student codes - skyward · student codes guide adding a code when adding a new code, there are...

Student CodesOverviewAdd CodeEdit CodeDelete Code

Band Instrument

Category Types

Educational Pathways

Entry Codes

Status End Codes

Instructional Area Codes

Instructional Setting Codes

Last Attendance Codes

Note Categories

State Aid Categories

Student Types

Vocational Characteristic Codes

Withdrawal Codes

Boundary Override Reason Codes

Track Request Group Codes

College Codes

Work Based Instruction (WBI)-Training Objective Codes (Texas Only)

Work Based Instruction (WBI)-Early End Reason Codes (Texas Only)

Work Based Instruction (WBI)-Transportation Method Codes (Texas Only)

Work Based Instruction (WBI)-Supervisor Name Codes (Texas Only)

Work Based Instruction (WBI)-Attachment Types (Texas Only)

STUDENT CODES GUIDE

Overview of CodesAdding a CodeEditing a CodeDeleting a Code

A Code is a certain length of symbols, numbers, and/or letters that represent a piece of data. Codes are used throughout the Skyward software for the following reasons:

• as a means of standardizing data entered by users to retain data consistency• to save time during data entry because of the consistency• for ease of reporting (codes are often used in reports as ranges or filters)• for accuracy in state reporting purposes

Codes typically need to be set up before starting to use a module and codes are found in the Setup area.

You can find the Student Codes by going to Student Management>Students>Setup>Codes.

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen.

STUDENT CODES GUIDE

The above screen shows a sample of the Student Codes that may be available based upon your state. You will click on the codes you would like to add. In the example, we are going to be using Band Instrument Codes.


STUDENT CODES GUIDE

Adding a Code

When adding a new Code, there are three fields that conistently need to be entered.• **Code – It is generally a certain length of letters/numbers/symbols.• **Short Description – Usually a 15 character field length.• **Long Description – Usually a 30 character field length.

Codes are created to speed up data entry, but most importantly, to keep data standardized and consistent. There should never be two different codes for the same thing.

After you have entered the required fields for the code, you will click Save.

Editing a Code

You can modify all fields for the code, except for the code field itself. If you need to modify the code and it is not being used, you will be able to delete the code and recreate it with the correct code.

Deleting a CodeCodes may be deleted if not used; a code being used in any fashion within the system cannot be deleted.


STUDENT CODES GUIDE

After clicking Delete, you will receive the above message. You will click Yes to delete the code. If the code is attached to a student, you will receive a message stating that you are unable to delete the code because it is attached to a Student Record.

Band Instrument Codes

The Band Instrument codes can be used to keep track of the band instruments that can be assigned to each student on the Entity tab.

Category Types

Categories allow the tracking of student information not found among the standard Skyward student fields. The Category Types are codes that can be used to attach either Entity Specific or District-Wide Categories to students on the Categories tab in the Student Profile. Both District and Entity use the same Category Type and Code tab, but differ depending on how they are connected to the student.

• Examples – College Attending, Physical Exam Card on File


STUDENT CODES GUIDE

After clicking Save, you will need to expand by Category Type Code and select Add Categories.

You will then add the individual categories for the Category Type. • Example – I created a Category Type of College Attending and the categories will be

the different colleges.

Educational Pathways

The Educational Pathways can be used in a Vocational Education record for a student on the Voc. Ed tab in the Student Profile. These are often state specific and would be used to track the projected vocational path for a student.


STUDENT CODES GUIDE

Entry Codes

Entry Codes are mandatory and are attached to a student’s Entry record when a student is first added into enrollment and to every additional Entry record a student may have. These are cross-walked with state codes for certain states. Entry Codes represent the type of entry when a student is enrolling.

• Examples – First time in District, Re-entry

Status End Codes

The Status End Code is used on the Withdrawal screen in certain states. It describes why a student’s enrollment ended or changed. States that require the Status End Code will see a “State Code” that must be entered.


STUDENT CODES GUIDE

Instructional Area Codes

The Instructional Area Codes can be used in a Vocational Education record for a student on the Voc. Ed tab in the Student Profile. These are often state specific as well and would be used to describe projected future employment plans for a student.

Instructional Setting Codes

The Instructional Setting Codes can be used in a Special Ed record for a student on the Special Ed tab in the Student Profile. These are oftern state specific and represent the amount of time a Special Ed student is removed from a general education classroom and placed into special education services

• Examples – Removed less than 20%, Removed 21-60%


STUDENT CODES GUIDE

Last Attendance Codes

The Last Attendance Codes are used in Minnesota State Reporting only and are used to describe the location of the last attendance for a student.

• Examples – Another Country, Other Public School

Notes Categories

The Note Categories are optional and can be used to further categorize types of notes entered for students. This can be helpful when running reports of student notes.

• Examples – Hearing Notes, Allergy Notes


STUDENT CODES GUIDE

State Aid Categories

The Student Aid Category are state-mandated codes used to identify a student’s eligibility for certain types of state aid.

Student Type

The Student Types are attached to a student’s Entry record and are mandatory. They are used to identify any distinctions among different groups of students.

• Examples – Regular, Special Ed


STUDENT CODES GUIDE

Vocational Characteristic Codes

Vocational Characteristic Codes can be used in a Vocational Education record for a student on the Voc. Ed tab in the Student Profile. These are often state specific and are used to describe why a student would qualify for state or federal funding.

Withdrawal Codes

Withdrawal Codes identify the reason why a student was withdrawn from a particular school. The Withdrawal Code is “cross-walked” in many states with the State Withdrawal Type Code; this is used for state reporting purposes.

• Start/Stop Year – Withdrawal codes may be started one year and then ended another year in order to no longer allow a code to be assigned to a student.

• Secure this Withdrawal Code – If you select this option, you will select the Security Group(s) that will have access to use this code.


STUDENT CODES GUIDE

Boundary Override Reason Codes

The Boundary Override Reason Codes are optional and are used in conjunction with Student Paths on the General>School Path tab in the Student Profile. These can be used to describe why you are manually overriding a student’s Next Year School instead of having the student follow the Address or School Path.

• Examples – School Choice, Parent Teaching in School

Track Request Group Codes

The Track Request Group Codes will only display if the “Use Tracks” is checked in Product Setup>Skyward Contact Access>District Setup>Configuration>Student Configuration. If Tracks are being used, then this code can be used to cross-walk a track with a Scheduling Team for the purposes of current and future scheduling.

• **Group Requests – The value you enter in 1st, 2nd, 3rd, and 4th should be the scheduling team. You can find scheduling teams by going to Student Management>Current Scheduling>Build Course Master>Setup>Codes>Scheduling Team Codes.


STUDENT CODES GUIDE

College Codes

College Codes can be used on the Transcript tab in the Student Profile. They are optional, but would allow you to enter a record as to where Transcripts have been sent.

Work Based Instruction (WBI)–Training Objective Codes (Texas Only)

The Training Objective Codes depict the overall objective area that the student will be learning through the CTE Work-Based Instruction Training Plan program.

• Examples – Architect, Farm Management, Legal Assistant


STUDENT CODES GUIDE

Work Based Instruction (WBI)–Early End Reason Codes (Texas Only)

The Early End Reason Codes represent the reason why a job-tracking record was ended earlier than the Training Plan.

• Examples – Absences, Injury, Transfer to another district

Work Based Instruction (WBI)–Transportation Method Codes (Texas Only)

The Transportation Method Codes depict the method by which the student travels to and from the work site.

• Examples – Bus, Train, Walk


STUDENT CODES GUIDE

Work Based Instruction (WBI)-Supervisor Name Codes (Texas Only)

The Supervisor Name Codes are used to show the Supervisor for the student’s job.

Click the Supervisor link.

Click Add to create a new Supervisor to add to the Employer Table.


STUDENT CODES GUIDE

Enter the Last and First Name of the Supervisor and then select Click Here to Search for Enter Name.

If the name has a matching name in the system already, you will highlight the name and click the Select Name and Add As Employer button.

If there is no matching name, you will select Add Entered Name as Employer.


STUDENT CODES GUIDE

If there was no matching name, it will take you to the above screen after selecting the Add Entered Name as Employer.

You can enter the address and select Continue Add. If you do not have the address of the Supervisor, you will select No Address.

You can now enter demographic information for the supervisor. Fields that will pull into the supervisor screen include:

• 1st Phone Number• Home Email


STUDENT CODES GUIDE

• Employer• Occupation

After you have completed the entry of information, you will click Save.

The Supervisor Name will now display in the list of Employer Names. You will highlight the name and click Select.

After selecting the Supervisor Name, the Occupation, Phone, Email, and Employer will populate on the Supervisor Name Maintenance.

Work Based Instruction (WBI)-Attachment Types

The Attachment Type allows you to depict what type of attachment is being posted to the CTE Portfolio.

• Examples – CTE Agreement, Student Information


student codes - skyward · student codes guide adding a code when adding a new code, there are...

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