Two Across, 9/16” x 4 ¼”
Label Type: Student ID Senior Diploma
Instructor Guidance
Counselor
Parameters:
School Grouping: Current Year School
Next Year School
Enrollment Options: Active Only
Active and Withdrawn
Active, Continuing in Same School Next Year
Active, Continuing in Other School Next Year
Group Type: All
Student Group
Sub-Campus
Alternate Campus
Group Values: All, or Comma Delimited List
Instructor Name: Last, First, Blank for All
Student Selection: All Students
Students by Specific IDs
Students by Name
By Homeroom
Student Number: Blank for All, or Comma Separated List
Student Last Name: Separate by Comma
Student First Name: Separate by Comma
Grade: Blank for All, or Comma Separated List
Sort Options: Student Name Gender/Student
Name
Student Number
Gender/Grade/Student Name
Instructor Name Grade/Student
Name
Staff Number
Grade/Gender/Student Name
Homeroom/Student Name Student Group
Homeroom/Gender/Name
Homerooms: Blank for All, or Comma Separated List
Effective Date: Today
Specify (mm/dd/yyyy)
IT- School Administration Services 41
Operating Procedural Manual(NOTE: Active Calendar use only)
Calendar Type: Active
Planning
(NOTE: Select “Active” calendar when requesting labels)
Copies Per Student: 1,2,3,4,5,6,7,8,9
(NOTE: Instructor Labels Only)
Example of Student Labels – Xerox Custom:
Student ID (Student labels – Xerox Custom)
42710501 HERNANDEZ, ARMANDO 11 265 M Student ID, Student Name (Last, First) Grade,
Homeroom,
Gender
Instructor (Student Labels-Xerox Custom)
Instructor Last, First Name, Room Number
HUNT, CASSANDRA 154
Senior Diploma (Student Labels – Xerox
Custom)
MEGAN MICHELLE ANDERSON Student Name (First, Middle, Last)
Guidance Counselor (Student Labels – Xerox
Custom)
4271051 HERNANDEZ, ARMADO M H 09287 Student ID, Student Name (Last, First), Gender,
Ethnicity,
Birthdate
* Use for cumulative folders and attendance folders
IT- School Administration Services 42
Operating Procedural ManualDescription of DISD Elementary Cumulative Label
* Also known as Grade Labels
Label Format: 12 Labels per Page, Three Across, 2 3/16” x 2 ¾”
Label Type: Elementary Cumulative
Parameters:
Semester: Fall
Spring
Student ID: All, or Comma Delimited List
Grade Level: All, or Comma Delimited List
Homeroom Number: All, or Comma Delimited List
Active/Withdrawn: Active
Withdrawn
Both
Sort Options: Student ID
Grade Level
Homeroom
Gender/Grade Level
Example of Elementary Student Cumulative Label:
Elementary Student Cumulative Label
Student Name, Student ID, Grade,
Homeroom
School Name, Semester, School Year,
Course Name,
Cycle Period Grades, Semester Grades,
Final Grade
Days Absences, Excused Absences,
Tardies,
Withdrawal Date
IT- School Administration Services 43
Operating Procedural Manual*Use for cumulative folder
Table of DISD Elementary Labels
Label Name Label Options When to Use
3 Line Mailing (Parent) 4523 Format Label
3 Line Mailing (Student) 4523 Format Label
3 Line Social Security 4523 Format Label
4 Line Mailing 4523 Format Label If requested by the principal
or office manager
4 Line Demographic 4523 Format Label
5 Line Demographic 4523 Format Label
5 Line Mailing 4523 Format Label
5 Line Mailing (Parent & Student) 4523 Format Label
Custom 4523 Format Label
Discipline 4523 Format Label
Elementary Cumulative Elementary Cumulative After each semester, when
Label grades are final
Elementary Report Card 4523 Format Label
Free Form 4523 Format Label
Grade Level Demographic 4521 Format Label After demographic updates
at the beginning of the
school year
Guidance Counselor Student Labels – Xerox Before School Starts
Custom
Homeroom Teacher 4523 Format Label
Instructor Student Labels – Xerox
Custom
Losing School 4523 Format Label
Parent Notification 4523 Format Label
Receiving School 4523 Format Label
Return 4521 Format Label
Student ID Student Labels – Xerox
Custom
Teacher Name Mailing Selected Period Label
IT- School Administration Services 44
Operating Procedural ManualYou can also read
