Procedural Manual v5.10

TABLE OF CONTENTS
 STUDENT REGISTRATION
 TRANSFERRING STUDENTS
 DOE DATA
 BEGINNING A NEW SCHOOL YEAR
 CLOSING OUT A SCHOOL YEAR
 SCHOOL YEAR PROCESSES
 OTHER OPTIONS AND MICROSOFT
 EXTERNAL PROGRAMS
 DATA TO EXTERNAL SOURCES
 DATA FROM EXTERNAL SOURCES

STUDENT REGISTRATION
 The Paper Process – Forms

Forms given in a registration package to parents/guardians to be
completed for enrollment.
 Required Data
A list of data fields that must be entered in Starbase during the
enrollment process.
 Enrolling a New Student

Use this process when a student has never been enrolled in the district.
 Partial Enrollment
Use this process when a student exists in the database but is not
currently enrolled. Student status must be blank or I when viewed on
the summary screen.
 Printing the Student Profile

Used to share information with other departments or verify data.
 Relation Options
How the relation resides and relation legal should be entered.
 Immigrant Consideration
A list of questions that will help determine if a student is an
immigrant.
 SPED Data
Who determines when a student should be enrolled?
 LEP Data
Who determines when a student should be enrolled?
 Title 1
Who determines eligibility?
 Error Messages
Messages you may receive when enrolling a student.
TRANSFERRING STUDENTS
 Modify Student Status

Use when a change occurs in student data or status.
 Out of District (School 600)

Used for all student who are not physically in a local school building.
 Services Only (School 620)

Used for students who come to a school for services only, such as
speech.
 Schools of Choice – Outbound (School 650)

Students who choose to go to public schools outside the district
 Private School (School PV)

Students who are enrolled in private schools by their
parents/guardians
DOE DATA
 PREPARING DISPOSITION TABLES FOR MASS SIMS UTILITIES
 Creating the Census Record

After a student has been enrolled
• Mapping from Starbase to the Census Record
 Updating Census Records

Before DOE transmission freeze dates, and when a student leaves the
district, or when a student has a change in status.
 Verifying and Correcting Census Data for Transmission

Done throughout the transmission cycle. Exception reporting
(attendance).
 DOE REPORTING VERIFICATION PROCEDURES

• Northampton High School
 DOE 011, and 13
• District Students Member students for Smith

(Northampton)
• Schools of Choice / Not Northampton Students from other towns
for Smith
• Foster Care
• Homeless
• Incarceration
 DOE 12
Active, Inactive, Drop Out, Exclusion, Incarcerated
 Validating Attendance Totals

Reporting the proper attendance totals to the DOE.
 Pupil Services Data – Import

Extract from E-Sped and import to Starbase
 Verifying Discipline
Verifying that discipline information for reporting
 SVAHS
Data that must be manually correct/verified for each transmission.
 DOE Resources
Links to various information from the Dept. of Education
 SIMS Viewer
BEGINNING A NEW SCHOOL YEAR
 Valid Grade Level
 Validation Tables needed for the School Calendar

• Track Code
• Bell Code
 Creating a School Calendar

• Day Cycle Calendar
• Bell Cycle Calendar
 Creating Attendance and PCC records

• Post Track Code
• Create Attendance Records
o Create PCC records
 Semester Table and Semester Segment Date Table

• Semester Table
• Semester Segment Date Table
 Valid Period Table
 Marking Period Table
 Other Validation Tables

• Room Table
• Homeroom Table
• Teacher Table
 Clearing Homerooms
 Assigning Homerooms
• Elementary
• JFK Middle School
• High School
o Northampton High School
o Smith Vocational and Agricultural High School
 Assigning Lockers
 Assigning Counselors
 Schedules
 Creating Class Period Attendance
 Food Services
• Eligibility Tables
• Student Food Services Record
 Novel Logins and email for teachers and staff
 Summer Withdraw/Transfer/Drop Outs

All students from previous year must be accounted for.
CLOSING OUT A SCHOOL YEAR
 Senior Processing
• Northampton
• Smith Vocational and Agricultural
 Grade Processing
 DOE reporting
 Rolling to Academic History
 Graduation Dates – Adjust non grade to DIPLOMA TYPE 3
 Enter next school field
 Updating current school
 Updating Login year for users
 Clear out Food Services for next year
 Title 1 – did it clear out
 Delete teachers/staff - Starbase, Novel and Email accounts if not returning
 Repeaters for grade 12, 8, and 5 need to be moved back to their original
schools if they were not properly marked
 Check all student who withdrew but were not rolled over to next year
SCHOOL PROCESSES
 Updating School Calendar

• Snow Days, Emergency Closing or Other Exceptions
• Updating Day Cycle Calendar and Bell Cycle Calendar
 Teacher Posting Routines
o Elementary Schools
 Bridge Street, Jackson Street, Leeds and Ryan Road
• Homeroom Attendance
• Grades
• Grade Reports
• Grade Book
• Interim
o JFK Middle School

• Homeroom Attendance
• Grades
• Grade Reports
• Grade Book
• Interim
o Northampton High School and Florence Learning Center

• Class Period Attendance
• Grades
• Grade Reports
• Grade Book
• 504 Interim Reporting
•
o SVAHS TEACHER POSTING ROUTINES

• Grades
• Grade Reports
• Grade Book
• Interim
 Grade Reporting
• Grades
o Adjusting Grades
o Adjusting Credits
o Posting Credits
o GPA
o Honor Roll
o Rank
• Attendance
o Daily Attendance
o Class Period Attendance
• Report Cards
 Interim Reporting
Also used as Deficiency Reporting and 504 Reporting
 Attendance
• Daily Attendance
 Discipline
• Posting Routine
• Post to Selected Student Record
• Letter
 Scheduling
• Pre-scheduling
• Final Schedules
 Academic History
• Rollover
• Transcripts
 Activity Posting
 Phone Master
• Automated phone system that is used to call home for students whose
parents/guardians have not notified the school of a students' absent or used to notify
parents/students of upcoming events.
OTHER OPTIONS AND MICROSOFT
 Create A Student List

o Option 1: Find ALL students and delete the students you do not what.
o Option 2: Using the More tab to limit
o Option 3: Enter the students you want to create a user defined list
 Create a Student Query
 Create Text Files
 Open Text in Excel
 Compare Two Files in Access
 Mail Merge
EXTERNAL PROGRAMS
• NTI Connect Ed
• VersaTrans – Busing
• Health Office 2000 – Medical
• Lunch Box – Food Services (Northampton)
o Lunch Box – export from Starbase
• Horizon – Food Services (SVAHS)
• Winnebago – Library
• Novel – School Security
• Group Wise – School E-mail
• E-Sped – Pupil Services
DATA TO EXTERNAL SOURCES
• Student Pictures
o Life Touch
o Greniers
• Jostens’s (Year Book)
• Pioneer Valley Education Collaborative (Medicaid Reimbursement)
• JFK PE Equipment
• NHS PE
• IOWA TESTING LABLES
DATA FROM EXTERNAL SOURCES
• SASID
• Student Pictures
o Life Touch
o Greniers
• Testing
o MCAS
o SAT1
o SAT2
o ACT
o AP
• VersaTran
THE PAPER PROCESS - FORMS
Parent/Guardian gets an enrollment package from the office of the school they wish to enroll their
student in.
The enrollment package contains:

Demographic information
Race/Ethnicity Form
Language Form
Free/Reduced Lunch
Medical Forms (3 pages)
Immigrant Form
Special Ed Form, LEP, Title 1
Transportation Form
The packed is returned to the office.
A checklist is attached to the enrollment forms.
The packed is verified for required data.
The student is entered into Starbase
Other departments that receive information from enrollment – including student profile
Special Education
LEP
Title 1
Transportation
Food Services
Medical
Request for Records
Paper Process - 1-
STUDENT REGISTRATION – REQUIRED DATA
Birth Certificates or legal document must be available for verification of: First Name, Middle
Name, Last Name, Date of Birth and Place of Birth. These are 5 critical elements for DOE
reporting.
NO punctuation or abbreviations may be used when entering data.
A Copy of the Birth Certificate must remain with the cumulative folder.
MAIN RECORD FIELDS
Last Name include suffix. Example JR or III
First Name
Middle Name or NMN for no middle name.
Date of Birth – Format MM/DD/YYYY example 03/04/1999 meaning March 4th 1999
Sex is defaulted to Male (remember this must be changed for Female students).
Ethnicity/Race
Radio button for either Not Hispanic/Not Latino (default) or Hispanic/Latino must be chosen.
At least one (or all) check box(s) must be marked for American Indian, Black/African American,
White, Asian, and /or Pacific Islander.
Ethnicity currently available from drop down menu: 01, 02, 03, 05, and 99 must also be entered.
This is currently required for DOE reporting, through June 2005.
Relation Resides is with whom does the student live. *** See Relation
Relation Legal is who is legally responsible for this student. *** See Relation
School is the school number for the school you entered into when you logged in.
Resident School - not utilized at this time.
Original Entry Date is the first day of school for the current year or the actual date the student was
enrolled, if the student entered after the first day of school.
Required - 1
ADDRESS RECORD FIELDS (3 Tabs)
Contact Information Tab
Priority Number, Relation and description of relation populated by previous screen.
Flags for receives are all checked when entering this screen. These must be unchecked for those who
should not receive information on a student.
Last name of the Relation.
First name of the Relation.
NEVER ENTER A LANGUAGE CODE ON THIS SCREEN.
Phone Information Tab
The district requires an emergency contact with a phone number on all students.
Information entered in the description field for emergency contact will appear on the Summary Screen.
Name from the contact information screen is populated when you enter this screen. Area code of 413
should also appear in all phone fields.
When entering a 7-digit phone number – you do not need to enter the hyphen. This will automatically
be entered when you hit enter to exit the field.
Address Information Tab
Street Name – No abbreviations such as RD or ST
Zip Code is defaulted to 01060. The zip code will populate the City and State fields.
District is always 0001.
Mailing address that is not the residential address is entered on the bottom of the screen.
** Homeless students must have an address record created.**
The school address is currently being used to enter a student.
Required - 2
AUXILIARY RECORD FIELDS
Place of Birth – City or Town. No abbreviations or punctuation such as period or comma.
State of Birth – 2 characters. Only Example MA. **PR is not a state
Country of Birth – 2 characters from a drop down list. Example US for United States.
Home Language – the language currently spoken at home.
Primary Language – the language the student first heard or learned.
Marital Status is defaulted to Single.
NEVER enter Food Services data on enrollment.
SCHOOL RECORD FIELDS
Grade - only valid for what is in the validation table. Drop down list values only.
Track - NONE is currently the only track being utilized.
***** If entering students before the school calendar has been created track code must be removed from
the Track field before saving the record. *****
SVAHS – User Field 1 enter Town Of Residence, User Field 2 enter School District of Residence.
ATTENDANCE RECORD FIELDS (School Calendar)
Enter Date – Date entered or the first day of school
PCC Code – E-1 for the first day of school. E-2 for any day after the first day of school.
Track – is populated from the previous screen
3 If entering the first day of school, calendar should contain 180 days.
Required - 3
FOOD SERVICE RECORD
Application Status – enter the number 6

(the description Not Applicable will appear when you hit the enter key).
Application Date – enter the date the student started school or the first day of school
Status – enter the number 6

(the description Not Applicable will appear when you hit the enter key).
Status Date – enter the date the student started school or the first day of school
No other data is to be entered on this screen.
Food Services is the only one to handle the additional data on this screen.
Required - 4
ENROLLING A NEW STUDENT
Log into Starbase using your Operator Id and Password. This will put you into your default school and
school year.
Click OK.
When you are logged into

Starbase, the MENU options
on the left will become
available based on your
security. These are listed
under the Index tab.
Enroll New Student - 1

Choose Student Information from the left index options
(double click to open or click the + sign to open this option
Click Maintenance
Click Enroll a New Student
Birth Certificates or legal document must be available for verification of: First Name, Middle
Name, Last Name, Date of Birth and Place of Birth. These are 5 critical elements for DOE
reporting.
If the country of birth is other than the United States, an immigrant consideration questionnaire
must be completed.
When enrolling a new student the first screen is the information for the MAIN Record.
DO NOT ENTER A STUDENT ID # unless given a number by MIS. This number will be
automatically generated on the second screen.
No commas or periods may be used when entering data. Abbreviations are not permitted for
addresses, place of birth or any other required fields.
There will be 4 additional screens to follow the Main Record. They are the address record, the student
auxiliary record, the school record and the attendance record. They are listed on the bottom right of
the screen, highlighted in BLUE

All highlighted boxes must be entered for Starbase. Other fields are required per District.
The black down arrow will allow you to choose from a list. We do not use it for Names or
Birth dates. It is used for fields that come from a validation table like relation resides, grade, and
homeroom. There are only certain items that may be entered in these fields.
Last Name (including Suffix), First Name, Middle Name should come from the Birth Certificate.
MI is the Middle Name initial.

*** changes - watch carefully
take out if N for NMN
Social Security # may be entered, if available.
Date of Birth is in the format MM/DD/YYYY

Example – 03/04/1999. represents March 4th 1999
Age is automatically calculated

Sex is defaulted to Male (remember this must be changed for Female students).
State ID should be entered if available.
Ethnicity/Race
A Radio button for either Not Hispanic/Not Latino (default) or Hispanic/Latino must be chosen.
At least one (or all) check box(s) must be marked for American Indian, Black/African American,
White, Asian, and /or Pacific Islander. –REQUIRED-
Relation Resides is with whom does the student live. *** See Relation Section
Relation Legal is who is legally responsible for this student. *** See Relation Section
School is defaulted to the school number for the school you entered into when you logged in.
Resident School - not utilized at this time.
Original Entry Date is the first day of school for the current year or the actual date the student
enrolled, if the student enrolled after the first day of school.

Additional information such as Multiple Birth, Parent refused to release Social Security #, Ward of
State and Shared Enrollment may be checked.
Click ENROLL
IF YOU RECEIVE AN ERROR MESSAGE THAT A SIMILAR STUDENT EXITS –

SEE ERROR MESSAGE ON PAGES AT BACK OF DOCUMENTATION.
If no error appears but the screen does not change – there is an error
somewhere on the screen.
Check that the check boxes for ethnicity has at least one choice checked. Another
problem area is the relation resides and/or relation legal codes may not be entered.

The Main record contains the assigned Student ID # as well as the other information you entered
on the previous screen. At Risk, the at risk date, and the Year Entered Ninth Grade.
If you have made a mistake or have additional information you may correct/enter it here.
Click the save icon on the top left corner of the toolbar.
A message you must acknowledge will appear.
Either no changes have been made to

the Student Main Record or Student
Main Record changes committed to
the database;
Click OK.

Use the green door on the toolbar to exit the screen.
An address record must be created for each relation type entered on the Main Record.
If only one relation type is used for both Relation Resides and Relation Legal, only one address
record will need to be created. This includes all 3 tabs.
* Additional records may be created, when needed, after the enrollment process is completed.
The Address Record contains 4

parts: Contact Information, Phone
Information, Address Information
and Affidavits.
Tab 1 - Contact Information

Relation is populated from the
Main record.
Receives is defaulted to all flags

checked to received mail. If
you do not wish this person to
receive information uncheck the
appropriate flags.
Enter the last name, first name of

the person who is this relation.
NEVER ENTER A LANGUAGE CODE ON THIS SCREEN.
IF YOU RECEIVE AN ERROR MESSAGE – Address is required for Relation

Resides or SIMILAR CONTACT EXITS – SEE ADDRESS ERROR MESSAGE
ON PAGES AT BACK OF DOCUMENTATION.
Standardization for entering address record:

One name per relation

No periods, or commas.
No abbreviations for address – such as ST or AVE
When entering address information – Only use one last name and one first name per address record.
Additional address records may be created for your use after the enrollment process is completed. **
Remember to delete them before the student is transferred to another school.
Tab 2 - Phone Information.
The top line is from the contact

information from the previous tab.
Only two phone number are ever

printed from Starbase.
Phone number is the number listed

on the daily attendance sheet.
Both Phone number and emergency

phone will print on the address
report.
Area code is defaulted to 413. You do not need to enter the dash when entering the 7-digit phone
number. When you hit the enter key, the dash will be provided.
The district requires an emergency contact with a phone number on all students.
Data entered in the Emergency Description field will appear on the Summary Screen.
IF YOU RECEIVE AN ERROR MESSAGE – SEE CONTACT ERROR MESSAGE ON

PAGES AT BACK OF DOCUMENTATION.

Tab 3 – Address Information.
House # and Street are required fields.
You may enter the letter of the house

and the apartment.
Zip code must also be entered. A drop

down list is available. This field, when
entered, will populate the City and
State. If the zip code you need is not
available, call MIS.
District is 0001.
House # and Street must be entered.
Click the save icon corner on the
top left of the toolbar.
If the student has an alternate mailing address, such as a PO Box, or the

address is listed in another town, the address should be entered on the
bottom of this screen, in the Mailing Address fields.
Homeless students must have an address record created.
The school address is currently being used to enter a student, if no address is available.
IF YOU RECEIVE AN ERROR MESSAGE THAT A SIMILAR CONTACT EXITS –

SEE ERROR MESSAGE ON PAGES AT BACK OF DOCUMENTATION.
The affidavits screen is not utilized at this time.
A message, you must acknowledge,

will appear. Either no changes have
been made to the Address Record or
Address Record changes committed
to the database; Click OK.

The Auxiliary Record contains 5
tabs. Data must to be entered on
the Auxiliary Tab and the
Language/IEP tab.
Required for DOE reporting are

Birth Country, Place of Birth,
and State, (if born in the United
States). This data must come from
the birth Certificate. If immigrant
status applies it must also be
entered.
Citizenship, ESL etc will be address separately
Marital Status defaults to Single.
Refugee, Homeless and Neglected/Delinquent may also be entered at this time
Languages are
required for DOE
reporting
Home language is the language currently spoken by the student.

Primary language is the language first heard/learned or s
The LEP Data may require a date.
Career and Tech Ed, Retained and At Risk tabs are not required during enrollment.
The LEP Data tab is used by Pupil Services. The C+TE tab is used by SVAHS. This data is usually
entered after the student has been enrolled.
Click the save icon on the top left

corner of the toolbar.
A message, you must acknowledge, will

appear. Either no changes have been made
to the Auxiliary Record or Auxiliary
Record changes committed to the
database; Click OK.

The school record will be created with the student having an active status.
GRADE is REQUIRED.
Yr of grad populates based on grade.
IF the School Calendar has been created, Track must be NONE. Otherwise, remove NONE from Track.
If the student is school choice, a Y must be entered in Tuition.
Grade Progression defaults be N/A.
Ranked and Sports Eligible are both defaulted to be checked on enrollment.
JFK may enter cluster at this time, if it is known.
Shift is always 1.
Homeroom, Counselor, Locker and User Fields may be entered at this time.
**** SVAHS is required to enter Town of Residence in User Field 1, and District of Residence in User
Field 2.
Title 1 data is usually entered after enrollment process.

IF YOU RECEIVE AN ERROR MESSAGE – SEE ERROR MESSAGE ON


appear. Either no changes have been
made to the School Record or School
database; Click OK.
The attendance record is the last

screen that needs to be entered.
Enter Date and PCC are required

fields.
Enter Date is the day the student

enters your school (or the first day of
school). Format 04-SEP-05
The PCC code is E-1 when entering

on the first day and E-2 if entering
after the first day.
Your calendar will show the months

and possible days for each month.
Max days 180.
IF YOU RECEIVE AN ERROR MESSAGE – SEE ERROR MESSAGE


made to the Attendance Record or
Attendance Record changes committed
to the database;
Click OK.
The food service record must be

created with and Application
Status of 6 and an Application
Date of the date of entry for this
student.
The status must also be entered as

a 6 and the status date is the same
as the entry date.
No other data is to be entered on

this screen.
Food Services is the only one to

handle the additional data on
this screen.
Acknowledge message
Click OK

The following message appears:
Student (ID#) has been enrolled.
Print the Registration Form?

Click Yes or No.
If the student needs transportation, a copy of the summary screen or student profile report needs to be
sent to Transportation. See Print Student Profile.
This is the summary screen for the enrolled student.
Navigate – Student Information – Maintenance
Enter the student ID or name and Click find.

PARTIAL ENROLLMENT
Log in to Starbase
Choose Navigate,
Student Information,
Maintenance.
Click the All Schools box.
Enter the Student ID or Last

Name of the student you wish
to enroll.
Click FIND
Partial Enrollment - 1
If you have chosen to enter the last name, you may get multiple students. Check to ensure that you have
the correct student.
The scroll bar on the bottom allows you to see if the student is currently active,
inactive or blank meaning not enrolled in any school.
Double click on the student who is not currently enrolled or currently inactive.
The summary screen will appear.
There will be no Status, no grade,

and no Enter Date.
If this is the correct student, from

the toolbar:
Click Student
Click Main
** Do not make changes on the Main screen at this time. You may come back to the main
record after the enrollment process is complete.
Ethnicity/Race should be verified and corrected after the enrollment is complete.
Click into the field Schools Current.
Type your school number.
Hit the enter key.
Click Enroll Student
The Auxiliary Record contains 3
tabs but only data on the tab called
Auxiliary must be entered.
Required for DOE reporting are

Place of Birth, State, and
Country from the birth Certificate.
Home language is the language

currently spoken by the student.
Primary language is the language

first heard/learned or spoken by the
student. Used for DOE reporting.
Citizenship, ESL etc will be address separately
Marital Status defaults to Single.
DO NOT TOUCH FOOD SERVICES INFORMATION – this is handled by Food Services

ONLY.
The LEP Data and C+TE Tabs are not required during enrollment.
The LEP Data tab is used by Pupil Services. The C+TE tab is used by SVAHS. This data is usually
entered after the student has been enrolled.


appear. Either no changes have been made
to the Auxiliary Record or Auxiliary
database; Click OK.
The school record will be created with the student having an active status.
GRADE is REQUIRED.
Yr of grad populates based on grade.
IF the School Calendar has been created, Track must be NONE. Otherwise, remove NONE from Track.
If the student is school choice, a Y must be entered in Tuition.
Grade Progression defaults be N/A.
Ranked and Sports Eligible are both defaulted to be checked on enrollment.
JFK may enter cluster at this time, if it is known.
Shift is always 1.
Homeroom, Counselor, Locker and User Fields may be entered at this time.
**** SVAHS is required to enter Town of Residence in User Field 1 , and District of
Residence in User Field 2 .
Title 1 data is usually entered after enrollment process.
IF YOU RECEIVE AN ERROR MESSAGE – SEE ERROR MESSAGE ON


made to the School Record or School
database; Click OK.
The attendance record is the last

screen that needs to be entered.
Enter Date and PCC are required

fields.
Enter Date is the day the student

enters your school (or the first day of
school). Format 04-SEP-05
The PCC code is E-1 when entering

on the first day and E-2 if entering
after the first day.
Your calendar will show the months

and possible days for each month.
Max days 180.
IF YOU RECEIVE AN ERROR MESSAGE – SEE ERROR MESSAGE

made to the Attendance Record or
Attendance Record changes committed
to the database;
Click OK.
The following message appears:

Student (ID#) has been enrolled.
Print the Registration Form?

Click Yes or No.
If the student needs transportation, a copy of the summary screen or student profile report needs to be
sent to Transportation. See Print Student Profile.
One of the following screens will appear:
Click No unless you need to send

information to another department, or
you need the information for another
reason.
OR
If this multiple school enrollment

screen appears. Click your school
number and Call MIS.
Exit through the green door twice – all the way back to the Student Maintenance –
Standard Query Screen.
Query the student - check for all schools. You will see the following screen.
Double click on the student you just enrolled. Go to the Main Record and make any correction. If the
relation resides and/or relation legal have changed, fix the address records before fixing the main record.
This will avoid problems.
PRINTING THE STUDENT PROFILE
When sending a copy of this report to

Transportation, and/or other departments, after
enrollment, un-check the following: Attendance,
Medical, Schedule, and Grades.
If you are running this for one student, uncheck all students and enter the student id or
last name. If entering Last Name, use the black down arrow to find the proper
student.
Attendance, Medical, Schedule and Grades will produce no valuable data at this time.
Printing - 1
RELATION OPTIONS
Codes for Relation must match the relation fields on the MAIN Record. Only after the enrollment has
been completed can you add additional address records.
IF both relation resides and relation legal are the same, only one address record must be created.
If relation resides is one parent (example, the Mother) and both Parents have legal custody. One address
record is created for the resides record of Mother with the mother’s information and one address record
is created for the legal Parent with the father’s information.
If the parents’ names are different – the district standard, until a second name line is available, is to
enter the First names as Mary/John, and the Last names as Smith/Jones. Also if the Last names are the
same the First name is still entered Mary/John. *ELE
Joint Custody
Dual residence in Northampton

If a student lives one week with one parent and another week with the other parent, and both are in
Northampton either parent may be the resides record.
Dual residence – Northampton and another town

If the students lives part time with one parent and part time with the other parent and one of the parents
lives out of Northampton – QUESTION – Is the student considered Schools of Choice during the week
they are living out of Northampton? NO. The local parent should be on the resides record. This is the
record that updates town of residence on the Census record for DOE reporting.
Non-custodial parent living in Northampton

If a student resides outside of Northampton with a custodial parent, and has a parent who lives in
Northampton, the student is considered schools of choice because the other parent is non-custodial.
Non-Custodial parent must have documentation on file to receive information on the student.
** Town code may needs to be adjusted on the Census record for transmissions of where the student is
currently residing on the freeze date.
Relationships - 1
Immigrant Consideration
The Immigrant Status box on the Auxiliary record needs to be checked for students who meet the
requirement for DOE022 Emergency Immigration Education Program.
This field is now used to update the census record for transmission.
Please remove the check for any student who no longer meets the definition in the DOE Data Standards
Handbook. Also make sure to mark any new students who are eligible for the Emergency Immigration
Education Program.
The auxiliary record is used to update DOE019 Low Income Status. The Food Service Eligibility field
will determine the value for DOE019. Eligible for Free lunch or Direct Certification = 01. Eligible for
Reduced priced lunch = 02. All others Not Eligible for free or reduced price lunch = 00
QUESTIONS
What country does the student come from?
How long has the student been in the country?
Has the student attended 3 years of education in the United States?
Has the proper paper work been forwarded to the necessary departments?
Immigrant - 1
SPED DATA
Will a student enter the district with an IEP?
Who determines a student is sped eligible?
What should the process be to update the data to Starbase more often?
What are the difficulties when data is deleted after the freeze date to prepare for an
import? Do we want to keep what was there because of discipline letters etc?
Sped Prototype is store on the school record. It is displayed on the summary screen. The
pcc records sped prototype value when the record is created.
All other SPED DATA is stored in the Census record only.
Which fields get updated on the Census record
SPED - 1
LEP DATA
When is a student considered LEP eligible?
Who makes this determination?
How is the information communicated to other departments?
Who enters the data into the LEP tab on the auxiliary screen?
When is this data entered?
Which fields get updated?
This screen is updated by

Pupil Services ONLY.
The radio button for Limited

English Proficient is marked
as YES.
ELLP Status is entered as 01
Use the green door on the toolbar to exit the screen
LEP - 1
Title 1 Information
When is a student considered Title 1 eligible?
Who makes this determination?
Who enters the data into the Title 1 tab on the auxiliary screen?
When is this data entered?
Which field gets updated?
Date must be entered
Code of 02 Targeted Assistance/reading is the only code that is currently used in Northampton Public
Schools
SVAHS uses additional codes. Codes 02 - reading, 03 - math, and 04 – reading and math.
Title 1 - 1
Use the green door on the toolbar to exit the screen
Did this roll over to the next year? It is a school record and therefore, conditional on rollover. Only if
the student stays in the same school is the data rolled to the following year.
Title 1 - 2
ERROR MESSAGES
STUDENT EXISTS WITH SIMILAR DATA -
** You will receive this message, if a student that already exists in the database has similar information.
Check out the student with similar information.
CLICK
SHOW STUDENT(S)
WRITE DOWN THE STUDENT ID NUMBER. If this is the same student, a

PARTIAL enrollment may need to be performed. CALL MIS.
Using the scroll bar on the

bottom will allow you to
see additional data on this
student.
CLICK CANCEL
You will be returned to

this screen.
Click Cancel
This will bring you back to the enrollment screen. If you have no other students to enroll,
click the green door on the toolbar to exit the screen.
Error Messages - 1
If you choose Continue Enrollment, the enrollment process will continue and create another set of
student records with a different Locally Assigned Student Id. This causes many problems. This option
should NEVER be used.
ADDRESS RECORD ERRORS
If you attempt to save the address screen without putting data in the address tab fields you will receive
the following error message.
Street Address, on the address tab,

is required to save the record.
Address information must be
entered for Relation Resides.
Click OK.
SIMILAR CONTACT EXITS –
If the Contact Last name, First name match what you have entered you will received the following error
message
You may click Show Contact(s) to

see the data. We do not use the
contacts found, at this time.
Problems are created when records

are joined using existing contact
information.
Error Messages - 2
This is the view you will see if you click Show Contact(s).
Click Cancel when finished viewing the data.
Click Continue from the

previous screen that will
redisplay.
This allows you to continue

the enrollment process.
SIMILAR ADDRESS ALREADY EXITS –
You may click Show Contact(s) to

see the data. We do not use the
found contacts, at this time.
Problems are created when records

are joined using existing contact
information.
This is view you will see if you click Show Contact(s).
Error Messages - 3
Click Cancel when finished.
Click Continue
This allows you to continue with the

enrollment process.
A message you must acknowledge will appear.
Click the green door on the toolbar to exit the screen.
SCHOOL RECORD ERRORS
Error message from the school record usually indicate a school record already exists for this
student. An ORACLE error will usually be displayed. Call MIS.
Saving the attendance record when no school calendar exits with NONE in Track will produce
an error. Remove NONE and save again
ATTENDANCE RECORD ERRORS
Error Messages - 4
Click OK
Change date and save.
Error Messages - 5
Teacher Posting Error Messages
Error Messages - 6
MODIFY STUDENT STATUS
MODIFY/OPTIONS
Inactivate/Withdraw
Students who are leaving Northampton Public Schools/Smith Vocational
Reactivate
Students who have had at least one active day in the current school year and are returning to the same
school
Transfer Within School

Used to track internal school changes that affect the census record for reporting to the DOE. Some
example of information we track: address changes (in town and out of town), grade changes (promoted,
demoted), low income status (free/reduced lunch), name changes.
Transfer To Different School (In District)

Used only when a student is changing schools in the district. (JFK will only use this feature if they
promote a student during the school year.) All other school use this all year.
Modify - 1
Summer Withdrawal/No Show
Only for withdrawal date between the last day of school in the previous year to the first day of school in
the current school year
Home Instruction
DO NOT USE THIS OPTION AT THIS TIME
Late Reporting
Students who have been summer withdrawn and are now reporting to school for the first time – after the
first day of school into the same school that they were summer withdrawn
All other enrollments should be handled by using the enroll a new student or the partial enrollment
procedure.
Locate the student and change the current school code in the main record – to proceed with the partial
enrollment tasks.
Modify - 2
INACTIVATE/WITHDRAW
Enter student id or last name and

click the black down arrow to
find the student.
Click Inactivate/Withdraw
Click Run
You cannot use a summer date when

doing a withdrawal. You must use
the option summer withdrawal/no
show.
If you get this error message click

OK
The date of withdrawal must be after

the enter data and before the end of
school.
Click Inactivate
Modify - 3
Acknowledge Message
Click OK
Modify - 4
REACTIVATE

find the student.
Click Reactivate
Click Run
Enter the Enter Date

[Must be greater than the Left Date]
Enter PCC [E-2]
Click Reactivate
Acknowledge Message
Click OK
Modify - 5
TRANSFER WITHIN SCHOOL
Enter student id or last name and click

the black down arrow to find the
student.
Click Transfer Within School
Click Run
Enter the Left Date
Enter the Left PCC
Left Atcod is always N
Enter the Enter Date
Enter the Enter PCC
Click Transfer
Acknowledge Message
Click OK
Modify - 6
Transfer to Different School (in District)
Enter the student name or student

id and use the black down arrow
to find the student.
Click Transfer to Different

School In District.
Click Run
Enter the Left Date
Enter the Left PCC – reason may

also be entered.
Left Atcode is N
Enter School – this is the school

they are being transferred to.
Enter the Enter Date to the new

school
Enter the PCC for the new

school.
Enter Atcode is N
Modify - 7
By scrolling down you can enter
other data.
The grade the student will be

entering and the homeroom of
the new school, if it is known.
Click Transfer
Modify - 8
SUMMER WITHDRAWAL/NO SHOW
Enter student id or last name and click

the black down arrow to find the
student.
Click Summer Withdrawal/No Show
Click Run
Enter the Left Date
Enter the Left PCC

– notes may be entered.
Left Att code is N
Click Withdraw
Acknowledge Message
Click OK
Modify - 9
HOME INSTRUCTION
This option will inactive a

student and put code of H in
the status field.
We do not use this option

because DOE reporting
becomes inaccurate.
Modify - 10
LATE REPORTING

find the student.
Click Late Reporting
Click Run
Acknowledge the message that

attendance records will be
cleared.
Click YES
Modify - 11
Enter the Enter Date – if there is a
date in the field, type over it.
Enter PCC
Click Reactive
This screen will appear with the

new enter data and pcc code.
The calendar should have the

proper number of possible days for
each month and the total for
possible days should never exceed
180.
Acknowledge Message
Click OK
Modify - 12
Out of District (School 600)
Students are to enroll in their home base school – DBA’s will enter the student and then summer
withdraw them. They must then notify Pupil Services.
Pupil Services can then pick them up -----
Log into school 600
Find the student – check the all box to get all schools
Check that the student has an “I” status

OR
All of the following fields are blank
Enter date, Left date, status, grade
The enter date is the first day of school and the Left Date is less than the Beginning date
(this is a summer withdrawal)
Perform a PARTIAL ENROLLMENT on the student.
Go to the Main Record
Type over the current school – hit the enter key
Choose enroll
Choose enroll again
Save the main record and close the door
The auxiliary record will appear next.
Make any changes and save the record.
The school record will appear next.
Make any changes and save the record
The attendance record will appear next

Close
Out of District - 1 -
Updated July 12, 2005
Kim Broussard
Services Only - 2-
SERVICES ONLY
This refers to students who are enrolled but do not attend school daily. This includes
students who come to your school one or two days a week for services only, such as
speech.
Students are to be enrolled in their home base school – schools will enter the student and then summer
withdraw them.
Pupil Services can then pick them up ----- with the appropriate start date
Log into school 620

OR
(This is a summer withdrawal)
PARTIAL ENROLLMENT
Choose enroll
Choose enroll again
Services Only - 1 -
Enter SERV at the Track code
Close
DBA to monitor and correct census record.
Services Only - 2-
Schools of Choice – Outbound (School 650)
These are student who are Northampton residents but are attending other public schools.
Log into school 650

OR
PARTIAL ENROLLMENT
Choose enroll
Choose enroll again
Enter OUTB at the Track code
Close
Schools of Choice (650)- 1 -

Schools of Choice (650) - 2-

Private School Students (School PV)
Log into school PV

OR
PARTIAL ENROLLMENT
Choose enroll
Choose enroll again
Enter PV at the Track code
Close
Private School (PV)- 1 -

Private School (PV) - 2-

PREPARING DISPOSITION TABLES FOR MASS SIMS UTILITIES
In order for the Mass SIMS Utilities program to count In-School and Out-of-School Suspensions, all
suspensions must be posted to the students’ Discipline records. Before you can post infractions and
dispositions to the students’ Discipline records, you must create the following Validation Tables:
Infraction Code Table

Disposition Code Table
The Mass SIMS Utilities program will count the number of unique Start Dates in the Discipline records
based on the Group assignments (i.e. all Start Dates for Dispositions assigned to the IN-SCHOOL
SUSPENSION group will be counted as In-School Suspensions; all Start Dates for Dispositions
assigned to the OUT-OF-SCHOOL SUSPENSION group will be counted as Out-of-School
Suspensions). Therefore, in addition to the Disposition Code Table, you must also create the following
Validation Tables:
Disposition Group Table

Disposition Group Assignment Table
1. Enter all In-School and Out-of-School suspension codes in the Disposition Code Table.
A. Click Navigate on the STAR_BASE Menu Bar.
B. On the Navigate menu, select Discipline.
C. On the Discipline menu, click Maintenance.
D. At the Discipline Maintenance screen, click the Validation Tables tab.
E. On the Validation Tables menu, double-click on Disposition.
F. School—The School field designates the school in which the Disposition table is located. The
field defaults to the School code for the school into which you are currently logged.
G. Enter the Code, Description, and Points for each Disposition given.
(1) Code—A Disposition code consists of 1 to 3 characters, which represent an action, the
school authorities take to deal with an infraction (e.g. OS1 for OUT OF SCHOOL
SUSPENSION – 1 DAY).
(2) Description—The Disposition Description is an explanation of the disposition (e.g. OS1 is
OUT-OF-SCHOOL SUSPENSION – 1 DAY).
(3) Points—Points serve as a measure of the severity of the disposition (e.g. S1 = 1.0).
Currently not utilized
H. Click the Save icon.
I. Click OK to commit the change to the database.
2. Enter two groups in the Disposition Group Table.

E. On the Validation Tables menu, double-click on Disposition Group.
F. School—The School field designates the school in which the Disposition Group Table is located.
The field defaults to the School code for the school into which you are currently logged.
Valid Grade Level Table - 1 -

G. Enter the Group and Description as follows:
(1) Group—I
Description—IN-SCHOOL SUSPENSION
(2) Group—O
Description—OUT-OF-SCHOOL SUSPENSION
H. Click the Save icon.
I. Click OK to commit the change to the database.
3. Associate each Disposition with one of the Disposition Groups in the Disposition Group
Assignment Table.
You will assign all In-School Suspension codes to Group I—IN-SCHOOL SUSPENSION; all Out of
School Suspension codes to Group O—OUT-OF-SCHOOL SUSPENSION.
There are two ways in which you can create the Disposition Group Assignment table in a given
school.
• Manually assign each disposition to one or more groups.
• Use the Copy Table option to copy an existing Disposition Group Assignment table from one
school to another.
Manually Create a Disposition Group Assignment Table

E. On the Validation Tables menu, double-click on Disposition Grp Assign.
F. At the School field of the Disposition Group Assignment table, enter the School code of the
school for which you want to create the table. Type in the School code, or enter the code from a
list of values. To enter the code from a list of values, click the down arrow beside the field to
display the list, and then click the desired School code on the list.
G. All the Dispositions entered in the Disposition Code Table are listed at the top of the screen
under Dispositions.
Click the first Disposition on the list.
H. Click a blank Group field.

I. In the blank Group field, enter the code for the group to which you want to assign the
disposition. For example, you would assign the Disposition O1 (OUT-OF-SCHOOL
SUSPENSION – 1 DAY) to the Disposition Group O (OUT-OF-SCHOOL SUSPENSION).
Click the List Values icon for a list of the codes in the Disposition Group table.
J. Press Enter.
K. Click the Save icon.
L. Click OK to commit the change to the database.
M. Click the next Disposition on the list
N. Repeat Steps H-M until all the Dispositions have been assigned to a group.
Preparing Disposition Tables - 2-

Use the Copy Table Option to Create a Disposition Group Assignment Table
Note: To use the Copy Table option to copy a Disposition Group Assignment table from one school
to another, the Disposition Code and Disposition Group tables in one school must be identical to the
tables with the same names in the other school. If the tables are not identical in both schools, the
Disposition Group Assignment table resulting from the Copy Table option will be blank or only
partially complete.
To use the Copy option:

F. School—The School field designates the school in which the Disposition Group Assignment
Table is located. The field defaults to the School code for the school into which you are
currently logged.
G. Click the Action menu on the STAR_BASE menu bar and click Copy Table. The Copy
Disposition Group Assignment table screen appears.
H. On the Copy Disposition Group Assignment table screen, enter the School code of the school
to which you are copying the table.
I. Click the Copy button at the bottom of the Copy Disposition Group Assignment table screen.
The system copies the table to the school specified on the screen. Note: The Copy Table option
creates a copy of the table in the specified school. The original table is left intact.
J. The screen displays a message informing you that the table was copied to the specified school.
Click OK on the message screen to acknowledge and remove the message. The screen displays
the original Disposition Group Assignment table in its original school.
K. To see the copy of the Disposition Group Assignment table in the school to which you copied
it, enter the School code of the school in the School field at the top of the table.
4. Print the Disposition Group Assignment List.

F. School—The School field designates the school in which the Disposition Group Assignment
Table is located. The field defaults to the School code for the school into which you are
currently logged.
G. Click the Print tab.

H. School(s)
• Accept default school code to print the list for the default school.
• Click the white box next to ALL to print lists for ALL schools.
• Change the default school and/or add additional schools to print lists for one or more
specified schools.
I. Click Run.
J. Click the Run Report icon.
K. Click the Print icon. Select one of the 8100 printers. Click OK.
L. Click the Close Previewer icon when finished printing.

Creating the Census Record
The process to create census record, Mass Sims Utility, should be performed after a student is enrolled.
This can be done for one student, a group of students or all students.
Individual census records for students who enter during the school year should be created after you have
performed the enrollment task. This will help avoid forgetting this step.
If you have a group of students to enroll, this process should be done after the group has been enrolled,
instead of one student at a time.
The process to create students census records for all students should be performed at the beginning of
the school year and during the validation/correction periods for DOE transmissions. This should be run
for Active, Reactive and Home Instructions students ONLY.
When running the Mass Sims Utility to create census records NO update boxes or reset box should be
checked.
Creating Census - 1 -
Click Navigate
Global Tables
User Maintenance
Highlight Mass SIMS Utilities
Click Run
Click the radio button
Mass create SIMS
Student Records
Choose the
Process Date
From the dropdown
menu
One or all students.

Uncheck for one
student,
School Year and School

default to the year and
school you signed into
Student Status Codes
Click Run
Notice the MAP button on the bottom right of the screen. This screen will show you where
each field is stored in Starbase or if the data is only stored in the Census record.
You will receive a message that census records have been created for xxx number of students.
Click OK.
Mapping Starbase fields to the Census record
Navigate, Global Tables, User Maintenance, Mass Sims Utility.
This screen has a button called MAP on the lower right hand side of the screen. This
will show where each of the DOE elements is updated from.
The red “ elements are unique to the SIMS record Theses fields must be entered and/or corrected in the
Census record before each transmission.
This document tells you where each item on the census record is located in Starbase. This is where the
data comes from when the census record is created or updated.
UPDATING CENSUS RECORDS
THIS ROUTINE IS ONLY RUN FOR STUDENTS WHO ARE NO LONGER ENROLLED IN
NORTHAMPTON AND SVAHS SCHOOLS. [Inactive students only]
Click the radio button
Mass create SIMS Student
Records
Check the Update

Existing SIMS records box.
Choose the Process Date

From the dropdown
menu
ISS Group is I
OSS Group is O
AP Course Semesters options
are S1, S2, FY
Truant Code Q
Uncheck All Students

and enter the student if or
Last Name of a student or
students.
Enter your School
Student Status Codes must be

Inactive
Click Run
Updating Census - 1 -
After you have updated the inactive students, you must find the students - Student Information,
Maintenance, choose the more tab; uncheck Active, Inactive, Home Instruction, and Transfer. The only
check box with a check in it should be INACTIVE.
You must now make sure that DOE012 – Enrollment status is changed to the DOE element that best
represents this student current status.
See the DOE Data Standard Handbook for current codes.
Updating Census - 2 -
Verifying and Correcting Census Data for Transmission
When entering the Census

record, you will notice the
LASID is populated as well other
items that have their default
status.
DO NO TYPE ANY DATA

INTO THIS RECORD UNTIL
IT HAS BEEN CREATED.
The census is created.
If SASID number is blank, we

must either find the issued SASID
number on the state website or
request a new SASID number to be
issued.
You may now make corrections to

the DOE elements.
Verifying - 1 -
MASS SIMS RECORD (CENSUS)
DOE001 A DOE002 B DOE003 C DOE004 D DOE005 E DOE008 H

DDOE009 I
DOE006 F DOE010 J
DOE011 K
DOE012 L DOE033 AG
DOE013 M DOE034 AH
DOE035 AI
DOE014 N DOE036 AJ
DOE015 O
DOE016 P DOE037 AK
DOE038 AL
DOE017 Q
DOE018 R DOE039 AM
DOE040 AN
DOE019 S DOE041 AO
DOE020 T
DOE021 U DOE042 AP
DOE022 V DOE043 AQ
DOE023 W DOE044 AR
DOE024 X DOE045 AS
DOE025 Y DOE046 AT
DOE026 Z DOE047 AU
DOE027 AA DOE048 AV
DOE028 AB DOE049 AW
DOE029 AC DOE050 AX
DOE030 AD DOE051 AY
DOE031 AE
DOE052 AZ
DOE032 AF
The blue DOE number is listed next to each element. The RED letter next to each DOE element is the
column when the file is imported into excel.
The value in each box represents the default for most students when the Census record is created.
Verifying - 2 -
Weekly Checks
Student status – any students who enter/leave/reactivate

PCC report
Inactive student list
Keep a list of student transferred within the district (NHS/SVS)
Process
Create Census record for all NEW students. Do not click update.
Check Census record for reactivated student – Check all fields. Make sure lock flag for attend is not
checked – Check DOE011, DOE012, DOE013 – represent new information.
Change student status DOE012 for Withdrawn students who have left the district. Check all census
fields.
Run a Census export and check the error listing.
Notify MIS is you need SASID numbers.
Additional processing Monthly and/or DOE Cut off date for Transmission
School calendars must stay up to date. All attendance must be posted timely. Attendance must be
posted up to date for the last school day in each month. Attendance must also be posted up to date for
DOE transmission cut off dates. Truancy codes must also be posted. MIS must be notified of any
exceptions on these days.
Reports generated using school calendars or data updated:

Monthly and YTD attendance reports for Attendance Officer
Medicaid Reimbursement attendance
Census update of Days in Attendance
Census update of Days in Membership
Census update of Truancy
Discipline records for in-school and out-of-school suspension must also be posted timely. All posting
must be completed by DOE transmission cut off dates. MIS must be notified of any exception on these
days. This will require manual entry of both DOE045 and DOE046 by you school for each student.
MIS will export all CENUS data at the end of each month and do a quick validate on the state web site.
All error listings will be forwarded to the appropriate schools
Verifying - 3 -
Exporting of Pupil Services data and import to Starbase must be completed on cut off dates set by the
DOE.
Transmission date for 2004-2005 school year
October 1,
December 1 (SPECIAL ED),
March 1,
Last day of school
All census record will be locked at the end of the day for cut off. They will be available after the
extracts have been completed for all schools. (Within one week)
Each school will receive their data to verify. A sign off sheet with a return date will be enclosed.
Any changes for the transmission data must be submitted to MIS in writing.
When the Census records are unlocked, the sending school must enter corrections submitted to
MIS in the Census record.
Verifying - 4 -
Updated June 2005
Kim Broussard
DOE REPORTING VERIFICATION PROCEDURES

NORTHAMPTON HIGH SCHOOL
Step One: Extract Files for reporting. You must log onto “Starbase Live Version” to
run the extract program. You should extract files one at a time.
Go to Navigate – Global Tables – User Maintenance – Mass Sims Utilities

Click on Option 2 – Export SIMS records
Click on Mass Export (All Directory Elements)
Process Date should appear in window. If not, use drop down arrow.
Your file names should reflect the group you are extracting
NHS Inactive File = “C:\NHSI.txt”
NHS Transfer File = “C:\NHST.txt “
NHS Active File = “C:\NHSA.txt”
Click “ALL” for schools and type in “NHS” under School Type. This
brings up both FLC and NHS data
NHS Inactive File – only choose “Inactive” from Student Status Codes
NHS Transfer File – only choose “Transfer” from Student Status Codes
NHS Active File – choose “Active”, “Reactive”, and “Home Instruction”
Make sure All is clicked under Students. Go to bottom of screen “RUN”
Step Two: After you extract the file, close out of the Starbase Live program and open
up the Microsoft Excel program. Choose “File – Open.” Go to bottom of
screen and change file types to: All files (*.*). Make sure you are on the
“C:\” drive. This will allow your extract file to show. Highlight it and
choose: Open
Step Three: Immediately, a Text Import Wizard appears. These are the fields that must
be chosen: click Delimited (then choose NEXT)
click Comma (then choose NEXT)
First column in box should be highlighted. Hold down “shift key”, drag the cursor button
to the end and click on last box. Everything highlights to black. Click on the “text”
button on top. Choose “Finish”. An error listing will appear. Print it. Choose “File Save
As” and choose the Microsoft Excel 2001 Workbook type and save.
Step Four: Open the saved Excel version and this is the one you want to work with.
The very first thing I do is click on “Column E” and choose “Data – Sort
– Expand Selection – Sort – Keep Column E and choose Ascending”
then choose “OK”. This alphabetizes the file by last name of students.
Save the file. This is what you want as your base file to work off of.
Step Five: The easiest way to work with this file is by using the Data Filter option. It
works like a toggle switch. You highlight the column you wish to work
on and you choose “Data – Filter –AutoFilter”. This is how you turn it on
NHS Verify Notes - 1 -

Updated June 2005
Kim Broussard
and off. As soon as you choose Autofilter for the first time you will see a
small upside down triangle appear in the corner of the first record. This is
how you know that it is “on” and what column you are working with.
Special Note: the very first student’s information will always

show when you use the data filter, it never changes. This first student’s
record never disappears and you need to just ignore it as you go through
your columns.
When you make a change on the Excel Worksheet, you also need to manually change the
student’s census record. Only exception is with students who attend both NHS and Smith
Vocational in the same year.
Smith Vocational and NHS “Shared Students”

There is only one census record for each student. Therefore if a student transfers
between NHS and Smith Vocational – their census info may update with the wrong
school. Keep a list of these students and send to Barb Kelly. She can help fix the files.
Always check attendance, career and tech fields, sped fields, and suspensions when
looking at these “shared” students. Use these simple rules:
Always update the Excel worksheet to show the NHS information.
Only update the Census record if at the time of DOE reporting, the student is active at
NHS. Do NOT touch the census record if student at SVOKE at time of DOE reporting
deadline (October 1st, December 1st, March 1st, End of School).

Updated June 2005
Kim Broussard
Using the Data Filter to verify data.
You will need the black binder on my desk titled “MA DOE Guidelines” to help you work through the
data. Also, sometimes you will need to run reports, which I will indicate when necessary to determine
data verification. I have written in the Letter Codes, which match the DOE identification numbers. So,
Column A on the Excel File matches DOE 001 in the Guidelines book, etc.
Excel Worksheet Column Data Filter Options Process/validations

Columns A – H Cannot really use filter Barb Kelly will send an
option here. I scroll down error listing – this listing
through these fields looking will identify items in
for obvious errors, not columns A – H that came
enough digits in numbers, up as errors on the state
misspellings, etc. DOE website. Check data
on student registration
forms and birth certificates
and make necessary
corrections.
Column I - Gender Male and Female options Choose F and scroll thru
only list to make sure only
females show and then M
for males
Column J - Race 01 – Amer Ind/Alaskan Go thru each one and verify
02 – Asian/Pac. Islander correct race indicated.
03 – Black Verify data w/registration
05 – White form in Student file or
99 - Hispanic Ethnic Form in File
Column K (see L & M) 01 – Non school of choice If Column K = 01 then
03 – School of choice Column M must be 01.
* You can do another
validation at this time. If 02 – Special Circumstance If Column K = 03 then
03 then Column N cannot (School 600 students) – Column M must be 02.
be “210” SPED responsibility
If Column K = 02 then
Column M must be 07
Column L (see K & M) 01 – Active Students 04 or 10 can be reported on
Enrollment Status - (At 02 – Transferred to another October 1st if student was a
time of DOE transmission school summer graduate only.
date, what is the status of 03 – Drop Out
the student?) 04 – Graduated w MCAS 04 or 10 can be reported on
05 - Expelled March 1st if student was a
*You can do another 10 – Graduated w/o MCAS FLC student who graduates
validation at this time. If mid-year.
the student is “04” then
Column AG cannot be Must report all 12 graders
“500”. who graduate at end of year

Updated June 2005
Kim Broussard

report as 04 or 10.
Column M (see K & L) 01 – Resident See Column K validations
02 – School of Choice
07 – Tuition Private Schl
Column N 210 is default for If Column K = 01 then
City of Residence Northampton/Florence/Leeds Column N must = 210.
See Appendix A Others – See Appendix A If Column K = 03 then

Column N cannot = 210.
Column Q – Days in If student transferred to or Column Q cannot be
Attendance from FLC during the school greater than Column R
year, you must bring up
(9 Wk Attendance Report) student in both schools and Smith Voc/NHS transfer
verification add their days in attendance students must be checked –
together to validate total Correct worksheet only to
days in attendance. show NHS days
Column R – Days in 180 is maximum for end of No student can have more
Membership year reporting for students than 180 days.* (Special
who attend school from the circumstance may be for
(9 Wk Attendance Report) first day of school to the last 600 students – SPED)
verification
Column S – Low Income Food Services Responsibility Food Service Validates
Column T – Title I Always “00” for NHS/FLC Always “00” for NHS/FLC
Column U – Migrant 00 Default – Non-migrant Guidance fills this is from
Status 01 Migrant Worker Only Student Registration form.
Must have US Migrant
* paperwork.
We have none at this time.
Column V - Immigration 00 – Default – Not Immig. To verify info, check
01 – Immigrant Status Student Registration Form
on the back side. This
Guidance fills this in at shows years in US and how
registration. I have long in US school system.
worksheet I carry over year When 3 yrs of US schools,
to year in file. must take off list.
Column W – Origin 500 Default for non-immig If Column V = 01 then
Country See Appendix C Many other options Column W cannot be 500
Column X – Language 267 is English To verify info – check
See Appendix B for Codes Many other options Student Registration form
Column Y – LEP 00 Default – Can do class To verify – run Class
work in English Rosters for ESL teacher
01 Cannot do work in Eng
SPED responsibility – Do
not change, tell SPED

Updated June 2005
Kim Broussard

Column Z - ELLP 00 Default – Can do class If Column Y = 01 then
work in English Column Z must be 01
01 Cannot do work in Eng
SPED responsibility – Do
not change, tell SPED
Columns AA – AF Discontinued DOE fields Must be 500 for all
Must be 500 for all
Column AG – Grad Plans 500 for all students who If Column L is 04 or 10,
have not graduated then Column AG cannot
be 500
Codes in DOE Guidelines
Book DOE 33 (pg4-57) for To check, use Guidance
students who did graduate post grad plans listing
Column AH – SPED 00 – Non special ed student Run Student Inquiry –
MORE – Spec Ed Codes
Codes in DOE Guidelines choose 10-20-30-40. Print
Book DOE 34 (pg4-58) for list of students. Run class
special ed students lists for all Sped Classes
(Choose Dept – Spec Ed)
on report menu Compare
lists. Call SPED w/
discrepancies. DO NOT
CHANGE – SPED WILL
Column AI – Career/Tech Must be 500 for all students If student came from
SVOKE, there may be a
code here. Change to 500
on worksheet only.
Columns AJ – AO SPED responsibility - Do SPED responsibility - Do
SPED fields not touch these fields on not touch these fields on
worksheet or Starbase worksheet or Starbase
Columns AP, AQ, AR – 500 – All Students If student came from
Career /Tech SVOKE, there may be a
code here. Change to 500
on worksheet only.
Column AS – In-School Can be any number # of I’s (* # of occurrences,
suspensions not # of days)for example a
(NHS/FLC transfer students 3-day Internal suspension =
add both schools) 1 Occurrence
Column AT – Out-Of- Can be any number # of O’s (* # of
School suspensions occurrences, not # of
(NHS/FLC transfer students days)for example a 3-day
add both schools) External suspension = 1
Occurrence

Updated June 2005
Kim Broussard

Columns AU – AY 500 Not in A/P Classes If 500 in Column AU then
A/P Classes must be 500 in Columns
See list for codes in AV, AW, AX, and AY
** If students have 1 AP Appendix H
class they are listed in (examples) To verify data, run Class
Column AU, if they have 2 125 – Chemistry Rosters for all A/P classes.
then both AU, AV If they 120 – Biology All students must appear in
have 3 then AU, AV, AW 136 - English the AU column. Then they
and so on can taper off after that.
Column AZ – Truancy Can be any number To verify data, check the
student’s attendance record.

DOE 11 and 13
District Students
Northampton Residence DOE 014 = 210

Northampton 01, 01, 01
Smith Vocational 01, 01, 01
Schools of Choice / Not Northampton
Residing outside of Northampton DOE 014 not equal 210

Northampton 03, 01, 02 Schools of Choice
Smith Vocational 03, 01, 05
Foster Care
A student was with us (lived in Northampton) and then was placed in Foster Care (in another town) by
DSS, but continues to stay in Northampton schools.
Doe 11, 12, 13 (Originally lived in Northampton – 01, 01, 01)

Placed in Foster Care in another town – 03, 01, 10 attending Northampton
Attending school in new town – 01, 02, 01
For foster care, once they move out of town, go with 03/01/10,
Receiving/tuition agreement and change the town code to the new town.
Homeless
A student was with us (lived in Northampton) and now becomes homeless and is living in another town
and continuing to attend Northampton schools?
Doe 11, 12, 13 (Originally lived in Northampton – 01, 01, 01)

Homeless living in another town – 01, 01, 01 attending Northampton
Homeless attending school in new town – 01, 02, 01 attending other town
Homeless from another town living in Northampton – 01, 01, 01 attending Northampton
Homeless from another town living in another town – 03, 01, 10 attending Northampton
Create an address record with the School address and relation = Mail– uncheck all flags.
In the main record change the resides relation to MAIL. Keep the second address record for the actual
address
For homeless, same thing: 03/01/10 as long as they’re in your school system.
If they move and attend school in the new town, it’s a transfer from your
school.
DOE 11 and 13 - 1 -
If a homeless student lives in Northampton and goes to school in Northampton – they are considered a
resident (homeless) student and are eligible for all other services under homeless.
In all circumstances, school choice won’t apply since the student is not
‘choosing’ to attend school under school choice agreements made by local
school committees.
The official definition of homeless is located at the follow website:
http://www.doe.mass.edu/hssss/haa/04_9.html
Earlier today September 02, 2005, an email was sent by the Commissioner to Superintendents and
Charter School Leaders regarding the enrollment in Massachusetts’s schools of students displaced by
hurricane Katrina. Under federal guidelines these students are considered homeless students. If you
have any of these students enrolled in your school district they should be reported in SIMS with the
following enrollment codes: DOE 011 = 01, DOE012 = 01 DOE013 = 01.
Incarcerated Students
Students who are incarcerated – keep active with perfect attendance until age 21 or appears as a
duplicate from DOE
Special School Code – 09200500 Attendance 1/1 (Move to Pupil Services)????

Attendance – starts over from day of incarceration to end of school
Carry them until told to drop them.
We will not know when they are released from jail.
Health and Human Services may be the agency to get this information.
DOE 11 and 13 - 2 -
DOE 11 and 13 - 3 -
DOE 12
Active students have a DOE 012 value of 01 for all schools.
Moved without notice - Drop Out verses Transfer
Grades K-5 who moved without notice – mark as transfer to public outside of district (DOE 12 = 02)
Grades 6-12 moved no forwarding – Drop out (DOE 12 = 03)
Excluded
Temporary exclusion – keep in membership but mark absent – keep reporting.
Permanent exclusion – Dropped Out (DOE 12 = 05)
Make sure that DOE012 has been adjusted to the proper value for reporting.
 02 Transfer
 03 Dropped Out
 05 Permanent Exclusion
DOE 12 - 1 -
VALIDATING ATTENDANCE TOTALS
Run the 9 week attendance report
Navigate – Attendance – Reports – Periodic Reports – 9 Week Attendance Report
Change report sequence – alphabetic - Last name, First name,
Run for type ELE or NHS, or School 410 or 505
Run for the correct timeframe
Add number of males/females at the end of the report
Highlight all students with zero attendance
Subtract number of students with zero from total male/female students
Mark student who have two lines, if they have not been subtracted for having zero attendance,
subtract the number of students who have two lines from total students. (Highlight with a different
color).
This is the total number of students that should appear in the file for you schools.
Add present and absent totals from the report together to get total membership
Sort the file alphabetic – last name, first name
Sum the columns for attendance and membership (Q and R)
Q should be the number of present days and R should equal the total for present and absent
IF THE NUMBERS DO NOT MATCH –
You must compare the file to the printout line by line. Mark all discrepancies on the report. This
includes students who are not in the file but on the report, students who are in the file but not on the
report, and students that have a different number of days in one or the other. Keep good notes as you go.
Continue until the end. The numbers should balance after we add or subtract from each source of data.
Validating Attd - 1 -
Pupil Services Data Import
Import of Sped data for DOE transmission is currently done after the freeze date.
Old data is NOT deleted before new data is imported.
Problems that occur
Data is verified before sped data is imported and must be done again.
Data could be different than what was there before the import.
This can effect letters sent home to sped students.
Explain process here.
Pupil Services extracts two files from E-Sped. One is for active students the other is for inactive
students. The inactive file must be checked to ensure that all of those students are inactive. A student
who is inactive will have no changes to elements. Students who are inactive will only have one element
changed DOE034.
The file must be prepared as comma delimited, quote encapsulated.
File layout for import
SASID
EXIT_TYPE_032
SPED_PROTOTYPE_034
SPED_NATURE_OF_DIS_036
SPED_NATURE_OF_SERV_037 DISCONTINUED 00
SPED_LEVEL_OF_NEED_038
SPED_COST_SHARE_PLACEMENT_039 DISCONTINUED 500
SPED_IEPGOALS_RFE_040
SPED_READON_FOR_LEAVING_041 DISCONTINUED 500
File must be place on the c drive
The file must not contain a header record.
Pupil Services Import - 1 -

Pupil Services Import - 2 -
Verifying DISCIPLINE
Explain how to enter discipline into the discipline record.
How to print letters
How to get REPORTS.
How to export to give to the state.
Schools who are not utilizing the discipline module must enter the number of in-school and out-of-
school suspension for each student. This should be entered the day after the freeze date. If it is entered
before that date, all data may be lost when the census records are updated.
All schools are required to enter data on the DOE portal for safe schools
Verify Discipline - 1 -
Verify Discipline - 2 -
Smith Vocational Details
NORTHAMPTON RESIDENT DOE014 City/Town of Residence Value 210

DOE 011 Value 01
DOE013 Value 01
NON NORTHAMPTON RESIDENT DOE014 City/Town of Residence Value NOT 210

DOE 011 Value 03
DOE013 Value 05
DOE031 C+T Education –Technical Competency Attainment
DOE035 C+T Type of Program - All students who have DOE043 codes equal to 500 are coded as
an 1100 for DOE044.
Valid Value Description
2 Chapter 74 – Secondary Coop
3 Chapter 74 – Secondary Tech Prep
4 Chapter 74 – Secondary Regular
5 Chapter 74 – Coop and Tech Prep
DOE42 Chap 74 Special Population
DOE043 Chap 74 Program Participation – CIP code related to shop

DOE044 Non-Chap 74 Program Participation – shop not chapter 74 certified
SVAHS - 1 -
SHOP / HOMEROOM CIP CODE CIP TITLE
DOE043 Chapter 74 Program Participation
AGRI 010201 AGRICULTURAL MECHANICS
AGRI 010599 ANIMAL SCIENCE
AUTO 010599 AUTOMOTIVE COLLISION REPAIR & REFINISHING
AUTO 470604 AUTOMOTIVE TECHNOLOGY
CARP 460201 CARPENTRY
COSM 120401 COSMETOLOGY
CUART 120500 CULINARY ARTS
ECTRI 460302 ELECTRICITY
FORST 510000 HORTICULTURE
HELTH 010601 HEALTH ASSISTING
INFOT 110401 INFORMATION SUPPORT SERVICES &

NETWORKING
48050
MACH 1 MACHINE TOOL TECHNOLOGY
PLUMB 460503 PLUMBING
PRINT 100301 EXPLORATORY
1EXP 990100 GRAPHIC COMMUNICATIONS
SVAHS - 2 -
DOE Resources
DOE Web site SIMS downloads http://www.doemass.org/infoservices/data/sims
DOE Data Handbook: http://www.doemass.org/infoservices/data/sims/DataHandbook.pdf
Changes to the Doe Data Handbook

http://www.doemass.org/infoservices/data/sims/handbook_chng.html
DOE Question and Answers http://www.doemass.org/infoservices/data/sims/qa.html
DOE Ethnicity codes http://www.doemass.org/infoservices/data/guides/masscodes.html
Sims Viewer
Northampton Public School

https://cfweb.smartedu.net/northampton/SIMSViewer/default.htm
Smith Vocational and Agricultural High School

https://cfweb.smartedu.net/smithvahs/SIMSViewer/default.htm
Resources - 1-
Validation Tables needed for the School Calendar
On the left side of the screen choose Attendance – Maintenance
The maintenance option has validation tables as well as posting routines in its listings.
The left side of the screen contains the index of modules available
for your login security.
Items are in alphabetic order. The last three items are for districts
that still use scan sheets.
We will need to create a track code table, and a bell code table to
use with the creation of attendance records.
A trace code must be posted to student records before attendance

records are created.
Track codes
A track code helps define the days school meets and what bell schedule is associated with
this track. Track code none is the default for all schools.
Bell Code
The bell codes define the type of different bell schedules you may have in your school.
Validation Tables needed for the School Calendar- 2-

Validation Tables needed for the School Calendar- 3-
Valid Grade Level Table
School Info – Maintenance – Valid Grade Level

Creating a School Calendar
And associated tables
Attendance – Maintenance - School Calendar
Click Add Calendar
School code defaults on entry
Enter Track code NONE

**SVAHS will have one track per
grade T09, T10, T11, and T12
Enter State Date and End Date
Starting Day Code will default based

on the scheduling rotation in the
school header
Bell Schedule defaults to 1
Click Save
We do not have School in Session on Sat or Sun – at this time.
Create School Calendar - 1-

Acknowledge the message
** Note the total number of days is

greater than 180
Click OK
Enter Event B for Begging of

School
Enter Event E for End of School
Click the green plus on the top tool

bar to enter detail records
In Detail
Enter the Date MM/DD/YY
Code H for Holiday
Event H for Holiday
Other codes available

I – In-service
M- Marking Period
Remove Duration
Continue to enter all detail records for the school year
Click Save

Acknowledge Message
Click OK
Acknowledge Message
Click OK
You may choose Ok or Cancel.
Remember that you must check the Day

Cycle Calendar manually either way.
The total days should be 180 upon completion.

School Information – Maintenance
Day Cycle Calendar
School Information – Maintenance - Bell Cycle Calendar

Creating Attendance and PCC records
Attendance – Maintenance – Post Track Code
Track codes must be posted to all students before attendance records may be created.
Post Tack Code of

NONE
Override any
previously posted
track code
**SVAHS must post

a different track
code for each grade.
Example - Change
Track to T09.
Uncheck grade and
enter 09.
T10 – grade 10
T11 – grade 11
T12 – grade 12
Click Run
Click OK
Semester Segment Table - 1-

Create Attendance Records and PCC records
Pcc record should be

E-1 for the first day of school
Reset Existing
Attendance Records
Reset Existing PCC

records
ONLY to run for Active,

Re-Active, and Home
Instruction status codes
Click RUN
Click OK

Semester Table and Segment Segment Date Table
Scheduling – Maintenance
Semester Table
Semester Segment Dates

Valid Period Table
This table defines which period will be offered for a particular bell code. Multiple bell
code tables can be define. Examples – calendars for half day schedules, 1 hour delay, 2
hour delay.
Valid Period Table - 1 -

Marking Period Table
Grading – Maintenance
Valid MP Table - 1 -
Valid MP Table - 2 -
Other Validation Tables
School Information – Maintenance
Room Number
Homeroom
Other Validation Table - 1 -

Teacher Table
Other Validation Table - 2 -

Clearing Homerooms
The first step is to make sure that last years assigned homerooms are cleared out.
Navigate – School Information - Maintenance – Assignment Audit – Homeroom Assignment Routine
1. CLEARING ALL HOMEROOM BEFORE STARTING THE POSTING OF NEW HOMEROOMS
Before attempting to assign homerooms –

the existing column should be all zeroes.
To accomplish this task:
Click Manually Post Student
Click Post Homeroom of blank

To All students
Click Override any previously posted

homeroom
Click ALL Student Status Codes
Do not select any grade(s)
Click Run
Clearing Homerooms - 1 -
Acknowledge Message
Homerooms committed to database;
Click OK
Click Cancel
Clearing Homerooms - 2 -
Assigning Homerooms
Elementary

1. POSTING NEW HOMEROOMS TO EACH GRADE
This process will post the same homeroom
to all students in the same grade.
Click Manually Post Students
Click Post Homeroom of 101

To All Students
Check Override any previously posted

homeroom
ONLY process Active, Re-Active, and Home

Instruction
Uncheck Grade(s) and enter the grade

associated with the homeroom you are
processing
Click Run
Assign Homeroom - 1-
The students for the grade you have entered have now been posted to the homeroom you assigned above.
Acknowledge message – Click OK
You may continue this process for all grades – posting one homeroom for each grade or you may wait and
return to another grade after the next process.
2. Posting a homeroom to each student manually
Stay in the same screen
Click List All Student(s) for individual posting.
Process Student Status Codes of

Active, Re-Active, and Home Instruction ONLY
Uncheck All Grade(s)

Enter the grade you wish to process for the
appropriate homeroom.
Click Run
Click into the Homeroom box for the
student you wish to change.
Continue down the list to until you have

changed all students who should not be in
this homeroom.
Click Save
Acknowledge Message
Click OK
REPEAT step 1 and/or 2 until all homeroom have been posted for all grades.
JFK Middle School

POSTING NEW HOMEROOMS TO EACH GRADE
This process will clear out all previous
homerooms before you start to assign new
homerooms
Click Manually Post Student
Click Post Homeroom of

To all students
Click override any previously posted

homerooms
Process All Student Status Codes
Click Run
Acknowledge Message
Click OK
Now you must post the proper homeroom for each cluster for each grade to the proper homeroom.
Grade 6 Grade 7 Grade 8

MO Mighty Oaks BE Big East BD Blue Dolphins
SM Sugar Maples WW Wild West NS North Stars
SE Stately Elms BS Banana Splits BS Banana Splits
Cluster Rooms
MO 127, 128, 129

SM 120, 121, 122
SE 117, 118, 119
BE 201, 202, 203, 204

WW 206, 208, 209, 210
BS 223, 224
BD 211, 212, 213, 214

NS 103, 216, 218, 219
BS 220, 222
Northampton High School
School Information - Maintenance – Homeroom Assignment Routine
POSTING NEW HOMEROOMS TO EACH GRADE
This process will post the Room Number of
the Selected Period Class as the new
Homeroom
Click Homeroom to match Room Number of

Selected Period Class

homeroom

Instruction

processing or leave all grades checked.
Click Run

Acknowledge Message
Click OK
Go to Navigate – Student Information – Reports – Periodic Reports – Student Id
Change the report sequence and page brake
The Report Sequence should be Homeroom (stu_sch), Last Name (stu_base) and
The Report Brake should be by Homeroom (stu_sch)
Click Run
Go to the last page of the report and come back one more page – this should be the list of students who
have a blank homeroom. Investigate why they are blank. Example – the homeroom did not exist in the
homeroom table, the student did not have a class for the period or semester you chose when posting
homeroom. Make the proper correction

Smith Vocational and Agricultural High School
POSTING NEW HOMEROOMS for SHOP

This process will post the Homeroom for the
students fro the appropriate Shop
Click Homeroom to match Room Number of

Selected Period Class

homeroom

Instruction

processing or leave all grades checked.
Click Run

Acknowledge Message
Click OK
Go to Navigate – Student Information – Reports – Periodic Reports – Student Id
Change the report sequence and page brake
The Report Sequence should be Homeroom (stu_sch), Last Name (stu_base) and
The Report Brake should be by Homeroom (stu_sch)
Click Run
Go to the last page of the report and come back one more page – this should be the list of students who
have a blank homeroom. Investigate why they are blank. Example – the homeroom did not exist in the
homeroom table, the student did not have a class for the period or semester you chose when posting
homeroom. Make the proper correction

Assigning Counselors
RK Finn Ryan Road / SVAHS
Click Post Counselor of NAME of

To all Students Teacher/Counselor

counselor
Status codes to process

Active, Re-Active and Home Instruction
SVAHS
Un-check All Grades and enter the grade to
process for this counselor
RK Finn Ryan Road
Un-check All Homerooms
Choose the Homeroom to post this teacher as
counselor
Click Run
Assign Counselor - 1-
Assigning Counselors
NHS Processing
Click

NAME of
Teacher/Counselor
Click Post Counselor of
To all Students

counselor
Status codes to process

Active, Re-Active and Home Instruction
Un-check All Homerooms

Choose the Homeroom to post
Assign Counselor - 2-
Food Services
Income Eligibility Table
From the index tab – Select Food Service – Maintenance –

Income Eligibility.
The Income Eligibility Table must be updated each year.
* additional amount per additional person * additional amount per additional person
Food Services - 1-
Student Food Service Records
When students are rolled to a new

school year the student food service
record contains no data. This is the
same screen that appears on new
enrollment.
All students must be given a food

services record.
The default for all students needs to be

6 Not Applicable for both Application
Status and Status.
Both Application Date and Status Date

must be entered
The date should be the first day of the

new school year or the actual date
during enrollment, if after the first day
of school.
Food Services - 2-
Updated June 2005
Julie Kurose
END OF THE YEAR PROCEDURE FOR SENIORS

Northampton High School
School year closeout procedures – NHS Guidance Office
Seniors:
o Prepare checkout form, survey, and disposal of temporary record information.
o Sign off on checkout sheet.
o Enter Smith, HCC, and GCC final grades in Academic History.
o Collect senior survey, enter data in Excel and student database re: college acceptances
and enrollment plans.
o Prepare and mail final transcripts to students’ colleges.
o Print final transcripts for graduates to keep in permanent file.
o Update card file for graduates.
o Update graduation date and diploma type info in student database for graduates.
o Give Kim Broussard data on post-grad plans for entry into database and reporting to
DOE.
All students:
o Update card file for students who have left or entered during the year.
o Receive incoming 9th grader cum folders, file.
o Move all other cum folders to following year drawer.
o Move graduating class into holding file.
Senior Processing NHS - 1-

Updated June 2005
Nanette Flores
Smith Vocational And Agricultural High School
Academic History:
• Throughout the year, make sure all transfer credits are posted in grades and academic
history.
• At the end of the year all seniors must have a complete transcript printed and filed in
their records.
Diplomas
• Starting in January, ask Barbara Kelly @ MIS for a list of Senior by Last name, First
name, Middle name, shop and town.
• As soon as the senior list is ready, have all students check the list for accuracy.
Suggestions on how to have all students check the list: call down the seniors to the
cafeteria and sort the lists by shop; send lists to all senior English teachers and have
them verify during class. *Do this list check during academic week; remember during
shop week most seniors are out on co-op.
• After verifying that the information on the lists is accurate, send the list to the Graphic
Communications Department to start the printing of diplomas and certificates.
• It is very important to check if the senior has been enrolled at Smith since 9th grade or if
during the past years the student switched shops. The certificates will show the years
the student spent or completed in their shop.
• Keep in mind that there could be extra diplomas and certificates that might need to be
printed, for example: Past years seniors who have re-taken and passed the MCAS after
their official class year or students who needed to complete summer courses in order to
complete credits. Please send this information to the Graphic Communications
Department at the same time you send in the senior list. Extra Diplomas and/or
certificates will not be printed any other time of the year other than the time that all
other diplomas and certificates are printed out. These extra diplomas will have the
graduation date of the year the student passed the MCAS or completed needed credits
(it will not have the date of what would have been their official senior class year).
• Make sure Diploma and Certificate Covers are ordered from Josten.
Others Senior Forms

• The Daily Hampshire Gazette will send a package with Graduate Information Forms to
be filled out voluntarily and to be turned in to the guidance office somewhere between
the second or third week of May. A Hampshire Gazette employer will pick up the
forms.
Senior Processing SVAHS - 1 -

Updated June 2005
Nanette Flores
Graduation Invitations and tickets/Sign out sheet

• All seniors must turn in a sign out sheet
• All seniors are given 8 tickets and 8 invitations
• Seniors will get their tickets and invitations only when they turn in their sign out sheet
and after verifying that all teachers and librarian have signed and cleared them.
• This procedure will be done by the Guidance Assistant
• Extra tickets and invitations will be requested at the main office, to the Principal’s
Assistant
Senior Processing SVAHS - 2 -

good
good 2
Updating School Calendar
Before adjusting your current school calendar for emergency closing, snow days or other
situation, you should do the following:
Run a daily attendance list for all attendance codes posted for that day.
Run a class period report for all attendance codes posted for that day.
Remove all posted attendance and class period attendance for the day you are processing.
This will eliminate any problem with student calendars not being adjusted properly.
How to keep your calendar up to date:
Navigate
Attendance
Maintenance
Validation Tables
School Calendar
For each Snow Day, Emergency Day or other exception – add the date with the proper code and event
Updating School Calendar - 1-

Click the green plus sign (+)
Enter the date in the proper format DD-MMM-YY
Code of S for Snow Day
Code of S for Event
Blank out Duration and Type
Click the save icon
Status:Updating calendar… will appear
When calendars have been updated the following messages will appear:
Click OK
Click OK
Click Cancel
***This table should be manually adjusted to avoid problems.

Adjust the ending date:
Click into the End Date and type the new ending date in the proper format
DD-MMM-YY
Enter Event E for End of School
Blank out Duration and Type
Click the save icon
You will get the same message boxes as above
Call MIS if more assistance is needed.

Updating Bell Cycle and Day Cycle Calendars
After changing your school calendar –

Other table that are effected by changing you calendar are:
Day Cycle Calendar
Bell Cycle Calendar
Marking Period Table – Marking period 04 will always be effected by the change for the last day of
school
Updating Day Cycle and Bell Cycle Calendars - 1-

HOMEROOM POSTING FOR ELEMENTARY TEACHERS
Homeroom Posting Routine for Elementary Teachers
Log on to Starbase
Click OK
The left side of the screen

allows you to navigate to
different modules.
Click the plus sign (+) or double click on the module name to
open. This gives you the option to choose maintenance functions
or reports
Elementary Homeroom Posting - 1 -

GRADE POSTING FOR ELEMENTARY TEACHERS
GRADE POSTING BY ELEMENTARY TEACHERS
Log on to Starbase
Click OK

different modules.
or reports
Elementary Grade Posting - 1 -

GRADE POSTING FOR ELEMENTARY TEACHERS
Elementary Grade Posting - 2 -

GRADE POSTING FOR TEACHERS
The following message will appear

indicating when the grade collection table
was last run and by whom.
Log on to Starbase
Click OK
Click OK

different modules.
or reports
Teacher Grade Posting

POSTING OPTIONS:
List All students for posting
Put a check in the Override any previous

posted grade.
Put your curser in the first box for

Marking Period
Enter the Marking Periods you wish to

post. Enter one marking period per box.

You may use the down arrow to choose from a

drop down menu. Highlight the marking period
you wish to post and Click OK. You may
choose more than one (02 and FG or 04 and
FG). Each must be in a different box.
There are no other changes that will need to be

made to these screens.
Click Run
You must give each student a grade based on the

valid grade table for your school. You may do
this by clicking into the grade box and entering
the grade of using the drop down arrow at the
top on the menu bar. Click on the grade you
wish to post.
Comments may be entered
Class Period Attendance is downloaded to the

grading record. Class Period and daily
attendance will be reported on the report card.
Save and exit using the green door on the menu

bar.

Next Class and Pervious Class may be used to post other class.
Choose a Grade Posting Status:
Complete, or Partial.
Close the grade reporting maintenance

window.

GRADE REPORTS FOR ELEMENTARY TEACHERS
Grade Reports for Elementary Teachers
Log on to Starbase
Click OK

different modules.
Elementary Grade Reports - 1 -



GRADEBOOK POSTING FOR ELEMENTARY TEACHERS
GRADEBOOK FOR ELEMENTARY TEACHERS
Log on to Starbase
Click OK

different modules.
Elementary Teacher Grade Book - 1 -

Click Teacher Valid Grades
Your teacher id will appear in the box

marked teacher.
Please enter your SCHOOL CODE into the

Valid Grade Table box. Hit enter.
Enter an Alpha Grade – example “X”,
Enter the Numeric Equivalent – example

“.00”
Enter the Used in Calculation – example

“Y” if used in calculation, “N” if not used in
calculation or “A” to omit this grade and
adjust divisor.
Click the Save icon. Acknowledge the

message.
Close using the green door on the menu bar

Highlight Category Weighting

Click Run
OR
Double click Category Weighting
Enter the Marking Period you wish to define
Enter the Class you wish to define.
There are drop down menus for both fields.
Your may enter the value or choose from the

Enter a category
drop down menu code for which you wish to
give grades. (This is user defined.) Give each
category code a description. Each code must
have a type. The valid types are “P” for
percentage or “T” for total points. Is there a
valid grade table associated with this code? If
so, enter the valid grade table.
The Valid Grade Table to be used must also be

entered
Elementary Teacher Grade BookClick

- 3 - the save icon. Click OK to
acknowledge the message.
You may copy these categories to other

classes.
Click Action from the menu bar.
Click Copy Table.
The following box will appear:
Enter the marking period to copy to.
Enter the class and section you wish to copy

to.
Bothfollowing
The fields have drop down
message will values
appear you may
indicating
choose from.
that the copy was successful.
Copy.
Click OK

Click the Posting/Updating tab
Highlight Grade Definition

Click Run
Or
Double click Grade Definition

Enter the Marking Period, Class and section to

Define.
Your may enter the value in the fields or you

may choose from the drop down list that are
available.
If using the drop down list – highlight the item

to select and click OK.
This table will define all grades you will give

for the marking period. You may change the
table during the marking period. You may add
and delete items.
You may copy these definitions to other

course.
Click Action from the menu bar
Click Copy Table.

Acknowledge the message that you may

copy all items or choose which items to
copy by clicking OK.
You may copy all assignment by checking the

box Copy All Assignments, or you may check
individual assignment to copy.
Click Continue
You then choose which marking period and

class to copy these assignments to.
The same drops down lists are available
Click Copy.
Exit using the green door on the menu bar






INTERIM POSTING FOR ELEMENTARY TEACHERS
Interim Posting for Elementary Teachers
Log on to Starbase
Click OK

different modules.
or reports
Click Post Interims
ELEMENTARY INTERIM POSTING - 1-


Check that it has been run for the period

you wish to post. If not, NHS – call the
Principal’s Office and SVAHS – call the
Guidance Office.
Click OK
POSTING OPTIONS:
Put a check in the Override any

previous posted interims.

Interim Period
Enter the Interim Period being

processed
.
NHS & JFK – Call Principal’s
Office
• Check morning bulletin
SVAHS - Call Guidance Office
You may choose one course or one

student or leave both checked and
choose all courses and all students.
When running for 504 reporting

Scroll down the screen and uncheck Userfield 5
Enter 504 in Userfield 5, when posting weekly for 504 students, or 504M for monthly posting.
Click Run

The interim period is posted from the

previous screen.
STATUS MUST BE ENTERED
Status 1 is for Deficiencies.

Status 2 is for 504 Reporting
Status 3 is for Interim Reporting
Status 4 is for Progress Reporting
Interims should be entered for those students

who you wish to generate a report on.
Choose the proper status code for the type of
report to be generated. Make sure that the
proper department is aware of your desire to
have this report printed
You may use the Next Class / Previous Class if you have chosen all courses.
If period and status are not entered, no report will be generated for the student.
Check that you have entered a period and status for all students you wish to post.
Click Save
A box will appear telling you that

Interims have been saved
Click OK
Exit using the green door on the

menu bar

Choose an Interim Posting

Status:
Complete or Partial

JFK Homeroom Posting Routine
Log on to Starbase
Click OK

different modules.
Click the plus sign (+) or double click on the module name
Attendance to open. This gives you the option to choose
maintenance functions or reports
Teacher Homeroom Posting

Teacher Homeroom Posting

GRADE POSTING BY JFK TEACHERS
Log on to Starbase
Click OK

different modules.
or reports
JFK Grade Posting - 1 -

JFK Grade Posting - 2 -


Click OK
POSTING OPTIONS:

posted grade.

Marking Period

JFK Teacher Grade Posting



Click Run

wish to post.


bar.


window.

GRADE REPORTS FOR JFK TEACHERS
Grade Reports for JFK Teachers
Log on to Starbase
Click OK

different modules.
JFK Teacher Grade Reports - 1 -



GRADEBOOK POSTING FOR JFK TEACHERS
GRADE BOOK FOR JFK TEACHERS
Log on to Starbase
Click OK

different modules.
JFK Grade Book

Your teacher id will appear in the box

marked teacher.
Please enter your teacher id into the Valid

Grade Table box. Hit enter.

“.00”

“Y” if used in calculation, “N” if not used in
calculation or “A” to omit this grade and
adjust divisor.
Click the Save icon. Acknowledge the

message.
JFK Grade Book

Highlight Category Weighting

Click Run
OR
Double click Category Weighting
Enter the Marking Period you wish to define
Enter the Class you wish to define.
There are drop down menus for both fields.
Your may enter the value or choose from the

Enter a category
drop down menu code for which you wish to
give grades. (This is user defined.) Give each
category code a description. Each code must
have a type. The valid types are “P” for
percentage or “T” for total points. Is there a
valid grade table associated with this code? If
so, enter the valid grade table.
The Valid Grade Table to be used must also be

entered
JFK Grade Book Click the save icon. Click OK to

acknowledge the message.

classes.
Click Copy Table.

to.
Bothfollowing
The fields have drop down
message will values
appear you may
indicating
choose from.
Copy.
Click OK
JFK Grade Book


Click Run
Or
JFK Grade Book


Define.

available.


and delete items.

course.
Click Copy Table.
JFK Grade Book



Click Continue

Click Copy.
JFK Grade Book

JFK Grade Book

JFK Grade Book

JFK Grade Book

JFK Grade Book

JFK Grade Book

Interim Posting for JFK Teachers
Log on to Starbase
Click OK

different modules.
or reports
Click Post Interims
JFK Grade Book



you wish to post. If not, NHS – call the
Principal’s Office and SVAHS – call the
Guidance Office.
Click OK
POSTING OPTIONS:
Put a check in the Override any


Interim Period

processed
.
NHS & JFK – Call Principal’s
Office
• Check morning bulletin
SVAHS - Call Guidance Office
You may choose one course or one

student or leave both checked and
choose all courses and all students.
When running for 504 reporting

Scroll down the screen and uncheck Userfield 5
Enter 504 in Userfield 5, when posting weekly for 504 students, or 504M for monthly posting.
Click Run
JFK Grade Book


previous screen.

Status 3 is for Interim Reporting
Interims should be entered for those students

who you wish to generate a report on.
Choose the proper status code for the type of
report to be generated. Make sure that the
proper department is aware of your desire to
have this report printed
Check that you have entered a period and status for all students you wish to post.
Click Save

Click OK

menu bar
JFK Grade Book


Status:
Complete or Partial
JFK Grade Book

CLASS PERIOD ATTENDANCE FOR NHS TEACHERS
CLASS PERIOD ATTENDANCE POSTING BY NHS TEACHER
Log on to Starbase
Click OK
The left side of the screen allows

you to navigate to different
modules.
Click the plus sign (+) or double click on the

module name Class/PD Attendance to open. This
gives you the option to choose maintenance
functions or reports
Click Maintenance
Click Post Class/Period Attendance
NHS Teacher Posting CP - 1 -

CLASS PERIOD ATTENDANCE FOR NHS TEACHERS Your students should appear.
If your students do not appear and you

get the message “There are no students
that match your search criteria”. See
instructions at the end of this section.
Present is the default status
If data for Class Status is OTHER

THAN Present – DO NOT CHANGE
If Daily Status value is in question

call Office 1343.
Click in the column “Class Status” to change the status for attendance. One click will
change the status to UNEXCUSED Absence – second click will change the status to
TARDY. The time must be removed from the Time column. If you click again the status
will be PRESENT.
Click Save
Click OK

Click the green door on the

menu bar to exit class period
attendance.
Click one of the options:

Complete, or No Absences.

Error message from Class Period Attendance
If the message “There are no

students that match your search
criteria” appears,
Click OK
Process date automatically fills in

the current date.
Override any previously posted

class attendance code fills in
automatically.
Uncheck All Periods and enter

period you wish to post.
Click Run
Click here to return to class period attendance documentation.

GRADE POSTING FOR NHS TEACHERS
GRADE REPORTING BY NHS TEACHERS
Log on to Starbase
Click OK

different modules.
NHS Teacher Grade Posting - 1 -


Click OK
POSTING OPTIONS:

posted grade.

Marking Period



Click Run

wish to post.


bar.

window.


Grade Reports for NHS Teachers
Log on to Starbase
Click OK

different modules.
NHS Teacher Grade Reports



GRADEBOOK POSTING FOR NHS TEACHERS
GRADE BOOK FOR NHS TEACHERS
Log on to Starbase
Click OK

different modules.
Click the plus sign (+) or double click on the module

name Gradebook to open. This gives you the option to
choose maintenance function or reports
NHS Teacher Grade Book

Your school number and teacher id will

appear in the when you enter this screen
Choose a class from the drop down

arrow next to Class
Enter Your School Number into the

If no data appeared in the fields

below – Enter the appropriate date
in each field

“.00”

“Y” if used in calculation, “N” if not used
in calculation or “A” to omit this grade
and adjust divisor.
Click the Save icon on the top left tool bar. Acknowledge the
message - Click OK
Close using the green door on the tool bar

Click on Category Weighting
Enter the Marking Period you wish

to define or use the black down
arrow to choose
Enter the Class you wish to define

from the black down arrow
To choose
Marking Period Look Up Valid Course Table
Enter a category code for which you wish to give grades. This field will hold three characters.
(This field is user defined.) Give each category code a description. Each code must have a type.
The valid types are “P” for percentage or “T” for total points.
NHS Teacher
Is there a valid grade table associated Grade
with this code?Book
If so, enter the valid grade table.
The Valid Grade Table to be used must also be entered. Enter 705 for each category.
Enter a category code for which you wish to give grades. (This is user defined.) Give each
category code a description. Each code must have a type. The valid types are “P” for percentage
or “T” for total points.
Is there a valid grade table associated with this code? If so, enter the valid grade table.

Click the save icon on the tool bar at the top left.
Click OK to acknowledge the

message
Close the screen by using the green door on the tool bar


classes.
Click Copy Table.

to.
Both fields have drop down values you may

choose from.
Click Copy.
The following message will appear indicating

Click OK


Click Run
Or

Define.

available.



and delete items.

course.
Click Copy Table.



Click Continue

Click Copy.





504 INTERIM POSTING FOR NHS TEACHERS
504 Interim Posting for NHS Teachers
Log on to Starbase
Click OK

different modules.
Interims to open. This gives you the option to choose
Click Maintenance
Click Post Interims
POSTING 504 INTERIMS - 1 -


Click OK
Make sure the black radio button is

next to
“List All students for posting”
Put a check in Override any


Interim Period

processed. (2-digit number).
.
Check morning bulletin for Interim.
Number will change each week.
Scroll down the screen and uncheck

User Field5.
Enter 504 in Blue Box, when posting

weekly for 504 students, or 504M for
monthly posting.
Click Run
All the classes you have will appear.
Only students on 504’s/IEP’s that mandate weekly reporting will be on the screen.


previous screen.
Period refers to Interim Period and will change weekly as previously stated. Status will always be 2 for
504 reports. Important: This number needs to be entered beside each student’s name. The interim for
this student will not print if the status in not entered.
Click into the Rec box (recommendations) and click on the black down arrow on tool bar. You will
see all of the authorized recommendations listed. Click on the letter and it will insert itself into the Rec
box. You can save time by entering the letter for the recommendation you wish to post. Refer to your
recommendation list at the end of this documentation.
Skip projected grade.
Click into the first Commendation box and click on the black down arrow on the tool bar. You will
see all of the authorized commendations listed. You can insert up to 10 commendations per student.
Click on the number and it will insert itself into the Commendation box. You can save time on this step
by entering the number for the commendation you wish to post. Refer to your commendation list at the
end of this documentation.
Click into the first Deficiencies box and click on the black down arrow on the tool bar. You will
see all of the authorized deficiencies listed. You can insert up to 10 deficiencies per student. Click on
the number and it will insert itself into the Deficiencies’ box. You can save time on this step by entering
then number for the deficiencies you wish to post. Refer to your deficiencies list at the end of this
documentation.

If you would like to add

additional comments on a
personal note to a
parent/guardian, click on
notes. A box will pop up and
you will then be able to enter
your comments. When you
have finished, click OK
Click Save

Interims have been committed to
the database
Click OK

menu bar

Status:
Complete or Partial

Recommendation Code Table

Commendation Code Table

Deficiency Code Table

SVAHS CP TEACHER POSTING
CLASS PERIOD ATTENDANCE POSTING BY SVAHS TEACHERS
Log on to Starbase
Click OK
The left side of the screen allows

you to navigate to different
modules.
Click the plus sign (+) or double click on the

module name Class/PD to open. This gives you
the option to choose maintenance functions or
reports
Click Maintenance
Click Post Class/Period Attendance
SVAHS CP Teacher Posting

If the message ”There are not

students that match your search
criteria” appears, Click OK
Uncheck All Periods and enter

period you wish to post.
SVAHS only - Period 1 is always

used for shop week.
First period of the day cp

attendance is downloaded to
attendance.
Your students will appear.

“Class Status” for all students
will be recorded as “Present”
at this point.
Do not click on any data in the

Daily Status column. The
Guidance Office enters the
Daily Status
Click In the column “Class Status” to change the status for attendance. One click will
change the status to SKIPPED – second click will change the status to Tardy. If you
click again the status will be Present. Only SKIPPED and Present are acceptable.
Click Save

Click OK
Click the green door on the menu

bar to exit class period
attendance.
Click one of the options:

Complete, or No Absences.
Click close to exit the Attendance

Module.
If you are done with Starbase exit

the program.
Next class or Previous Class may be used to move from one class to another provided
you have not limited your entry to one period.
The Print Report will give you a report of students who are in school / out of class.

GRADE POSTING FOR SVAHS TEACHERS
GRADE POSTING BY SVAHS TEACHERS
Log on to Starbase
Click OK

different modules.
Grading to open. This gives you the option to choose
SVAHS Teacher Grade Posting - 1


Click OK
POSTING OPTIONS:

posted grade.

Marking Period




Click Run

wish to post.


bar.


window.

GRADE REPORTS FOR SVAHS TEACHERS
Grade Reports for SVAHS Teachers
Log on to Starbase
Click OK

different modules.
SVAHS Teacher Grade Reports -1 -



SVAHS GRADEBOOK POSTING FOR SVAHS TEACHERS
GRADE BOOK FOR SVAHS TEACHERS
Log on to Starbase
Click OK

different modules.
Click the plus sign (+) or double click on the module

name Gradebook to open. This gives you the option to
choose maintenance functions or reports
SVAHS Teacher Grade Book

Your school number and teacher id will

appear in the when you enter this screen
Choose a class from the drop down

arrow next to Class
Enter Your School Number into the

If no data appeared in the fields

below – Enter the appropriate date
in each field

“.00”

“Y” if used in calculation, “N” if not used
in calculation or “A” to omit this grade
and adjust divisor.
Click the Save icon on the top left tool bar. Acknowledge the
message - Click OK
Close using the green door on the tool bar

Click on Category Weighting
Enter the Marking Period you wish

to define or use the black down
arrow to choose
Enter the Class you wish to define

from the black down arrow
To choose
Marking Period Look Up Valid Course Table
Enter a category code for which you wish to give grades. This field will hold three characters.
(This field is user defined.) Give each category code a description. Each code must have a type.
The valid types are “P” for percentage or “T” for total points.
Is there a valid grade table associated with this code? If so, enter the valid grade table.

Click the save icon at the top left of the screen.
Acknowledge the message that changes have been committed - Click OK

classes.
Click Action from the menu bar – top left.
Click Copy Table.
Enter the marking period, class and section

you wish to copy to.
Both fields have drop down arrows you may

choose values from or type the data.
Click Copy.
Acknowledge Message
indicating that the copy was
successful.
Click OK

Click Grade Definition
This allows you to enter the assignments per class.
Teacher Id and Marking Period are

automatically filled in when entering this
screen.
You may change the marking period.

Select the class you wish to process.
Enter the class and section or use the
black drop down arrow to choose
the class
If using the drop down list –

highlight the item to select and click
OK.

This table will define all

assignments you will give for the
marking period. You may
change the table during the
marking period. You may add
and delete items.

classes.
Click Action from the menu bar – top

left.
Click Copy Table.

You may choose to Copy All Assignments

OR
You may choose to only copy certain assignments by
clicking in the appropriate box.
Click Continue
Acknowledge the message that you may copy all items or choose which items to copy by
clicking OK.
Save the data using the save icon at the top left on the menu bar.
Close the screen by using the green door on the menus bar.

Enter the class for which

you wish to post grades.
You may use the black

drop down arrow or
type the class and
section


SVAHS INTERIM POSTING FOR TEACHERS
Interim Posting for Teachers
Log on to Starbase
Click OK

different modules.
Interims to open. This gives you the option to choose
SVAHS Teacher Interim Posting - 1 -

Click Maintenance
Click Post Interims


you wish to post.
Check with the Guidance Office if there is

a problem.
Click OK
Make sure the black radio button is

next to
“List All students for posting”
Put a check in Override any


Interim Period

processed. (2 digit number).
Call Mary Klepacki for the interim

period #
.
Click Run


The interim period is posted from the previous

screen.
Status 0 is for Special Reporting

Status 3 is for Commendation Reporting
Period refers to Interim Period and will change weekly as previously stated.
Important: This number needs to be entered for each student’s name to be processed. The interim for
this student will not print if the status in not entered.
Click into the Rec box (recommendations) and click on the black down arrow on tool bar. You will
see all of the authorized recommendations listed. Click on the letter and it will insert itself into the Rec
box. You can save time by entering the letter for the recommendation you wish to post. Refer to your
recommendation list at the end of this documentation.
Projected grade may be entered.
Click into the first Commendation box and click on the black down arrow on the tool bar. You will
see all of the authorized commendations listed. You can insert up to 10 commendations per student.
Click on the number and it will insert itself into the Commendation box. You can save time on this step
by entering the number for the commendation you wish to post. Refer to your commendation list at the
end of this documentation.
Click into the first Deficiencies box and click on the black down arrow on the tool bar. You will
see all of the authorized deficiencies listed. You can insert up to 10 deficiencies per student. Click on
the number and it will insert itself into the Deficiencies’ box. You can save time on this step by entering
then number for the deficiencies you wish to post. Refer to your deficiencies list at the end of this
documentation

If you would like to add additional

comments on a personal note to a
parent/guardian, click on notes. A
box will pop up and you will then
be able to enter your comments.
When you have finished, click OK
Check that you have entered a period and status for ONLY the students you wish to post.
Click Save

Click OK

menu bar

Status:
Complete or Partial

Recommendation Code Table

Commendation Code Table

Deficiency Code Table

Discipline Posting
1. Click Navigate on the STAR_BASE Menu Bar.
2. On the Navigate menu, select Discipline.
3. On the Discipline menu, click Maintenance.
4. On the Discipline Maintenance screen, double-click on Post Student Discipline.
5. Process Infraction Dates—Change date only if posting for a previous date.
6. School Yr—Check to make sure default value is correct. The field defaults to the last two digits of
the school year in which you logged into Star_Base.
7. School—Check to make sure the field has defaulted to the correct School Code.
8. Click the box next to ALL under Student(s).
9. Key ID number of the first student you need to post.
10. Click Run. A Post Student Discipline screen will appear with the cursor blinking in the Inf
Code (Infraction Code) field.
11. Enter the Infraction Code. Click the List Values icon for a list of valid Infraction Codes. Press
Enter two times. The cursor will move to the Loc (Infraction Location) field.
12. JFK Middle School ( optional)

• Enter a Cluster Code. Press Enter.
ALL OTHER SCHOOL

• Press Enter to leave this field blank.
13. Enter Notes if desired.

 Double-click in the field to bring up the Editor box.
 Key the note.
 Click OK when finished.
14. Press Enter two times to move to the Disp Code (Disposition Code) field.
15. Enter the Disposition Code. Click the List Values icon for a list of valid Infraction Codes. Press
Enter three times to move to the Date (Readmittance Date) field.
Enter the Readmittance Date.
16.Click on the Dispo Dates button.

17.Enter the date(s) the student will be suspended. Enter each date on a separate line. After entering
each date, press Enter five times or press the down arrow on the keyboard to get to the next line.
NOTE: If the suspension begins on the current date, you must remove the current date and retype
it.
18.Click Post.
19.Click OK to commit to the database.
20.Click in the Student ID field in the next blank row. Enter the next student’s ID. Press Enter. The
cursor will move to the Date field.
21.Enter the Infraction Date. Press Enter two times. The cursor will move to the Inf Code (Infraction
Code) field.
22.Enter the Infraction Code. Click the List Values icon for a list of valid Infraction Codes. Press
Enter two times. The cursor will move to the Loc (Infraction Location) field.
23.Repeat steps 12-19.
24. Repeat steps 20-23 until all students have been entered.
25. After entering the Last student, click Post.
26. Click OK to commit to the database.
27. Click Cancel to exit.

Post Discipline to Selected Student Record
Find the Student you wish to process
Navigate – Student Information - Maintenance
Enter the Name or

Student Number for
the Student you wish
to process
Click Find
When the student has been found:
Click on Student on the top menu bar
From the drop down menu - click Discipline

On the Discipline Maintenance Screen, The following fields must be entered
Referral Id, click on arrow, choose
Location, click on arrow, choose
Choose center TAB at top – Infraction/Dispositions
On Infraction/Disposition Screen the following must be entered:
Disciplinarian ID, click on arrow, choose
Infraction Type in code for the Infraction.
Final Disposition.
Start Date
Days ISS or OSS
Readmit date.
If others were involved click the tab Other Involved

Enter the type of involvement

Last Name
First Name
Any important notes
Continue entering all others involved
Click the Save icon on the tool bar

Discipline Letter
2. On the Navigate menu, click Discipline.
3. On the Discipline menu, click Reports.
4. At the Discipline Reports screen, double click on Discipline Letter.
5. School Yr—Check to make sure default value is correct. The field defaults to the last two digits
of the school year in which you logged into Star_Base.
6. Letter # to Print—Click the down arrow to display a list of available letters. Highlight the
letter you want to print. Click OK.
7. Click the Box next to ALL under Disposition(s). Enter Disposition Code(s). Click the down
arrow to the right of the field to display a list of Disposition Codes.
8. Process Infraction Dates—Change date only if necessary.
9. Click the White Box next to Print Readmit Date.
10.Label Format—Click the white circle next to To <Parents Name>Parent of <Student

Name>.
11.Click Run.
12.Click the Run Report icon.
13.Click the Print icon. Select the correct printer. Click OK.
14.Click the Close Previewer icon when finished printing.

Activity Posting
Navigate – School Information – Maintenance – Assignment/Audit – Activity Assignment Routine
Click Post Activity Code of FB

To All Students

activity code
Uncheck All Students
Enter the students you wish to post this
code to
Click Run
Remember that the validation table for the activity code you wish to post must be in the
activity code table before you can use it.
Navigate – School Information – Maintenance – Validation Tables – Activity Code Table
Activity Posting- 1 -
Activity Posting- 2 -
Create A Student List
One way to get a list of specific students is to create a student list and use this list to produce a standard
report. This list of students is called a user defined list. It is then used in standard reports to limit the
output to only include the students identified in the user-defined list.
How to query (find) a specific list of student under student information, maintenance.
Option 1: Find ALL students and delete the students you do not what.
Click Student Look-Up Screen
You may choose more than one school by entering the school number hitting the enter key and entering
another school number. The scroll bar below the school code will shift to the right.
Click the Find button at the

bottom of the screen. A list of
all students matching your
criteria will appear.
Create a Student List - 1

Highlight the student you wish to delete and click the red x on the top line. Continue to arrow down
deleting any student you do not want on your list.
When you have finished editing the

list
Click Action on the top left corner
of the screen
Choose Save Student List
Give it a new name (Change what is there)
Give it a Description – Something that you will

remember and be able to find.
Click into the box for Make List Accessible to All

Users. This will enable you to get help, if needed.
Click Save.
Acknowledge the message the list has been

committed to the database.
Click OK
To Retrieve your list: Click the Get List button at the bottom of the screen

Scroll down and highlight the name you gave your list. Click OK
You may choose to delete the list – if it

becomes obsolete.
You may choose to run the list, so you

can edit the list before using it again.
Remember to delete the list when it is no long needed or no longer accurate.
To use a user defined list in any Starbase report
Find the User Defined List box and use the down arrow to select your list

Use the down arrow to find your list. Highlight your list and click OK
Run the report. Only students from your list will appear on the report.

Option 2: Using the More tab to limit

Click the MORE tab
Uncheck the all in front of the field you wish to use to limit
your search.
Enter a valid option for this element. This is done by typing

the value of choosing it from the drop down arrow .
Click the down arrow on the KEYBOARD between the letters and the number keys. This will
allow you to enter another value in this field
Notice the slide bar under the data box

has moved to the right. Enter the
second value.
Click the Find button at the bottom of the screen. A

list of the students matching your criteria appears.

The number of students selected appears at the bottom
left of the screen.
The list of students may be modified by using the green plus to add students, or the red to
removed students from the list.
To delete a student, highlight the student and click the red . The name will be removed from the list
and the number of student will be adjusted.
Notice the following student has been removed from the original list of students and the number of
students on the list has been adjusted to reflect the deletion of one student
To insert a student to the list, click the green plus sign and a blank line will appear under the
highlighted line.

You must enter the School and Student Id
When you hit the enter key, the Last Name and First Name will appear
When you have finished editing the list

Click Action on the top left corner of the screen

Give it a Description – Something that you

will remember and be able to find.
Click into the box for Make List Accessible to

All Users. This will enable you to get help, if
needed.
Click Save.

Click OK

becomes obsolete.



Option 3: Enter the students you want to create a user-defined list
Enter the Student Id or Student Name or the first part of the name - click the black arrow next to that
field. Choose the student. Click OK
ON the keyboard - use the arrow keys between the letters and keypad. Hit the down arrow and do the
same thing as above for the next student.
The line below the student id and last name moves to the right.
There is a limit to the number of students you may choose using this option. It is be less than 90.
When you have selected all the students you need - click the Find button on the bottom
of the screen. A list of students will appear

On the top left - click Action
Create Save Student List


needed.
Click Save.

Click OK

becomes obsolete.


Create A Student Query
Click the Advanced Tab
To use the Advanced option it

is good to have a strong
understanding of where data
comes from.
Always double check results.

Data may appear correct but
you may not be pulling from
the correct data location.
Three rows: Display, where and

order tell the program what to get
from where and how to arrange it
for output.
The column on the bottom is

where the data comes from in
Star_Student, SBASE is the
Student Main Record. It will
always appears on entering this
screen
The symbols on the right are

used mostly in the where row for
a conditional option.
Create A Student Query - 1

A second table is usually
required to limit data to the
correct period. This is the
Student Record.
When the Student Table Look-up

screen appears type the letter ‘S’
and scroll down until you find
School Record (Student). With
this item highlighted click OK
The second table has been

enabled for use.
In the Where column, click

behind the school number,
after the apostrophe. Click
the space bar one time.
Click the type the work and

then hit the space bar once
more.
In the column for ST_SCH, scroll

down until you see START_YY.
Click START_YY and it will appear
behind the and you typed previously.
Click behind Start_yy and hit the

space bar one time. Hit the equal
key or type the = . Now enter the
start year that you are in
Example ‘06’

Click into the Display row. It becomes highlighted.
Click FIRST_NAME, LAST_NAME from the Student’s Main

Record (SBASE) table.
These elements will stay highlight in the SBASE column. They

will also appear in the Display row above. They will appear in the
order you have click them.
To delete them from this line – click the highlighted item in the
column. This will eliminate it from the row.
I
Click into the Order row. Click the LAST_NAME and it will appear in the order row.
To delete anything in the Display or Order row, you must click into the row and highlight the data you
wish to delete and hit the space bar or delete key.
Click the key

The data for your search will
appear in the order you
requested it.
The first two columns are

always school and student id.
If only one student matches

your criteria, the summary
screen for that student will
appear. Otherwise, a list of
students will appear, like the
one on the left.
You may choose from the

following option:
Print
Screen Print
View
Save Student List

Save Student Query
Create Text/HTLM File
Some of these items have

already been covered but
are repeated here

Print – Allows you to print a report with all of students that meet your criteria.
You may change the report name. This

name will appear on the printed report.
Click Print
Click the printer icon or click

File and choose Print
Screen Print – Allows you to print the students that you see on the screen.
A print box will appear. Choose the

proper printer and click OK

View - Brings up the student summary screen for the student that was highlighted.
Save Student List


needed.
Click Save.

Click OK

Save Student Query


needed.
Click Save.

Click OK
Create Text/HTML File
Choose TEXT

These are the default options that
appear when the screen comes up.
You must change these options.
Change the Output File name
Click Write Text
In The separator Char

Click Other and put a , in the box
Uncheck the Column Align
Click OK
You must now go to the location c:\something_you_can_Find.txt to find your file.

Create A Text File
Option 1: Find ALL students and delete the students you do not what.
You may choose more than one school by entering the school number hitting the enter key and entering
another school number. The scroll bar below the school code will shift to the right.
Click the Find button at the bottom of the screen. A list of all students matching your criteria will
appear.
Create A Text File - 1

Highlight the student you wish to delete and click the red x on the top line. Continue to arrow down
deleting any student you do not want on your list.

Choose Create Text/HTML File

Option 2: Using the More tab to limit
Click the More tab
Uncheck the grade, cluster,

teacher or other field you wish to
help narrow your search.
Click Find
Uncheck the all in front of the field you wish to use to limit
your search.
Enter a valid option for this element. This is done by typing

the value of choosing it from the drop down arrow.
Click the down arrow on the KEYBOARD between the letters and the number keys. This will allow
you to enter another value in this field
Notice the slide bar under the data box

has moved to the right. Enter the
second value.
Click the Find button at the bottom of the screen. A

list of the students matching your criteria appears.

The number of students selected appears at the bottom
left of the screen.
The list of students may be modified by using the green plus to add students, or red to
removed students from the list.
To delete a student, highlight the student and click the red . The name will be removed from the list
and the number of student will be adjusted.
Notice the following student has been removed from the original list of students and the number of
students on the list has been adjusted to reflect the deletion of one student
To insert a student to the list, click the green plus sign and a blank line will appear under the
highlighted line.

You must enter the School and Student Id
When you hit the enter key, the Last Name and First Name will appear

Choose Create Text/HTML File
Choose TEXT
These are the default options that

appear when the screen comes up.
You must change these options.

Change the Output File name
Click Write Text
In The separator Char

Click Other and put a , in the box
Uncheck the Column Align
Click OK
You must now go to the location c:\something_you_can_Find.txt to find your file.

Open Text Files in Excel
Open Excel
Remember to change File

Type to All Files when
looking for your file.
Find the file you created from

Starbase – original on C:\ -
may have been moved
Click Open
Click Next
Open Text Files in Excel - 1 -

Unclick Tab and Click Comma
Text Qualifier : “
Click Next
Click Next
Click Finish

Delete columns that you do
not need and save.
Click File
Click Save As
Save document as .xls

Comparing Files Using Access
Choose
Create a blank Access
database
Click OK
Select where to save

the new database:
Desktop
Give the File a name:

db1.mdb
Save as type:
Microsoft Access
Database *mdb
Click Create
Compare files with Access – 1 -

Highlight Create table
in Design view
Click NEW
Choose - Import Table
Click OK

Find the file you
wish to import
Remember to
choose the correct
file type
Click Import
Choose -
Delimited
Click Next

Choose Comma
Click Next
Store your data:

In a New Table
Click Next

Change the field
name
Click Next
Choose - No
Primary Key
Click Next

Import to Table
You choose the table

name
Click Finish
Bring in the second

file
Choose Table
Choose NEW

Choose Import
Table
Click OK
Find the second

file you wish to
import
Click Import

Choose Delimited
Click Next
Choose Comma
Click Next

Click - In a New
Table
Click Next
Change the Field

Names
Click Next

Choose - No Primary
Key
Click Next
Give the imported

data a table name
Click Finish

Click Query
Click New
Click - Find
Unmatched Query
Wizard
Click OK

Choose your first
table
Make sure table is

clicked
Click Next
Choose your second

table
Make sure table is

clicked
Click Next

Choose the two fields
you wish to match
Click Next
Choose the fields you

wish to display
Click Next

Name your query
View the results
Click Finish
* Create a new query and reverse the order you select the tables. This will identify the unmatched
elements in the second table.

Mail Merge
Open Word
Click Tools
Click Mail Merge
Click Create
Click Mailing Labels
Mail Merge – 1 -
Click Active Window
Click Get Data
Click Open Data Source
In Open Data Source window
File type: All files
Locate file you wish to open (.xls)
Click Open
Mail Merge – 2 -
Click the file you have chosen
Click Create
Click Set up Main Document
Choose Address label to print
Adjust printer Information
Click OK
Mail Merge – 3 -
Click Insert Merge Field
Choose the fields you wish to print
** Put a space between fields

***Hit enter to start a new line
***You may enter text before a field for
label information
Click Merge
Mail Merge – 4 -
Click Merge
Final Result
Print
This is the format for the mail merge

document
Mail Merge – 5 -
Updated 6/28/2005
Paul J LaRose - paulj@forbes-snyder.com
Lunch Box
Fields for Import into SiteManager
Field Name Field Description Field Contents Required *

POSID N Point of sale ID number * can be same as districtID
HomeRoom A Homeroom name/number
LastName A Student last name * Field Description Key
MiddleName A Student middle name A – Alphanumeric
FirstName A Student first name * N – Number
BirthDate D Student DOB D – Date
GradeLevel N Student grade * L - Logical (t,f) (1,0)
Status A free,reduced,paid,adult,etc. *
Comment A General comment
BuyALaCarte L true,false
DistrictID N Student district ID number *
ActiveParticipant L true,false ------> Active/Inactive status
ContactFirstName A Student contact first name
ContactMiddleName A Student contact middle name
ContactLastName A Student contact last name
ContactSSN N Student contact SSN
Relationship A Contact relation to Student
Street A Student street address
City A Student city
County A Student county
State A Student state
Zip N Student Zip
AreaCode N Student area code
Number N Student phone number
Extension N Phone extension
Balance N Student balance
SSN N Student SSN
SiteImportKey A School name/code *
The file should be in ".CSV" format. Field order is flexible: See sample below:
123,1618036378,Mr. Smith,Jones,Robert,David,02/01/86,7,F,no checks,JFK

posid,districtid,homeroom,last,middle,first,DOB,grade,frstatus,comment,schoolcode
If the school admin system will create a daily/weekly export file for SiteManager, it is recommended that the
student's active/inactive status be a part of the export file to eliminate manual changes to active status at
SiteManager:
123,1618036378,Mr. Smith,Jones,Robert,David,02/01/86,7,F,no checks,JFK,1

posid,districtid,homeroom,last,middle,first,DOB,grade,frstatus,comment,schoolcode,activestatus
Lunch Box – Import Scheme
Lunch Box – 1 -
The lunch box extract is preformed using Access and an ODBC connection to Starbase. Extract the file
to a csv or excel spreadsheet and insert the blank columns needed to match the scheme. There is no food
service codes in this file. All food service codes in Lunch Box are retained. A list of data to be kept can
be re-entered in the current year in Starbase before new data is imported. This process is not yet
developed.
Pictures must also be pulled from a folder on the web browser for the appropriate students per school.
As new pictures are received in the District – pictures should be distributed to Food Services to update
pictures on this software.
Lunch Box – 2 -
LUNCH BOX EXPORT FROM STARBASE
Navigate – Interfaces – Maintenance – Lunch Box Interface
Remember to run this program

using a client/server
connection.
The file will be downloaded to

your C drive.
School is the only field that

must be entered.
Click Run
Pictures need to be attached to the file that is exported.
New pictures should be sent to Food Services.
This program can be run by Food Services. The file will be extracted to the c drive of the machine from
which this program is run.
Lunch Box – 3 -
File layout from Starbase to Import into Lunch Box
Field Name Length
s_id 8
s_last 18
s_first 13
s_middle 11
snum 9
schl_code 6
s_grade 2
SPACE 4
homrm 8
bday 6
SPACE 7
stat 1
* This is the food status code
f_strt 25
f_strt2 8
f_city 14
f_stat 3
f_zip 6
parents_lname 16
parents_fname 8
parents_mname 2
rphone 7
SPACE 19
plus4 4
SPACE 1
status 1
SPACE 1
Lunch Box – 4 -
HORIZON
STUDENT FILE FORMAT: The student data file that is needed to populate your system.
(You should be able to gather this information at the Central Office.)
COMMA DELIMITED FILE FORMAT:

Example:
"123456789","Doe","John","M","563406698",…
or
COMMA DELIMITED FILE DEFINITION:
Example:
"STUDENT ID","ST LNAME","ST FNAME","ST MID INITIAL","SSN",…
ELIGIBILITY SECTION:
The following numbers represent the default eligibilities that the FastLane system uses. Your District is not limited to thes
order to have them included in your system.
1 = Free Student 6 = Temporary Reduced Student 11 = No ID - Adult

2 = Temporary Free Student 7 = No ID - Reduced Student 12 = Teacher
3 = No ID - Free Student 8 = Full Pay Student 13 = No ID - Teacher
4 = Direct Certification Student 9 = No ID - Full Pay Student 14 = Employee
5 = Reduced Student 10 = Adult 15 = No ID - Employee
Restrictions:
The file should not have any dashes or parentheses. The grade format should be CD, PK, K, 1 or 01, etc.
STUDENT FILE FORMAT FOR FASTLANE
The following list includes all of the fields that the system can import. We also show some of the
restrictions that we have. Each highlighted section represents a REQUIRED and/or IMPORTANT
field. Please also supply the translations of the codes used for Eligibility and other fields that may
require it.
The fields do not need to be in this exact order (yet it is preferred if they are). If you do not have or use
Horizon - 1 -
some of this information, then just SKIP the field. It is not necessary to create an empty field if it will
not be used.
DESCRIPTION MAX LENGTH

Student ID (Must be a UNIQUE number that stays with student from K - 12) 10
PIN (A District-unique # for the POS system; if not available, we will supply) 10
Student Last Name 30
Student First Name 15
Student Middle Initial 15
School Number/code 5
Grade 2
Homeroom Number or Teacher Name 15
Birthday Combined (MM/DD/YY preferred; Individual fields are acceptable) 10

Eligibility (We need TRANSLATION of this field.) 1
Street Address 30
Apt# 4
City 20
State 2
Zip Code 5
Home Phone Number 10
Guardian Last Name (Individual Field) 30
Guardian First Name (Individual Field) 15
Guardian Middle Initial (Individual Field) 15
Work Phone Number 10
Guardians SS# 9
Status (A=Active, I=Inactive, W=Withdrawn, etc.) 1
Restrictions:
The file should not have any dashes or parentheses. The grade format should be CD, PK, K, 1 or 01, etc.
http://www.horizon-boss.com/
Horizon - 2 -
When importing data to Horizon – make sure that all columns match the template.
Horizon - 3 -
WINNEBAGO
Winnebago - 1 -
Winnebago - 2 -
Winnebago - 3 -
URL: http://www.sagebrushcorp.com/news/newsletter.cfm
Technical Support at 1-800-661-4109 or contact us by

E-mail at support@sagebrushcorp.com
Sage Notes
One is for the Patron Import process itself, and the other is for the Patron
Record Fields that Spectrum uses when storing patron information.
Refer to the following:
http://www.sagebrushcorp.com/support/pdf/spc/snspc0317.pdf
 Patron Import Process
http://www.sagebrushcorp.com/support/pdf/spc/snspc0262.pdf
 Patron Record Fields
Winnebago - 4 -
Winnebago - 5 -
Winnebago - 6 -
Something else - 1 -
Medicaid Billing Processing
Receive list of students who need to have attendance extracted for desired time frame.
This should be in text format or in an excel spreadsheet. Bring both files into Access.
Get External data – import.
In access – under queries – select wizard – find missing
Switch files and find missing again.
This produces a list of student who should be drop because they were present in file for
last requested but not in the current requested.
And a list of students who should be added because they are not present in the file for last
requested but are in the current requested.
Using reimburse.sql – run for the correct school year and calendar YYYYMM that is
requested.
Medicaid Billing -1-

Request for files for PE Equipment at JFK
Sign on the Client /Server – STARBASE LIVE
Navigate – Student Information – Maintenance - More Tab
Uncheck the items need to narrow you search
Examples
Uncheck Inactive and Transfer Status Codes
Uncheck all Grade Levels and choose only one grade
Uncheck all Homerooms or choose a cluster, teacher or other element
You can choose a few of the same items by entering you selection and then hitting the down
arrow on your keyboard – between the letters and numbers pad and then enter another selection.
Click the Find button to view your results
Results are grade 8 student in the cluster BS males only
PE Equipment –1 -
If you scroll to the right you will see additional data on each student
Choose Action from the top left corner of the screen
Click Create Text/HTML File
Choose Text
Give the Output File a name

C:\-----.txt
Separator Char
Other = “
Take off Column Align
All other defaults stay
Click Run
PE Equipment –2 -
PE files for NHS
Extract data from Starbase – using ODBC connection
Program - JFK PE Equipment
Save files as .txt
Open file with Excel –

Import columns as general except date column m/d/y
Expand data column
Format column of data – format cells – date – choose 3/14/1998
Select custom – edit type to \”mm/dd/yyyy\”
Click OK
Select column for Student id

Format – Cells – Custom – edit type as \”000000000\”
This allows the student id to have 3 additional zeroes preceding the 6-digit number
Clear the contents of column A

Copy the student id column to column A
Delete the original column for student id
All columns must now how quote marks placed around the data
Format – Cells – Custom – edit type as \”@\”
Save as .csv Yes
Open in notepad
Replace 3 quotes “”” with 1 quote “– Replace all
Save as .txt
Remove dashes in last name and save
PE Equipment –3 -
Open the .txt file in excel
Format date column \”mm/dd/yyyy\”
Format all other column Text
Save as excel 97-2000 .xls
PE Equipment –4 -
Iowa Data Coding
NOTE: No children will be tested out of grade level
Data exported from Starbase for bar code labels

(will override any bubbled data)
Student ID Number (DOE 2) (Numeric 10)

Student Last Name (DOE 5) (max 20)
Student First Name (DOE 3) (max 20)
Date of birth (DOE 6) (mm/dd/yyyy)
Gender (DOE 9) (M/F)
Grade (DOE 16) (Numeric 2)
School Name (from DOE 15) (Max 20)
Race/Ethnicity (DOE 10) (note: use Field G in “test administrator use only”)
Class Name Room number/TEAM name JFK (2 letters)
F/R Lunch (DOE19) (yes/no)
ELL (DOE25) (yes/no)
SPED1 Special Ed Placement (DOE34) (yes/no)
SPED2 Primary Disability (DOE36) (note: use Field H in “test administrator use
only”)
TITLE 1 Math, Language, Both, None (DOE20)
ITBS Form A
ITBS Level depends on grade (level 06 – 14)
Data not exported from Starbase for bar code labels
504 (optional) Students with 504 plan (not electronically captured) – MUST BE HAND
CODED
IOWA Data Coding –1 -

MCAS Testing UploadV3.doc Updated 10/24/03
MCAS Testing Upload
2. On the Navigate menu, select Testing.
3. On the Testing menu, click History Maintenance.
4. On the Test History Maintenance screen, double-click on Testing Upload.
5. Directory File to be Read—Enter Drive and File Name. For best results, the file should be
on Drive C:. (Ex.: C:\DIST0210.DAT) The file name will vary, but the Drive should always
be C:.
6. Test to Upload—MCAS. Click the down arrow to display a list of valid tests.
7. Year of Test—Not used when Test to Upload is MCAS.
8. Test Results—
• To upload initial test scores, accept default Initial Test Results.
• To upload Retest scores, click the white circle next to Re-test Results.
 Re-Test Subject—To upload English scores, accept default Eng.
To upload Math scores, click the white circle next to Math.
9. Upload Options—Accept default Import Test into TESTING record.
10. Test Code—MCAS. Click the down arrow to display a list of valid Test Codes.
11. Form
• Click the down arrow to display a list of valid Forms.
• Click Form 1 if you are uploading initial test scores; Form 2 if you are uploading retest
scores.
• Click OK.
• Level will automatically display 01.
12. Test Date—Enter appropriate date for test results.
13. Score Code

• Click in the first row.
• Enter R . Press the down arrow. RAW
• Enter SC Press the down arrow. Scaled Score
• Enter TS. Press the down arrow. Test Status
• Enter PL. Press Enter. Performance Level
14. Click the white box to select Override any previously posted test scores.
Testing MCAS - 1 -
Testing MCAS - 1 -
15. Sub-Test
• Click in the first row.
• Enter A. Press Enter. English
• Enter B. Press Enter. Math
• Enter C. Press Enter. Science
• Enter D. Press Enter. History
• Press the up arrow. You cannot leave any blank lines.
NOTE: If you are uploading English Retest scores, just enter “A”. If you are uploading
Math Retest scores, just enter “B”.
16. Click Run. A box will appear displaying the students being processed. It takes
approximately 45 minutes to upload a complete file.
17. When the file is finished, a message will appear confirming the number of students
processed. Click OK.
18. A complete file will undoubtedly generate an Error Report. To print the Error Report:
• Click Print.
• Check Landscape Mode—Click File/Page Setup/Landscape/OK.
• Click the Run Report icon.
• Click the Print icon. Select the correct printer. Click OK.
• Click the Close Previewer icon when finished printing.
19. Click Cancel to exit the Error Window.
Testing MCAS - 1 -
VERSITRAN IMPORT FILE FORMAT
Import bussing information to STARBASE
POSITION NUMBERS:
1111111111222222222233333333334444444444555555
55556666
1234567890123456789012345678901234567890123456789012345
67890123
|<ID->| |SC||<----LAST NAME--->||<-FIRST NAME>|GR||
AM| |PM|
POSITIONS:
1 - 7 = STUDENT ID
13 - 16 = SCHOOL CODE
17 - 36 = LAST NAME
37 - 51 = FIRST NAME
52 - 53 = GRADE LEVEL
55 - 58 = AM BUS ROUTE
60 - 63 = PM BUS ROUTE
Using the file layout above – place the file on the c drive.
From Starbase
Navigate – Interfaces – Maintenance – Upload Versatran upload
Make sure you have the correct file name
And
You are processing the proper school year
Click Run
Import Bus Info - 1 -

Procedural Manual v5.10

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TABLE OF CONTENTS

 BEGINNING A NEW SCHOOL YEAR

 CLOSING OUT A SCHOOL YEAR

 SCHOOL YEAR PROCESSES

 OTHER OPTIONS AND MICROSOFT

 DATA TO EXTERNAL SOURCES

 DATA FROM EXTERNAL SOURCES

 The Paper Process – Forms

 Enrolling a New Student

 Printing the Student Profile

 Modify Student Status

 Out of District (School 600)

 Services Only (School 620)

 Schools of Choice – Outbound (School 650)

 Private School (School PV)

 PREPARING DISPOSITION TABLES FOR MASS SIMS UTILITIES

 Creating the Census Record

 Updating Census Records

 Verifying and Correcting Census Data for Transmission

 DOE REPORTING VERIFICATION PROCEDURES

 DOE 011, and 13

• District Students Member students for Smith

 Validating Attendance Totals

 Pupil Services Data – Import

 Valid Grade Level

 Validation Tables needed for the School Calendar

 Creating a School Calendar

 Creating Attendance and PCC records

 Semester Table and Semester Segment Date Table

 Valid Period Table

 Marking Period Table

 Other Validation Tables

 Creating Class Period Attendance

 Novel Logins and email for teachers and staff

 Summer Withdraw/Transfer/Drop Outs

 Rolling to Academic History

 Graduation Dates – Adjust non grade to DIPLOMA TYPE 3

 Enter next school field

 Updating current school

 Updating Login year for users

 Clear out Food Services for next year

 Title 1 – did it clear out

 Delete teachers/staff - Starbase, Novel and Email accounts if not returning

 Updating School Calendar

 Teacher Posting Routines

o JFK Middle School

o Northampton High School and Florence Learning Center

o SVAHS TEACHER POSTING ROUTINES

 Create A Student List

 Create a Student Query

 Create Text Files

 Open Text in Excel

 Compare Two Files in Access

The enrollment package contains:

The packed is returned to the office.

A checklist is attached to the enrollment forms.

The packed is verified for required data.

The student is entered into Starbase

NO punctuation or abbreviations may be used when entering data.

MAIN RECORD FIELDS

Last Name include suffix. Example JR or III

Middle Name or NMN for no middle name.

Resident School - not utilized at this time.

Homeless students must have an address record created.