YEAR END FLAGS FOR GRADE 12 AND NEXT YEAR ENROLLMENT TRANSFERS FOR SECONDARY SCHOOLS User Guide

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LOS ANGELES UNIFIED SCHOOL DISTRICT Information Technology Division My Integrated Student Information System YEAR END FLAGS FOR GRADE 12 AND NEXT YEAR ENROLLMENT TRANSFERS FOR SECONDARY SCHOOLS User

1 LOS ANGELES UNIFIED SCHOOL DISTRICT Information Technology Division My Integrated Student Information System YEAR END FLAGS FOR GRADE 12 AND NEXT YEAR ENROLLMENT TRANSFERS FOR SECONDARY SCHOOLS User Guide Next Year Enrollment Reminders: Enrollment records for continuing students were initially uploaded to MiSiS electronically on April 21, and will continue as records are updated. Enrollment records for matriculating students from Elementary and Middle Schools who have a single resident school, were uploaded to MiSiS electronically for the next school based on their address, in late April. A Transfer record must be created for any student who will attend a different school for one of the following reasons: Open Enrollment, * living in an Option Area, Romero Open Enrollment, * SAS acceptance, or change of placement for a Special Ed student to a campus that is not his/her home school, based on the student s active IEP * A matriculating student living in an Option area is not automatically assigned to a school for the next year. Sending schools are able to generate a report of their students and the boundary schools based on their addresses. Schools must contact a parent/guardian to determine which school their student will attend, and create a transfer record in MISIS. This process will create an enrollment record for the school indicated. * SAS schools are to notify the sending school which students were accepted and the sending school will need enter the Transfer records. Pre-K Students: These students will not automatically rollover for the new school year. They must be re-enrolled with E-7 for Kindergarten. Any continuing student who will NOT attend the expected next school or will leave to another District for the new school year, must be withdrawn at the end of this year. The Leave Date should be the last Date of in-seat attendance (the last day of school a transfer record should NOT be created for this situation). If the student shows up at another District school in the Fall, the new school will be able to enroll him/her for the new school year. Zone of Choice schools should be receiving student lists from the Zone of Choice Office in April. Enrollment data for newly selected Magnet, PWT (Permit with Transportation), ZOC (Zone Of Choice), and PSC (Public School Choice) students will be electronically uploaded to MiSiS by April/May. PHONE: (213) AND SELECT OPTION 5 FOR MISIS HELP April 30, 2015

2 TABLE OF CONTENTS I. FOSTER CARE EXEMPTION.. 2 Flowchart for Determining AB216 Exemption 2 II. CAHSEE EXEMPTION & WAIVER PROCESS FOR STUDENTS WITH DISABILITIES.. 3 III. SPECIAL EDUCATION CERTIFICATE OF COMPLETION. 3 IV. GRADUATION DATA AND REPORTS.. 4 Graduation Audit? Report.. 4 Graduation Progress Report.. 5 Graduation Standards Screen.. 6 Graduation Standard Report IGP Individualized Graduation Plan 6 V. GRADE 12 YEAR END FLAGS Year End Flag Codes list Update the Year End Flag for an Individual Student Mass Update the YEF for a group of grade 12 students VI. MISIS Explorer Ad Hoc Reporting Build and Print a Report of Year End Flags for Grade 12 Students. 9 VII. TRANSFERS: Future School Assignments.. 10 VIII. REFERENCES April 30, 2015

FOSTER CARE EXEMPTION California legislation amended section 51225.3 of the California Education Code (E.C.) AB167 to exempt pupils in foster care from school district graduation requirements that exceed state graduation requirements.

3 FOSTER CARE EXEMPTION California legislation amended section of the California Education Code (E.C.) AB167 to exempt pupils in foster care from school district graduation requirements that exceed state graduation requirements. This assembly bill replaces AB 167 that was enacted October 11, This exemption from district graduation requirements only applies if student meets ALL of the criteria outlined in The Principal s Brief, 4/4/2014 The bill states in part that a school district shall exempt a pupil in out-of-home care (i.e. foster care, group homes, or with relative caregivers) from all coursework and other requirements adopted by the district that are in addition to the statewide course requirements, if the student transfers into out-of-home care during the 11th or 12th grade, unless the school district makes a finding that the pupil is reasonably able to complete the additional requirements in time to graduate from high school while he or she remains eligible for foster care benefits. If needed, upon review and the exemption is approved the student will only need to meet the state requirements of 130 credits to receive a diploma. Reference: The Principal s Brief, 4/4/2014 Ed Code AB167 (October 11, 2009) was passed and approved by the Governor to amend Section of the Education Code, relating to high school graduation BUL Graduation Requirements for the Graduating Classes 2014 and 2015 (2/11/11) FLOW CHART FOR DETERMING AB216 EXEMPTION In MISIS the AB216 eligibility field is found on the Out-Of-Home-Care screen from the Miscellaneous menu. Taken from The Principal s Brief, 4/4/ April 30, 2015

4 CAHSEE EXEMPTION AND WAIVER PROCESS FOR STUDENTS WITH DISABILITIES Special Ed students who are not taking the CAPA must attempt the CAHSEE at least once in the 10 th grade. The Waiver is for students who s IEP or 504 plan have specifications which allows the student to take the CAHSEE with modifications. This IEP or 504 plan must have been active at the time the student was tested. The student s CAHSEE English Language Arts and/or Math MISIS score will display an F even if the student passed with a score of 350+, until a Parent Waiver Request is approved. This would be an indicator for the school send in the Waiver Application. Parent can request a waiver for CAHSEE If students with IEPs or 504 plans pass the CAHSEE with modifications with a score of 350+, have the parent fill out the Parent Waiver Request. Follow the instructions for a Waiver Request per REF This process may take 1 month. When the waiver is approved, the MISIS CAHSEE code will update to P and count toward the school s Adequate Yearly Progress (AYP) Report. If they have met all other state and local requirements in order to receive a high school diploma, their Year End Flag will be A Diploma. If not approved, their Year End Flag will be S Diploma minus CAHSEE. Reference: REF-5452 CAHSEE Exemption and Waiver Process for Students with Disabilities (5/9/11) SPECIAL EDUCATION CERTIFICATE OF COMPLETION Students with an IEP can graduate with a Certificate of Completion under any one of the following conditions: Satisfactory completion of a prescribed alternative course of study as identified on the student s IEP. Satisfactory achievement of the student s IEP goals and objectives during High School as determined by the IEP team. Satisfactory High School attendance, participation in the instruction prescribed in the student s IEP, and achievement of the objectives of the Statement of Transition Services. Reference: REF Issuance of Diplomas or Certificates of Completion for All Eligible Grade 12 Students with Disabilities (Contains parent letter templates) Row Eligible for: Student Graduation Status Need Final IEP and Summary of Performance (SOP) 1. Diploma Student must exit this school year Yes, Required 2. Certificate of Completion Student plans to voluntarily exit this school year Yes, Required 3. Certificate of Completion Student plans to continue in current program next school year No, Not Required 4. Certificate of Completion Student plans to continue in a different District program next school year (e.g., Independent Study, Community Day School, Continuation School, Center for Advanced Transition Skills, Career/Transition Center) No, Not Required* 3 April 30, 2015

It displays the Audit and YEF columns, where a? will display in the Audit column if there is an invalid YEF.

5 Graduation Data and Reports Graduation Audit? Report This report is used to verify the accuracy of data entry for last year s Year End Flags, or information for the current year once graduation dates and Year End Flags have been populated. It displays the Audit and YEF columns, where a? will display in the Audit column if there is an invalid YEF. For example, if the student received the YEF A Diploma and was missing one of the requirements on the spreadsheet, you would have edit their YEF, or it could be that, the missing requirement was never entered in MISIS and you should then update the student s record. Edits to the YEF can only be done before the new school year starts. Edits to the Transcript can be done anytime the student is enrolled at your location. The report will display 67 fields of data from the selected student s including Credits, CAHSEE, Computer Literacy, Service Learning, Language Classification, Special Education Disability, Graduation Requirements by Subject, Expected Graduation Year, Leaver Reason. Once the graduation audit report is opened in excel, you will be able to sort, hide column/rows and use features of excel to better serve your needs. See the upcoming Job Aid: Graduation Audit Report 1. Click on Reports. 2. Scroll down to Graduation Standards and click on Graduation Audit. 3. Enter the Parameters: ESC Select the appropriate Ed. Service Center Campus Select the appropriate Campus School - Select the appropriate school, magnet, etc. Grad Requirement year: Select the appropriate grad year. To verify last year s YEF change to , Learning Community: Select the SLC or leave on Select All. 4. Click the View Report button. 5. The report will display in the report preview window below. 6. To open or print the report, click on the Export icon to view a list of file types to export the data. 7. Select a file type: In this example, Excel was selected. 8. A pop-up window may display asking you to Open or Save the file, depending on your Internet browser. Click OK to Open with Excel. Your file may either open automatically, or you will need to open it from the Downloads section of your browser. 9. When your Excel file opens, click on the Enable Editing button to be able to work with the data. 10. This is a long spreadsheet. Printing the report may not be optimal until you make adjustment to the report such as: Landscape, Legal size and adjustment to the columns. Print the report by clicking on the print icon or click File, then Print, from the menu bar. Sample Report of the first few fields: 4 April 30, 2015

Once the graduation progress report is opened in Excel, you will be able to sort, hide column/rows and use features of Excel to better serve your needs.

6 Graduation Progress Report This program will save the student s Graduation Progress Report to Excel. It will store selected student s Graduation Requirements by Subject, Credits, CAHSEE, CST, SLC, Expected Graduation Year, Language Classification, Special Education Disability, and more. Once the graduation progress report is opened in Excel, you will be able to sort, hide column/rows and use features of Excel to better serve your needs. See the upcoming Job Aid: Graduation Progress Report 1. Click on Reports. 2. Scroll down to Graduation Standards and click on Graduation Progress. 3. Enter the Parameters below: This example will show how to select all seniors under Counselor Groups. ESC Select the appropriate Ed. Service Center School - Select the appropriate school, magnet, etc. Group Category: Select the Category. For this exercise select Administrative. Group(s)/Counselor: Select the Group you want to work from or the Counselor the students are assigned to. For this exercise leave on Select All. Student(s): Select the students to view from the previously selected parameters. For this exercise select 2 students. Cover Letter: Prints a Senior Graduation Check Letter for Parents. For this exercise select Yes. Print In: Language. For this exercise select English. Campus Select the appropriate Campus Grade Level(s): Select the appropriate grade. For this exercise select 12. Group Sub Category - Select the appropriate Sub Group. For this exercise select Counseling. Enrollment Status: Select Currently Enrolled. Sort by: Select a sort option. Options depend on previous parameters. For this exercise select by Group. Banner Page: Print parameters. For this exercise select No. 4. Click the View Report button. 5. The report will display in the report preview window below. 6. To print the report, click on the Export icon to view a list of file types to export the data. 7. Select a file type: In this example, PDF was selected. 8. A pop-up window may display asking you to Open or Save the file, depending on your Internet browser. Click OK to Open with Adobe Acrobat. Your file may either open automatically, or load into the Downloads section of your browser. 9. Print the report by clicking on the print icon for Adobe or click File, then Print, from the menu bar. 5 April 30, 2015

Each subject area is broken down into separate lines and will display required courses and credits, completed courses and credits, in progress courses and credits, and needed courses according to

7 Graduation Standards Screen A Graduation Standards tab is available in the Academic drop down menu when using the Counselor role. This screen displays the student s progress toward LAUSD high school graduation requirements and CSU A-G progress. Each subject area is broken down into separate lines and will display required courses and credits, completed courses and credits, in progress courses and credits, and needed courses according to their respective graduation requirement year. GPA and Rank Universities/NCAA admission information. CAHSEE test information. Non-Course Requirements including Computer Literacy Total credits completed and total credits required Graduation Standard Report Individual Graduation Plan - Report This report displays and prints individual student s progress toward LAUSD high school graduation requirements. See the Job Aid: IGP-Individualized Graduation Plan. Each subject area is broken down into separate lines and will display required courses and credits, completed courses and credits, in progress courses and credits, and needed courses according to their respective graduation requirement year. GPA and Rank Universities/NCAA admission information. CAHSEE test information. Non-Course Requirements including Computer Literacy Total credits completed and total credits required 6 April 30, 2015

Each grade 12 student must have a Year End Flag code saved. Other Grades: MISIS will automatically promote active students in grades 6-11.

8 GRADE 12 YEAR END FLAGS The Year End Flag screen is used to mark all grade 12 students with their graduate status for the current year. You can update the Year End Flag for one record or mass update a list by searching for specific criteria. Grade 12: All grade 12 students will initially have a blank flag. Each grade 12 student must have a Year End Flag code saved. Other Grades: MISIS will automatically promote active students in grades User Roles: Principal, Scheduling Admin, Counselor, Counselor Plus, Graduates A - Diploma B - AB216 (Diploma) YEAR END FLAG CODES Student is receiving a diploma and has passed all course requirements and the CAHSEE. Also, a student who passed all course requirements and has an IEP or 504 Plan which specifies they can take the CAHSEE with Modifications, which is passed the with 350+ and has an approved CAHSEE Waiver Request Diploma under AB216 - Out Of Home Care Exemption from LAUSD credits. S - SPED minus CAHSEE (Diploma) Special Ed Completer and Returning C - Certificate of Completion Not Returning Diploma under ABX4 - Students receiving special education services who will be receiving a diploma and have not passed one or both sections of the CAHSEE. Special Ed student is receiving a Certificate of Completion and will not return. Student has not completed course requirements, and not passed both sections of CAHSEE. CR - Certificate of Completion Returning T - Previous Completer Not Returning TR - Previous Completer Returning Drop Outs E - Passed CAHSEE Failed Course Requirements F - Failed CAHSEE Passed Course Requirements G - Failed CAHSEE and Course Requirements Returning Non-Completer R - Returning / Retained Special Ed student is receiving a Certificate of Completion and will return to work toward a Diploma. Student has not completed course requirements, and not passed both sections of CAHSEE. Special Ed student returned for continuing education after receiving a Certificate of Completion in a prior year and will not return for the new year. Special Ed student returned for continuing education after receiving a Certificate of Completion in a prior year and will return to work toward a Diploma. Student has not completed course requirements, has passed both section of CAHSEE and will not return. Student has passed all course requirements, has not passed one or more section of CAHSEE, does not have an IEP and will not return. Student has not completed course requirements, has not passed one or more sections of CAHSEE, does not have an IEP and will not return. Student who has never been marked as a completer (A, B,C or S) and will return to the same school next school year in the same grade level due to retention. To update the Year End Flag for an Individual Student: 1. Search for the student. 2. Click on Action at the far right of the student s name. 3. Click on Year End Flag. 4. The Year End Flag screen should open. 5. Click on the Year End Flag down arrow. 6. Select the Appropriate Graduation Flag. 7. Click Save. 7 April 30, 2015

To Mass Update the YEF for a group of grade 12 students: This method will enter the same flag for the list of selected students.

Enter any applicable search criteria: Example: Grade Level for 12 th grade, and/or Counselor and/or Group. 3. Click Search 4. The search results will appear below. 5. Click on the select all button.

If you have more than 250 grade 12 students, narrow down the results with more search criteria to make the results less than 250.(Each page must be entered separately.) 6.

At this time you will be able to see if any of your selected students already have a YEF posted. 9. Click on the Year End Flag down arrow. 10. Select the Appropriate Graduation Flag. 11.

9 To Mass Update the YEF for a group of grade 12 students: This method will enter the same flag for the list of selected students. In an effort to save time you could update many with the Diploma flag and then modify students with different flags individually. 1. From the student search screen click on Advanced. 2. Enter any applicable search criteria: Example: Grade Level for 12 th grade, and/or Counselor and/or Group. 3. Click Search 4. The search results will appear below. 5. Click on the select all button. Uncheck the box for any student you don t want to update at this time. IMPORTANT: The maximum search result is 250, with 200 on the page 1 and 50 on page 2. If you have more than 250 grade 12 students, narrow down the results with more search criteria to make the results less than 250.(Each page must be entered separately.) 6. Click on the For Selected Action down arrow at the top right corner. 7. Click on Year End Flag. 8. The YEF screen should open displaying all selected students. At this time you will be able to see if any of your selected students already have a YEF posted. 9. Click on the Year End Flag down arrow. 10. Select the Appropriate Graduation Flag. 11. See the Year End Flag Codes list on page 11 for a complete description. 12. Click Save. 13. The students listed above will display the updated flag and indicate that it was successfully saved. 14. Close the Year End Flag window with the X in the top right corner and return to the student search results to repeat this for the next page of students if needed. 15. Print a list of grade 12 students with their YEF with MISIS Explorer to ensure ALL have a flag entered. 8 April 30, 2015

MiSiS Explorer Ad Hoc Reporting Print a Report of Year End Flags for All Grade 12 Students You can view or print a list to verify that all your grade 12 students have a Year End Flag and are

Click the Admin tab to view the menu. 2. Click MISIS Explorer. 3. The MISIS Explorer screen will display. 4. Step 1: Data to View Here you select what data you want to see on the report. 5.

Select Graduation Requirement Year and Year End Flag. 9. To display the Counselor, click the for Counseling, then click the for Student Support and select Counselor. 10. Step 2: Students to View.

The logical operator should be set to equal to. 14. Click the down arrow for Select a Value and select 12. 15. Step 3: Export Data - The File Name currently defaults to Students. 16.

10 MiSiS Explorer Ad Hoc Reporting Print a Report of Year End Flags for All Grade 12 Students You can view or print a list to verify that all your grade 12 students have a Year End Flag and are accurately marked for Graduation. Currently, MISIS will NOT warn you if a senior is missing a flag. Print a list of 12 th grade students and their Year End Flag in MISIS: 1. Click the Admin tab to view the menu. 2. Click MISIS Explorer. 3. The MISIS Explorer screen will display. 4. Step 1: Data to View Here you select what data you want to see on the report. 5. Click the for Demographics, then click the for Personal. 6. Select Last Name, First Name, Middle Name and DOB. 7. Scroll down and click the for Current Enrollment. 8. Select Graduation Requirement Year and Year End Flag. 9. To display the Counselor, click the for Counseling, then click the for Student Support and select Counselor. 10. Step 2: Students to View. - For this report leave the Date set for today. 11. Click on the Dynamic Group Filter. 12. Click the down arrow for Select Criteria and select Grade Level. 13. The logical operator should be set to equal to. 14. Click the down arrow for Select a Value and select Step 3: Export Data - The File Name currently defaults to Students. 16. Change the File Name. Example: YEF. 17. Click on Export Data. 18. When the export is complete, a dial log box will open prompting if you want to Save or Open your file. Leave the defaults set to Open with Microsoft Excel. 19. Click OK. 20. Your file may either open automatically, or load into the Downloads section of your browser. 21. Use this file to VERIFY that all grade 12 students have a Year End Flag. 22. If a student is missing a flag or changes need to be made follow the instructions outlined on how To update the Year End Flag for an Individual Student on page 7. 9 April 30, 2015

TRANSFERS Future School Assignments MISIS Transfer screen is used to enter the future school for any matriculating student for the following reasons: Open Enrollment K-12, Option Area students,

A transfer record is added to enter the next school the student will be attending.

11 TRANSFERS Future School Assignments MISIS Transfer screen is used to enter the future school for any matriculating student for the following reasons: Open Enrollment K-12, Option Area students, Romero Open Enrollment, SAS, and Special Ed placement based on their Active IEP. Transfer is not the same as withdrawing a student. A transfer record is added to enter the next school the student will be attending. Once the transfer is added an enrollment line for the new school year will be created at the receiving school and the future year enrollment at your school will be dropped. Address Verification will not be required, but a permit may be required. The receiving school will find the student in the Master Scheduler for next Fall scheduling. This will not affect the enrollment at your school until this school year ends. Open Enrollment K-12: Students who will be enrolling into the next school with an Open Enrollment permit. (See BUL Open Enrollment Transfers for Elementary and Secondary Students, Sept. 11, 2012) Option Area Students: A list of your matriculating students who live in an option area will be available for schools to print. Those schools should then contact the families of these students to determine which school each student will be attending, then add the transfer record in MISIS. (See BUL , Permits and Student Transfers in Elementary and Secondary Schools, August 18, 2008, p. 4, and Attachment C.) Romero Open Enrollment: Students who will be enrolling into the next school with an Open Enrollment permit. (See BUL Implementation of the Romero Open Enrollment Act, November 5, 2012.) School for Advanced Studies (SAS): If the parent accepts the offer from a SAS school to attend, the SAS School will send the current school of enrollment a list of students they are accepting. The sending school will then add the transfer record in MISIS assigning them to the SAS school for the new school year. Special Ed Assignments: The school shall enter the next school based on what the IEP states in the offer of FAPE for any student indicating a change of placement by adding the transfer record in MISIS. Update/View the Transfer screen: 1. Search for your student. 2. There are 2 ways to get to the Transfer Screen. From the student search results: a. Click on Action at the far right of the students name and click on Transfers. b. Click on the Students Name, then click on Miscellaneous and click on Transfers. 3. From the Transfer screen, click the plus sign to Add a new record. 4. Enter the first day of the new year, where the student will be transferring to as the Effective Start Date. The start date must be accurate. 5. Enter that school s last day as the Effective End Date. 6. To School should be the school they are transferring to. 7. Enter the appropriate Transfer Type: Open Open Enrollment OPT - Option Area, parent s choice ROPEN - Romero Open Enrollment SAS - School for Advanced Studies, by acceptance SPED Special Education Placement, by IEP 8. Click Add. 9. The next school will be able to see the student in the Master Schedule for the new school year. 10 April 30, 2015

12 RESOURCES REF Transfer Data Information For Schools Receiving Matriculating Students (February 8, 2013) currently being revised BUL Graduation Requirements for the Graduating Classes of 2014 and 2015 (February 11, 2011) BUL-5789 Graduation Requirements for Classes of 2016 (September 12,2013) MEM-6061 Graduation Coding and Year End Procedures for All Secondary Schools (May 13, 2013) The Principal s Brief, 4/4/2014 Diploma under AB216 Foster Care Exemption BUL Guidelines for School Enrollment of Students in Out-of-Home Care (August 26, 2013) REF-5452 CAHSEE Exemption and Waiver Process for Students with Disabilities (May 9, 2011) REF Issuance of Diplomas or Certificates of Completion for All Eligible Grade 12 Students with Disabilities (Feb 2015) REF Graduation Year Guidelines to Determine Requirements for the Diploma and for SIS Records (Dec 12, 2005). REF Potential Dropouts List (August 26, 2013) currently being revised BUL , Permits and Student Transfers in Elementary and Secondary School (August 18, 2008) Option Area Students p. 4, and Attachment C. BUL Open Enrollment Transfers for Elementary and Secondary Students (Sept. 11, 2012) BUL Implementation of the Romero Open Enrollment Act (Nov 5, 2012) 11 April 30, 2015

School Year 2017/18. DDS MySped Application SPECIAL EDUCATION. Training Guide

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