Open topic with navigation

Year-end transfer method

During Year-End Processing [>>], for each district student who has completed a grade level, Chancery SMS determines if that student it to be transferred to another school by applying the year-end transfer method. The District Administrator sets the method to use. Options are:

To set the year-end transfer method [You can do this if your role is District Administrator.DA]:

1

On the home page, in the control bar under ADMIN, click District Setup. The District Setup page appears.

2

Under District, click Preferences.... The District Preferences popup page appears.

3

Under Year-End Transfer, set the Year End Transfer Method. Options include:

=

"Projected School Map" [>>]

=

"Geocode Map" [>>]

4

Click Save.

Projected School Map

A Projected School Map pairs each feeder school in the district to a projected school, that is, another school in the district to which Chancery SMS transfers a student during Year-End Processing [>>] when that student has completed the school's graduation grade level [>>]. A School Administrator can specify the projected school for a school, a District Administrator for any or all schools in the district. Note: The administrator must be in the Active Calendar [>>] to set the projected school mappings. Caution: If a student's school is not mapped to a projected school, Chancery SMS withdraws the student from his or her school but does not enroll the student in another.

To set a school's projected school [You can do this if your role is School Administrator or District Administrator.SA, DA]:

1

On the home page, in the control bar under SCHOOL, click School Info. The School Info page appears.

2

Click the school's name. The School Info Detail page, click Edit. The School popup page appears.

3

Set the Projected School.

=

At a school that does not feed students into another school, the Projected School is "N/A". Projected School appears only if the district's Year End Transfer Method is set to "Projected School Map" [>>].

4

Click Save.

To set the projected school for district schools [You can do this if your role is District Administrator.DA]:

1

On the home page, in the control bar under ADMIN, click District Setup. The District Setup page appears.

2

Under Year-End Processing, click Year-End Processing. The Year-End Processing page appears.

3

Under Step 1, click Projected Schools.... The Projected Schools popup window appears [Figure 88].

4

For each school, set the Graduation Grade and assign a Projected School.

5

Click Save.

Geocode Map

On a system that employs Address Validation [>>], a District Administrator can set the year-end transfer method so that Chancery SMS refers to the district's Geocode Map [>>]. During Year-End Processing [>>], Chancery SMS uses the Geocode Map to transfer a student (where that student has completed the school's graduation grade level [>>]) to the appropriate school by examining the location of that student's residence.

The Geocode Map, created by the District Administrator, pairs each of the district's geocodes with an entry grade level [>>] at a particular school [Figure 85]. A school's entry grade can have more than one geocode assigned to it (the school can serve a broad geographical area). A geocode can be assigned to only one school's entry grade. Note: The Planning Calendar [>>] must be active for an administrator to change the Geocode Map.

Figure 85: Geocode mapping example

Note: For Year-End Processing [>>] to run successfully, the Planning Calendar must have a Geocode Map. During next-year preparation (NYP) [>>], when the District Administrator creates a Planning Calendar Chancery SMS copies the Geocode Map from the Active Calendar to the new Planning Calendar. Thus the District Administrator need only adjust the Geocode Map to prepare for the next year. Any changes that the District Administrator makes to the map or geocodes take effect in the school year being planned. Note: A District Administrator can use scripts to verify the validity of the geocode map. For information, refer to the Checking Geocode Setup Technical Bulletin. Caution: If a student does not end up with a valid Geocode in the Planning Calendar, Chancery SMS withdraws or graduates the student from his or her school but does not enroll the student in another.

Caution: A change to the geocodes associated with a school can cause Chancery SMS during Year-End Processing [>>] to change a student's Zoned School [>>] for the next year. If this occurs, Chancery SMS takes time to implement any change to the Zoned School. It unenrolls the student from the former school and, during the nightly process, enrolls the student in the new school. You can view these changes in the Planning Calendar the next day (Chancery SMS displays "N/A" for Zoned School until transfer mapping is complete).

To assign geocodes to a school's entry grade(s) [You can do this if your role is District AdministratorDA]

1

In the Planning Calendar, on the home page, in the control bar, under ADMIN, click District Setup. The District Setup page appears.

2

Under District, click Next Year Preparation. The Next Year Preparation page appears.

3

Under Step 4, click Geocode Map. The Geocode Map page appears with a list of schools for which an entry grade is assigned [Figure 86].

4

In the School Name column, click the school's name. The Edit Geocode School Map page appears [Figure 87].

5

For School, select an entry grade from the list.

=

A District or School Administrator designates a school's entry grades [>>].

6

Assign one or more geocodes by selection them, and then using the arrow key to move them from the Available Geocodes column to the Selected Geocodes column

=

You can also double-click a geocode to move it from one column to another.

7

Click OK.

=

Caution: Chancery SMS takes time to process these new assignments. We recommend waiting at least overnight before conducting YEP.

Figure 86: Geocode Map page

Figure 87: Edit Geocode School Map page

More...

B

Available Geocodes: These geocodes are not yet assigned to this entry grade at any other school.

C

Selected Geocodes: These geocodes are assigned to this entry grade and this school.

School graduation grade level

To determine if it should transfer a student to another school during Year-End Processing [>>], Chancery SMS refers to the student's school's graduation grade level. This is the grade level at which a student completes his or her education at the school. A School Administrator can specify the graduation grade level for a school, a District Administrator for any or all schools in the district.

To set a school's graduation grade level [You can do this if your role is School Administrator or District Administrator.SA, DA]:

1

On the home page, in the control bar under SCHOOL, click School Info. The School Info page appears.

2

Click the school's name. The School Info Detail page appears.

3

On the Basics panel, click Edit. The Schools popup page appears [Figure 89].

4

Under Basics, set Graduation Grade.

5

Click Save.

To set the graduation grade level for district schools [You can do this if your role is District Administrator.DA]:

1

On the home page, in the control bar under ADMIN, click District Setup. The District Setup page appears.

2

Under Year-End Processing, click Year-End Processing. The Year-End Processing page appears.

3

Under Step 1, click Projected Schools.... The Projected Schools popup window appears [Figure 88].

4

For each school, set the Graduation Grade.

5

Click Save.

Figure 88: Projected Schools popup window

School entry grade level

An entry grade level at a school is a grade level into which students from other schools can be automatically transferred. Most schools have only one entry grade level set, typically the lowest grade level. However, for the purposes of the geocode mapping year-end transfer method [>>], a school may have more than one entry grade; for example, the elementary school for Geocode A may offer grade levels 1 to 5, while the elementary school for Geocode B offers grade levels 1 to 6. The middle school these students go to would have two entry grade levels: Grade 6 for students in Geocode A and Grade 7 for students in Geocode B. A District or School Administrator designates entry grade levels at a school.

To designate a school's grade as an entry grade: [You can do this if your role is School Administrator or District Administrator.SA, DA]

1

On the home page, in the control bar under SCHOOL, click School Info. The School Info page appears.

2

Click the school's name. The School Info Detail page appears.

3

On the Basics panel, click Edit. The Schools popup page appears [Figure 89].

4

Under School Entry Grades, designate one or more Grades as an entry grade level by transferring them to the Assigned Items column from the Available Items column.

=

Double-click a grade to transfer it between columns.

=

School Entry Grades is available only if the year-end transfer method is set to Geocode Map [>>].

5

Click Save.

Figure 89: School Entry Grades popup page

Pearson
Always Learning
www.pearsonschoolsystems.com 
Tel: 866-434-6276
Email: psstechsupp@pearson.com