censusguide - cobb county school district€¦ · individualenrollment 36 chapter5:reports 37...

Census Guide

The Edupoint software and any form of supporting documentation are proprietary and confidential.Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictlyprohibited andmay result in severe civil and criminal penalties.Information in this document is provided in connection with Edupoint Educational Systems, LLC. products. Nolicense to any intellectual property rights is granted by this document.

The screens, procedural steps, and sample reports in this manual may be slightly different from the actualsoftware due tomodifications in the software based on state requirements and/or school districtcustomization.

The data in this document may include the names of individuals, schools, school districts, companies, brands,and products. Any similarities to actual names and data are entirely coincidental.

Copyright ©2015-2020 Edupoint Educational Systems, LLC.

Edupoint, Synergy Student Information System, Synergy Special Education, Synergy Assessment,TeacherVUE, LessonVUE, StudentVUE, and ParentVUE are registered trademarks of Edupoint EducationalSystems. Inspect is a registered trademark of Key Data Systems. Google and theGoogle logo are registeredtrademarks of Google Inc. Apple and iPad Pro are trademarks of Apple Inc. Microsoft andOneDrive aretrademarks of theMicrosoft group of companies.

Other names and brands may be claimed as the property of others.

Copyright 2015-2020 Edupoint Educational Systems, LLC.

About This ManualEdupoint Educational Systems, LLC. develops software with multiple release dates for the softwareand related documentation. The documentation is released inmultiple volumes tomeet thiscommitment.

This document serves as a reference for Edupoint's recommendations and Best Practices forSynergy processes. Due to the complex nature andmyriad configurations possible within theSynergy software, it is not feasible to include every possible scenario within this guide.

Conventions Used in This Manual

l Bold indicates user interactions such as a button or field on the screen.l Italics indicate the option to select or text to enter.l Notes, Tips, References, and Cautions display in themargin to provide additional information.

Notes provide additional informationabout the subject.

Tips suggest advanced options orother ways of approaching thesubject.

References list another source ofinformation, such as another manualor website.

Cautionswarn of potential problems.Take special care when readingthese sections.

Before You Begin

Before installing any of the Edupoint family of software products, be sure to review the systemrequirements andmake sure the district’s computer hardware and softwaremeet theminimumrequirements.

Software and Document History

DocumentVersion

ReleaseDate

SoftwareRelease Description

- May 2017 2018 No changes required

- Dec 2017 2018.01 No changes required

- Jun 2018 2019 No changes required

- Dec 2018 2019.01 No changes required

- Jun 2019 2020 No changes required

- Mar 2020 2021 No changes required

Census Guide 3

Copyright 2015-2020 Edupoint Educational Systems, LLC

Table of Contents

About ThisManual 3

ConventionsUsed in ThisManual 3

Before You Begin 3

Software and Document History 3

Table of Contents 4

Chapter 1: Overview 6Overview of Census 7

Chapter 2: Setup 10Installation 11

Lookup Table Setup 12

Add Values to Lookup Tables 13

Assign a State Reporting Code to an Existing Lookup Table Value 14

Deactivate a Lookup Table Value 15

Sort Lookup Values 15

Census Lookup Tables 16

Family Type Definitions 17

Chapter 3: Dwellings 18AddressGrid Definition 19

Managing Dwellings 21

Adding Dwellings 21

Additional Options 22

Chapter 4: Families 23Managing Families 24

Creating Families 24

Adding Adults 25

Managing Adults 26

Adding Children 27

Managing Children 28

Additional Options 29

Dwelling Change 31

Split Family 32

Child Enrollment 34

Mass Enrollment 34

4 Census Guide

Edupoint Proprietary and Confidential

Individual Enrollment 36

Chapter 5: Reports 37ReportsOverview 38

CEN201 – Initial Grade and School 40

CEN801 – Family Type Updater 41

Chapter 6: Security 42Security Overview 43

Census Security 44

Census Guide 5


Chapter 1:Overview

Overview of Census 7

Census GuideChapter 1: Overview 7

Overview of CensusTheCensusmodule captures data on dwellings and families within a school district. Each familyresides in one dwelling and each dwelling exists within the district’s Address section. States use thisinformation for reporting purposes. All new student enrollment is done through the Family screen.

Dwelling Screen

FamilyScreen


8 Census GuideChapter 1: Overview

Synergy SIS disables certain fields on other screens if using the Censusmodule.

l Synergy SIS > Student > Student,Demographics tab – The HomeAddress sectioncannot bemodified as the Dwellings screenmanages this information.

Student Screen

l Synergy SIS > Student > Student, Parent/Guardian tab – The Lives With option in theParents andGuardians section cannot bemodified as the Family screenmanages thisinformation. You cannot add parents or guardians from this screen.

Student Screen, Parent/Guardian Tab


Census GuideChapter 1: Overview 9

l Synergy SIS > Parent > Parent,Demographics tab – The HomeAddress section cannotbemodified as the Dwellings screenmanages this information.

Parent Screen

l Synergy SIS > Parent >Parent,Children tab – The Lives With option in the RelatedChildren section cannot be edited as the Families screenmanages this information.

Parent Screen, Children Tab


Chapter 2:Setup

Installation 11Lookup Table Setup 12Census Lookup Tables 16

Census GuideChapter 2: Setup 11

InstallationSynergy SIS does not include the Censusmodule content. This content is installedmanually afterthe initial Synergy SIS installation is complete. After installation, any data from a previous system isimported using theGeneric Conversion Tool.

See theSynergy SIS – System Installation Guide for more information onthe installation process.

1. Open the folder containing the Census installer.2. Launch the InstallUserPrompt.exe.3. Enter theOrganization Name.4. Select the district’sLocalization.5. Enter the License Key.6. ClickNext.

InstallWizardWindow

7. Complete the installation process.8. Click OK when finished.9. Open DBTools.


12 Census GuideChapter 2: Setup

10. Navigate toDatabases > Edit System Config Attributes.11. Select theCensus database from theSource Database list.12. Ensure thatCENSUS_ENABLED=”Y” exists under the SIS table:

Figure 2.2 - DBTools, CensusDatabase

13. Click Save.

Lookup Table SetupSome drop-downs and checkbox lists use values configured in lookup tables. Hover over a field toview a tooltip icon that indicateswhich table controls the field.

Lookup Table ValuesExample



Product-owned lookup tables use hard-coded values that are core to the programming and cannotbe changed. You can customize other lookup tables tomatch district specifications and statereporting needs.

Consult the list of lookup tables for your state in the appropriate StateReporting Guide to identify tables that require a specific value.

TheName of the table is listed and theNamespace lists the businessobject the table belongs to at the top of the table.The Locked valueindicates if the table is locked and product-owned.

Dwelling Type Lookup Table

Add Values to Lookup Tables

Hover over the field and click the tooltip icon to open the Lookup Tablescreen in a new window for editing. This allows you to quickly edit values.Refresh the original Synergy SIS screen after modifying values in lookuptables to view changes.

1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Locate the appropriate table.

PAD Tree

Enter Code Lookup Table

3. ClickAdd in the Lookup Values section to add a new line.4. Enter a ListOrder to display the list in a specific order, if needed.5. Enter aCode. This valuemust be unique.



6. Enter aDescription. This information displays as an option in the drop-down.

The lookup values are sorted byListOrder first, then byCode, andthen byDescription.

7. Enter theOther SIS code to import data during the conversion process from another studentrecords system.

8. Enter theState Code, if assigned.9. Enter theAlt Code 3 and Alt Code SIF if used for reporting or system interoperability

purposes, if needed.10. Enter theEd-Fi Code if your district is part of the Ed-Fi Alliance, if needed.

See your State Reporting Guide to identify if there is a specific coderequired.

11. Enter aYear Start and/or Year End date to activate or deactivate the code, if appropriate.

Inactive codes show in historical data but are not available forselection for new records.

12. ClickSave.

Assign a State Reporting Code to an Existing Lookup Table Value

See your State Reporting Guide for more information.

1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Locate the appropriate table.3. Enter the appropriate state reportingCode, State Code, orAlt Code 3 on a populated

Lookup Value line.


4. ClickSave.



Deactivate a Lookup Table Value

This procedure describes how to deactivate a lookup table value containing codes that are no longervalid. Deactivated values are no longer available for selection but remain in Synergy SIS forhistorical reporting purposes.

Do not modify or delete lookup table values that contain outdated statereporting codes. These are still used for historical reporting purposes.Instead, deactivate the value and then add a new lookup table value thatcontains the updated state reporting codes.

1. Navigate toSynergy SIS > System > Setup > Lookup Table Definition.2. Locate the appropriate table.3. Remove the text inState Code on the lookup value line.4. Select the last year the lookup table value is valid in theStatus Year End field.


5. ClickSave.

Sort Lookup Values

Click the arrows in any column heading to temporarily change the sort order of the Lookup Valuessection.




Change the ListOrder to permanentlymodify the sort order.


Census Lookup TablesThe lookup tables used for Census are:

Synergy SIS Related Census Field

K12.Census

Census Area Dwelling > Other section > Census Area field

County Dwelling > Other section > County field

Dwelling Type Dwelling > Dwelling ID field

Family Type Family > Family Detail tab > Family Type Youngest/Oldestfields

Municipality Dwelling > Other section >Municipality field

School BoardArea Dwelling > Other section > School Board Area field

Transported Dwelling > Transported section > Transported field



Family Type Definitions

The below table displays the values required for the Family Type lookup table definitions.

Family Type Lookup Table

Code Description

0 Preschool

1 Kindergarten

2 Elementary School

3 Middle School

4 High School

5 Non Public School

6 Elsewhere

7 Adult

8 Not Enrolled

9 NoChildren


Chapter 3:Dwellings

Address Grid Definition 19Managing Dwellings 21

Census GuideChapter 3: Dwellings 19

Address Grid DefinitionThe AddressGrid Definition screen contains the grid codes for the district. Each grid code links tospecific schools of residence, which Census uses for reporting purposes.

Schools assigned to each grid codemay be different than a Familymember’s enrolled schools. See Child Enrollment for more information.

1. Navigate toSynergy SIS > System > Setup > Address Grid Definition.2. ClickAdd to open the AddressGrid Definition (Add) screen.

AddressGrid Definition (Add) Screen

3. Enter theGrid Code.4. Click Save.

5. Click for each School type and find the appropriate schools.6. Enter theDistrict of Residence.7. Enter the Country.8. ClickAdd in the Street Segments section to open the Street Definition screen.

AddressGrid Definition Screen


20 Census GuideChapter 3: Dwellings

6. Enter theName of the street.7. Select the Type from the list.8. Enter the numeric range of addresses on the street in the Low andHigh fields, and enter the

Increment for each house number. For example, address numbers onWest Ave rangefrom 100-199, beginning with 100 and increasing by 5 for each house.

Street Definition Screen

12. ClickSave.13. ClickShow Detail to add additional information.

AddressGrid Definition Screen

14. SelectStreet Supplement,Odd/Even, Pre Direction, andPost Direction, if needed.15. SelectUse Street Type in Address Violation.16. Select This Street Segment is a PO Box, if applicable.17. Enter theCity, State, Zip 5, and Zip 4.18. ClickSave.


Census GuideChapter 3: Dwellings 21

Managing DwellingsTheCensusmodule associates each family in Synergy SIS with a dwelling. Dwellings exist eitherwithin or outside of district boundaries and each dwelling has one address record. Districts canupdate grid codeswithin dwelling records, if needed.

Synergy SIS automatically generates theDwelling ID, though users canalso enter a valuemanually.

Adding Dwellings

1. Navigate toSynergy SIS > Census > Dwelling.2. ClickAdd to open the Dwelling Add screen.

Dwelling Add Screen

3. Enter theDwelling ID or leave the field blank to auto-populate a value.4. Select theDwelling Type.5. Enter the Date Built.6. Select theGrid Code associated with the Dwelling.7. Enter theAddress.8. Enter theCity.9. Select theState.10. Enter the Zip Code.11. Select theOut of District option.12. ClickSave.


22 Census GuideChapter 3: Dwellings

13. Enter additional dwelling information, such asResident District,Census Area, LocationID, and transportation information for each school associated with the dwelling.

Dwelling Screen

Adults residing in the dwelling display in the Adults section oncethey are added through the Family screen.

Additional Options

Select theEdit Dwelling Data option from theMenu to edit the top row of data on the Dwellingscreen.

Dwelling Screen

1. Select the Inactive option to remove the dwelling fromCensus data if a family within thedistrict moves from the residence.

2. Set theDate Demolished if the dwelling no longer exists.

A dwellingmust be set to Inactive if no longer in use. Using theDeleteoption removes the dwelling from the system and all records.


Chapter 4:Families

Managing Families 24Dwelling Change 31Split Family 32Child Enrollment 34

24 Census GuideChapter 4: Families

Managing FamiliesCensus assigns families to dwellings. Synergy SIS pulls address information for students andparents from the Family screen. Families consist of adults and children, and one adult must be listedasHead of Household for each family. Adults can only belong to one family but children can belongtomultiple families.

Synergy SIS automatically generates the Family ID. You can also enter avaluemanually.

Creating Families

1. Navigate toSynergy SIS > Census > Family.2. ClickAdd to open the Family (Add) screen.3. Enter the Family ID or leave the field blank to auto-populate a value.

4. Enter theDwelling ID or click to search for a dwelling.

Family (Add) Screen

5. ClickAdd in the Adults section to add adults to the family.6. ClickShow Detail in the Adults section to view additional details about the adults listed.7. ClickAdd in the Children section to add children to the family.


Census GuideChapter 4: Families 25

8. ClickShow Detail in the Children section to view additional details about the children listed.

FamilyScreen

9. ClickSave.

Adding Adults

You can auto-generate or manually enter the Adult ID. TheSystem tab onSynergy SIS > System > Setup > District Setup contains this option.

District Setup Screen, System Tab

1. ClickAdd in the Adults section. The Find Adults screen opens to locate an adult.

You can only add existing adults to a new family if the adult is notlisted as the only Head of Household in another family.

2. ClickAdd to Family if the adult exists or clickAdd New if not. The FamilyMember Adult Addscreen opens.

FamilyMember Adult Add Screen



3. Enter the LastName and FirstName.4. Enter theAdultID or leave blank to auto-populate.5. Select the Gender.6. Enter any additional information for the adult.7. ClickSave.

You can convert child records to adult records by clickingShow Childrenon the Find Adults screen. Enter theminimumage to display records for(usually 18) and select the child record. This permanently converts therecord fromChild to Adult.

Find AdultsScreen

Managing Adults

ClickShow Detail in the Adults section to view theAdult ID andHead of Household options foran adult. At least one adult must be designated as theHead of Household.

FamilyScreen, AdultsDetail View

Click theX in theDelete column next to the adult name to permanently delete an adult. A pop-upscreen opens to confirm deletion.

FamilyMember Adult Delete Confirmation Screen

Edit adult demographic information throughSynergy SIS > Parent >Parent. This can also be accessed by clicking the Parent name in thesection.



Adding Children

Youmust set an adult asHead of Household before adding children.

1. ClickAdd in the Children section. The Find Children screen opens to locate a child.2. ClickAdd to Family if the child exists or click Add New if not. The FamilyMember Child Add

screen opens.

a. Enter the Last Name and First Name.b. Select theHome Language.c. Enter the Birth Date.d. Select the Gender.

FamilyMember Child Add Screen

e. Click Save.



Managing Children

TheSynergy SIS > Student > Student openswhen you click on a child enrolled within the district.If the child is not enrolled, clicking their name opens the Child screen. Schools can update thedemographic information through these screens.

1. Select a child in the Children section and clickShow Detail.

FamilyScreen, Children Detail

2. Select theEnrollment Residence Family andPrimary Communication Family, ifdifferent from the child’s current family.

3. Select the Initial Grade and Initial School for Initial Enrollment.4. Select theRelationship for each adult in the household in the All FamilyMembers section.5. ClickSave.

You can remove children from families in Synergy SIS by selecting theX column and then clickingSave. You can permanently delete children by clicking X in theDelete column. A pop-up windowopens to confirm deletion.

FamilyMember Child Delete Confirmation Screen



Additional Options

You can edit the top row of data on the Family screen using theEdit Family Data option in theMenu.

FamilyScreen

The Family Detail tab contains additional demographic information on the family, including theHome Language,Mailing Address, andMove Dates. If a familymoves to another dwelling, youcan update this information here.

FamilyScreen, FamilyDetail Tab



TheDwelling History section displays the address history of the family. The Homeless AddressInformation and HomelessNotes sections contain information in the event that the family does notreside in a dwelling.


ThePhone Numbers tab displays the phone numbers for eachmember of the household.

FamilyScreen, Phone NumbersTab

You can delete Families once all children and adults are removed from thefamily, with children removed first. Children inmultiple familiesmust haveone family set as the primary communication family and can then beremoved from the primary family only.



Dwelling ChangeIf a familymoves to another dwelling within the district, update this information on the Family tab.

1. Navigate toSynergy SIS > Census > Family.2. Select the Family Detail tab.3. ClickChange to open the Family Dwelling Change screen.


4. Enter the Move In House Date andMove Out House Date.5. Enter theMove in District Date andMove Out District Date.6. Click next to theDwelling ID field and locate a new dwelling.

FamilyDwelling Change Screen



Split FamilyIn the event of a divorce or separation, schools can split families on the Family screen. The Adultrecordsmove to new dwellingswhile children records duplicate. If a child is amember of more thanone family, the detail view displaysmembership for both families.

Youmust set two or more adults asHead of Household before the SplitFamily option becomes available.

1. Navigate toSynergy SIS > Census > Family.2. ClickSplit Family to open the Split Family screen.

FamilyScreen



3. Select theAdult to move to the new family.4. Select the Children to copy to the new family.5. Click on theDwelling ID field and locate a new dwelling.

Split FamilyScreen



Child Enrollment

Schoolsmust add new students as children on the Family screen beforethe enrollment process can begin.

Mass Enrollment

TheChild Enrollment screen runs the enrollment process using the Census data collected within themodule. This process enrolls all unassigned and eligible children into the school of focus.

1. Navigate toSynergy SIS > Census > Setup > Child Enrollment.

Child Enrollment Screen

2. ClickSet Grid Codes in Step 1: Set Grid Codes section. The Job Details screen opens anddisplays the status once completed.



3. Enter theBirth Date Range and Initial Grade for student enrollment in Step 2: PopulateInitial Grade And School section. This process assigns the initial grade and school to childrennot yet enrolled.

TheClear Existing button removes all initial schools and gradesfrom all students.

4. ClickPopulate. The Job Details screen opens, and displays the status once completed.5. ClickPrint in Step 3: Print Report On Initial Grade And School section to display a report for

all children with an initial grade and school. This displays the results of the previous step, aswell asmanual modifications.

See CEN201 – Initial Grade and School for more information.

6. Enter the Default Enrollment Values in Step 4: Enroll Children scetion. This process enrollsany children not already enrolled.

a. Select theEnter Code.b. Enter the Enter Date.c. Select the FTE.d. Select the Tuition Payer Code.e. Select theDistrict of Residence.f. Select theDefault Enrollment User DD4.g. Select theDefault Enrollment User DD6.

7. ClickEnroll Children.



Individual Enrollment

Schools can enroll children individually through the Family screen.

1. Navigate toSynergy SIS > Census > Family.2. Click Enroll for the required child. The Student Add screen opens.

FamilyScreen

3. Enter enrollment details for the child.4. ClickSave.

See theSynergy SIS – Student Management User Guide for moreinformation on the student enrollment process.

Enrollment information displays next to each child in the section. The section displays the last schoolattended if the child is set to Inactive.

TheStatus column indicates the students’ status in the family and not atschool.


Chapter 5:Reports

Reports Overview 38CEN201 – Initial Grade and School 40CEN801 – Family Type Updater 41

38 Census GuideChapter 5: Reports

Reports OverviewFour types of reports display in the PAD tree.

l Individual – 200-level reports are Individual reports. These print information for a singlestudent per page and can be printed for multiple students at once.

l List – 400-level reports are List reports. These show details for multiple values, such asstudents or teachers, on one page.

l Summary – 600-level reports are Summary reports. These provide numerical totals for eachcategory specified.

l Extracts – 800-level reports are Extract reports. These export information fromSynergy SISinto a text file that can be used to import data into another program.

You can also run reports from any Synergy screen that focuses to a student or from Find results atSynergy SIS > Student > Student using theActions icon. Synergy Actions includesmost reportsthat have a Student section in theSort/Output tab. The following example shows the reportsavailable to run for a student at Synergy SIS > Attendance > Period Attendance.

Period Attendance Screen


Census GuideChapter 5: Reports 39

The Job Details screen shows the Job Detail and Status during processing. Any processing errorsshow in the Status section. When the report completes, the Job Details screen closes and a PDF fileof the report opens.

Job DetailsScreen

Reports use the current focus to pull data unless specified otherwise in report options. You can runreport information at the district, organization, or school level. Options selected on theSort/Outputtab and your organization focus settings determine if inactive students display in reports.

This section covers only the customizations specific to the reports used forthis guide. See theSynergy SIS –Query and Reporting Guide for moreinformation on additional report options.


40 Census GuideChapter 5: Reports

CEN201 – Initial Grade and School

Synergy SIS > Census > ReportsThe Initial Grade and School report displays all initial enrollment information for students within thechosen school or district. The report also displays the student’sPerm ID and Family ID.

CEN201 – InitialGrade And SchoolReport Interface Screen

Report Options:

There are no options for this report at this time.

CEN201 – InitialGrade And SchoolReport Output


Census GuideChapter 5: Reports 41

CEN801 – Family Type Updater

Synergy SIS > Census > ReportsThe Family Type Updater runs a bulk update to change family types based on children and enrolledstudents. Running this process calculates the family type based on the youngest and oldeststudents.

CEN801 – Family Type Updater Report Interface Screen

Report Options:

l Eligible DOB – Date used when calculating eligibility agesl Adult Age – Age at which a student should be counted as an adult

CEN801 – Family Type Updater Report Output


Chapter 6:Security

Security Overview 43Census Security 44

Census GuideChapter 6: Security 43

Security OverviewThe PAD Security screen (Synergy SIS > System > Security > PAD Security) and the SecurityDefinition screen (Synergy SIS > System > Security > Security Definition) define security foreach of the screens discussed in this guide. This section outlines the security location for each of thescreenswithin Security Definition.

Edupoint recommends that users only secure reports through PADSecurity instead of the Security Definition screen.

See theSynergy SIS – Security Administrator Guide for more detailsregarding security definitions.


44 Census GuideChapter 6: Security

Census SecurityScreen PAD Location Tab Grid/Pop-Out

ScreenField Security Node

AddressGrid Definition System > Setup All

All except StreetSegments All K12.AddressInfo.Grid

Street Segments All K12.AddressInfo.Street

Child Enrollment Census > Setup All All All K12.Census.CensusSetup

Dwelling Census All

All exceptTransported andAdults

All K12.Census.Dwelling

Transported All K12.Census.DwellingGridUI

Adults All K12.Census.DwellingFamilyGrid

Family Census

All

All except wherenoted All K12.Census.Family

Adults All K12.Census.FamilyMemberAdultGrid

Children All K12.Census.FamilyMemberChildGrid

Children Detail, AllFamily Members All K12.Census.FamilyMemberChildFamilyMember

Family Detail Dwelling History All K12.Census.FamilyDwellingHistory

Phone Numbers Phone Numbers All K12.Census.FamilyPhoneNumber


About This ManualConventions Used in This ManualBefore You BeginSoftware and Document History

Table of ContentsChapter 1: OverviewOverview of Census

Chapter 2: SetupInstallationLookup Table SetupAdd Values to Lookup TablesAssign a State Reporting Code to an Existing Lookup Table ValueDeactivate a Lookup Table ValueSort Lookup Values

Census Lookup TablesFamily Type Definitions

Chapter 3: DwellingsAddress Grid DefinitionManaging DwellingsAdding DwellingsAdditional Options

Chapter 4: FamiliesManaging FamiliesCreating FamiliesAdding AdultsManaging AdultsAdding ChildrenManaging ChildrenAdditional Options

Dwelling ChangeSplit FamilyChild EnrollmentMass EnrollmentIndividual Enrollment

Chapter 5: ReportsReports OverviewCEN201 – Initial Grade and SchoolCEN801 – Family Type Updater

Chapter 6: SecuritySecurity OverviewCensus Security

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