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SIS RFP # 1291 SYSTEM REQUIREMENTS (RESPONSE FORM) - Please do not handwrite your responses

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Req. # Priority Title Description Comments

ACADEMIC RECORD REQUIREMENTSARR.01 Mand - Govt

ARR.02 Mand - Govt

ARR.03 Mand - RISD

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Record academic data

The proposed system shall include an academic record area that contains:- Current year course cycle grades- Absence totals- Comments for a class- Semester grades- Semester exam grades- Final grade to determine credit on full-year courses- Absence fail flag to withhold credit due to excessive absences- Audit flag- Grade level when the course was completed- Quality points awarded- Units (number of times the course is included in the GPA calculation)- Conduct grades- Credit earned- College hours earned for dual credit (if not recorded on the course record) - Flag to determine if appear on printable transcript Academic Achievement Record (AAR)- Free form text field for notes

Post grade history for transcript

The proposed system shall have a grade history for each school year which the student's district transcript will pull data from, based on the rules set by TEA Minimum Standards for the Academic Achievement Record.

Update grade history

The proposed system shall allow secured users to update any grade history data if needed.


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ARR.04 Mand - RISD Enter alphabetic grade

The system shall allow the recording of an alphabetic grade (like "P" or "F") instead of a numerical grade in student's permanent grade history.


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ACADEMIC RECORD REQUIREMENTSARR.05 Mand - Govt

ARR.06 Mand - Govt

ARR.07 Mand - Govt

ARR.08 Mand - RISD

Produce student transcript - Academic Achievement Record (AAR)

The proposed system shall print, on demand, the state (TEA) required Academic Achievement Record (AAR) form, with course/grade/credit history including current year in accordance with the TEA Minimum Standards for the Academic Achievement Record. Sample forms as well as the minimum standards are located at http://www.tea.state.tx.us/index2.aspx?id=5974

Produce multiple types of transcripts

The proposed system shall have the option to produce a student transcript at the junior high and high school levels. The junior high level shall only display courses taken in the 7th and 8th grades. The high school transcript shall display courses taken in junior high for credit as well as all courses taken in 9th through 12th grades.

Maintain graduation type code

The proposed system shall maintain a graduation type code for each student beginning when the student enters 9th grade. The graduation type code shall be changed as needed.

Maintain graduation plan/credit profile

The proposed system shall provide a graduation plan/credit profile that includes an analysis of current and historical course work against the District's and/or State's various graduation plans. The analysis shall provide the total credits completed as well as the content areas that are deficient.


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ARR.09 Mand - RISD Produce graduation plan/credit profile printable report

The proposed system shall provide a printable report of the graduation plan / credit profile for each secondary level student based on their diploma type coding at the time the report is run.


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ACADEMIC RECORD REQUIREMENTSARR.10 Mand - RISD

ARR.11 Mand - Govt

ARR.12 Mand - Govt

ARR.13 Mand - RISD

Mand - RISD

ARR.14 Mand - RISD Modify AAR legend

Average cycle/semester grades

The proposed system shall average grades based on district policy. System shall automatically average grades if local course number is the same; no averaging of semesters if one semester is flagged as auditing or absence failure.

Post required state assessment on transcript

The proposed system shall display the appropriate testing information on the front of the transcript as required by the TEA Minimum Standards for the Academic Achievement Record.

Establish courses completed out-of-district

The proposed system shall allow out-of-district courses to be added as needed with the appropriate codings as required by PEIMS/TEDS. This is needed to enter student's transfer grades to courses not taught by RISD.

Record student grades from out-of-district

The proposed system shall have a means to record academic grades completed outside of the district in a way that will designate them as not being completed in RISD.

ARR.13.01

Provide field showing where transfer credits were earned

The proposed system shall include a designated field to indicate specific school where transfer credits were earned.

The proposed system shall allow modification of AAR legend for state and local code descriptions.


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AFFIDAVITS REQUIREMENTSAFF.01 Mand - RISD Track variety of

affidavits: Guardianship, Power of Attorney, Residency, etc. with the inclusion of required fields

The proposed system shall allow for the tracking of the following types of affidavits:- Grandparent- Guardianship- In Loco Parentis- Adult Student Eligible- Power of Attorney- Residency

Data fields required are:- Affidavit Type- Received Y/N- Effective Date- Expiration Date- Notes (free form)


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AFF.02 Mand - RISD Generate specific reports related to affidavits: Guardianship, Power of Attorney, Residency, etc. at both campus/district level

The proposed system shall allow for appropriate RISD personnel to run reports (at campus or district level) to track which student(s) have an affidavit and the status of the affidavit.

Such as:- Number of students on affidavits at each campus- Type of affidavit (run for specific type or all types)- Status of affidavit (current/expired/all status)- Filter by specific groups of students (e.g., specific 9th grade cohort group)- Filter by grade level, campus or district-wide- Run reports real-time


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AT-RISK REQUIREMENTSATR.01 Mand - Govt

ATR.02 Mand - RISD

ATR.03 Mand - RISD

ATR.04 Mand - RISD

Provide functionality to automatically identify at-risk based on specified criteria

The proposed system shall provide functionality to automatically identify students deemed to be at-risk based on the criteria put forth by the State. The at-risk field should not have to be hand coded for each at-risk student, the logic of the at-risk routine should determine this automatically, by deriving the information from other data elements in the SIS. Upon exiting at-risk, this shall also be automatically determined and students marked based on logic. (see PEIMS/TEDS element no. E0919)

Track by date each at-risk category

The proposed system shall track each student's at-risk criteria (local or state defined). All historical data for the at-risk category shall be stored and kept for every student, showing entry and exit date for each category.

Track at-risk historical data

The proposed system shall track at-risk historical data in order to allow for longitudinal data analysis.

Provide summary and other reports based on specified criteria

The proposed system shall: - Provide overall summary reports based on each school/district, giving an overall count of how many students are at-risk, local and state, and count each criterion (at-risk reason) outlined as at-risk, to be run by user-defined as of date. - Provide a detailed report on each student identified as at-risk, student name, grade, school, student id, and showing all categories for at-risk and whether student has been marked as at-risk for those criteria. List all interventions that have been given to a student, regarding at-risk status. - Provide a detailed report based on user criteria such as school or grade, for at-Risk students, providing student id, name, grade, etc. Allow users to add the information needed from a selection of columns, for all information needed on student.


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ATR.05 Mand - Govt The proposed system shall track all student interventions.Monitor student interventions


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ATTENDANCE AND TRANSFER REQUIREMENTSATTENDANCE BOUNDARIES (GRID CODE): ADDRESS VALIDATION / OVERRIDE CODES

ADD.01 Mand - RISD

ADD.02 Mand - RISD

Generate out-of-attendance boundaries report

The proposed system shall provide reports that show: - Students enrolled at a campus whose address falls outside the campus attendance area including the address override reason code, or lack thereof. - Students enrolled in the district whose address falls outside the district attendance boundaries including the address override reason code, or lack thereof.

Generate home school audit report for tracking students' reasons for attending outside of attendance zone

The proposed system shall provide a home school audit report by campus as well as district to track the reason why students do not attend school at their neighborhood school (e.g., transfers, magnet students, overflows.)

The report shall track and display information based on student name, ID number, current campus, address override reason, sending campus, receiving campus, approved transfer effective date and expiration date.

The report shall be pulled for:- A specific grid code override reason or for all override reasons.- Students who are missing grid override reasons that need one.

A sending/receiving campus shall pull a report to show where the students are attending school and what the override reasons are.


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ADD.03 Mand - RISD Enhance five level feeder pattern to improve accuracy of student allocations

The proposed system shall provide more than one school option from the feeder pattern to improve the accuracy of allocations for students in select attendance areas.


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ATTENDANCE BOUNDARIES (GRID CODE): ADDRESS VALIDATION / OVERRIDE CODESADD.04 Mand - RISD

ADD.05 Mand - RISD

ADD.06

Validate and provide mailing address

The proposed system shall provide for an alternate mailing address in addition to the physical address. The "resides with" parent/guardian address must be a valid address and must be validated against the RISD attendance zone address table.

In case of P.O. Box address, at least the city + zip combination shall be validated.

The alternate mailing address shall be a valid U.S. address.

Record and track changes to students' contact information

The proposed system shall allow any changes made to the students' contact information (e.g., address, telephone number, email) to be recorded/tracked along with the date of change and the person changing it.

Generate address change report

The proposed system shall provide an address change report with the following parameters: - Date range (from - to)- School- Student ID- Changed by user- Date changed on The address change report shall list in a chronological order all the address / telephone / email changes for the specified user criteria.


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ATTENDANCE BOUNDARIES (GRID CODE): ADDRESS VALIDATION / OVERRIDE CODESADD.07 Mand - RISD

ADD.08

ADD.09 Mand - RISD

Conduct student search based on contact/personal identifiable information

The proposed system shall search for an enrolling student to determine if they already exist in the Student Information System. The proposed system shall search for students based on stored contact/personal identifiable information (e.g., name or portions of their name, ID number in multiple ways, search by student/contact last name, first name, street address, birthdate, telephone number or email, etc.).

Conduct student search based on grid code attendance area and generate reports

The proposed system shall provide a way to search students living in a particular grid code/attendance area. The proposed system shall also provide a way to search students or generate a report for students following a particular feeder pattern.

Record and track changes of address override reason

The proposed system shall capture an address override reason if the "resides with" parent/guardian's address is not in the RISD attendance area or does not pertain to the enrolled campus attendance area. The user who made the change, the date of change and any corresponding notes for the override reason shall all be recorded.


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ADD.10 Generate report listing the number of students per homeroom teacher/per campus to determine available seats

The proposed system shall provide a real-time report which can list the number of students per homeroom teacher per campus in real-time.


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ATTENDANCE / MOBILITY / COHORTATT.01 Mand - Govt

ATT.02 Mand - Govt

ATT.03 Mand - RISD

ATT.04 Mand - RISD

Record absence by course and/or period by campus office staff

The proposed system shall allow campus office staff to post attendance by day, by teacher, by course number and/or by period.

Maintain attendance across district

The proposed system shall maintain student attendance within each and every school that a student attends during a school year. Taking attendance in non-PEIMS/TEDS schools shall not affect attendance in PEIMS/TEDS schools.

Provide user-defined absence codes of various types

The proposed system shall provide for user-defined attendance codes. Attendance codes shall be classified as truant, excused and unexcused absences, include or exclude for FSP funding, include or exclude on the report card. This includes, and is not limited to, attendance codes for tardies, school related activities, in school suspension (ISS), out of school suspension (OSS), religious holidays, etc.

The table that stores these codes can only be edited by the central staff. Each campus may have a different attendance code list.

Prevent teachers from overriding office posted attendance

The proposed system shall not allow the teacher to override any attendance that has been pre-posted.


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ATT.05 Mand - RISD Resolve attendance only by campus attendance office

The proposed system shall only allow attendance to be changed by the campus attendance office and/or central support staff.


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ATTENDANCE / MOBILITY / COHORTATT.06 Mand - RISD

Mand - RISD

Mand - RISD

Generate attendance reports

The proposed system shall provide attendance reports that show attendance codes that have been entered/changed. The attendance reports shall be run for an individual student or group of students (e.g., by grade level and/or by specific course and/or teacher and/or by period). The user shall have the option to select specific attendance codes to be included in a report.

ATT.06.01

Generate excessive absence report

The proposed system shall allow the user to enter a numeric range of low to high absences (e.g., from 5 to 30) to show students that fall within this range of absences. Run by specific absence codes or all absence codes.

ATT.06.02

Generate perfect attendance report

The proposed system shall allow the user to perfect attendance report for specific students or all students for specific date range or from first day of school. Also, exclude some attendance codes from counting against the student, such as medical, religious or school sponsored activity.


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Mand - RISD

Mand - RISD

Generate attendance detail report with notes

The proposed system shall provide attendance reports that show attendance codes that have been entered/changed. The attendance reports shall be run for an individual student or group of students (e.g., by grade level and/or by specific course and/or teacher and/or by period). The user shall have the option to select specific attendance codes to be included in a report.

ATT.07.01

Generate student detail report with notes

The proposed system shall allow users to run a detail report by range of dates for a specific student or all students on the campus. Run for specific codes or all codes. Offer option to print notes (that were entered by attendance personnel). This report shall list absences by period with all attendance codes in chronological order for the specific period.

ATT.07.02

Generate student detail matrix report

The proposed system shall allow users to run report by range of dates for specific student or all students on a campus. Run by course section or period attendance for specific codes or all codes. This report shall list the individual student's schedule at the top of the report and below that list the date of the student's absence as well as list the absence code for each period. This report shall also give a cumulative total of absences, by period, at the end of the report.


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ATTENDANCE / MOBILITY / COHORTATT.10 Mand - RISD Generate excessive

absence attendance letters withaddress labels/envelopes

The proposed system shall generate excessive absence attendance letters based on specific parameters that have been set for specific number of excessive absences for specific student(s). The user shall select which codes to be used in the excessive absence determination. The letter shall either be a district template or each campus shall create their own template.

The proposed system shall track when the letters were sent home with a flag on the student record to show when the letter was generated in the system.

The proposed system shall produce mailing labels and print addressed envelopes for each student based on the letter that has been generated.


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ATT.12

ATT.13 Mand - RISD

Generate attendance call list report including specified criteria

The proposed system shall provide an attendance call list report to facilitate parent calls.

The report shall list all students absent during one or more periods.

The report shall include:- Student name- Student ID- Grade- Gender- Attendance coded for each period- Date of absence- Parent/guardian (primary contact) name- Parent/guardian contact phone number and phone type (e.g., home, work, etc.)- Space for a campus office staff to make handwritten comment

Generate skipped class report

The proposed system shall provide a report identifying students present for some periods and absent for others on the same day.

Enter comments on attendance corrections

The proposed system shall allow the campus attendance office to enter comments on attendance corrections for student(s), for any period in the day, and include these comments in reports.


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ATT.14 Mand - RISD Delete absences after withdrawal date

The proposed system shall delete absences that exist after the withdrawal date. These absences may exist because they were proposed or the withdraw date was back dated.


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ATT.16

ATT.17

Provide single screen attendance for multi-class periods

The proposed system shall combine a teacher's courses/sections scheduled in the same period enabling the teacher to take attendance for all classes within the same period from a single screen at the same time (e.g., the teacher does not have to select a class, but rather a period; the attendance screen includes all students scheduled during that selected period for the teacher).

View and print longitudinal attendance data with specific parameters

The proposed system shall allow the user to view the attendance for all of their classes and/or periods for a specified day, specific week or specified six weeks marking period. This option needs to be available for one student, one class, all students or all classes.

Mand - RISD & Govt

Provide attendance counts

The proposed system shall provide a means for attendance/absence counts by campus/district for a specific day or range of dates based on user-defined absence codes.


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CAREER AND TECHNOLOGY EDUCATION (CATE) REQUIREMENTSCAT.01 Mand - Govt

CAT.02 Mand - Govt

CAT.03 Mand - Govt Disable CATE hours

CAT.04 Mand - Govt

CAT.05 Mand - RISD

Auto calculate CATE contact hours based on specific criteria

The proposed system shall automate the calculation of CATE contact hours based on the student's schedule, attendance, enrollment, SPED status and homebound information.

Include CATE indicator code for PEIMS/TEDS

The proposed system shall include a career and technology program indicator code for each student, as required by PEIMS/TEDS. The proposed system shall have a provision for two separate CATE reported fields for PEIMS/TEDS - Fall and Summer.

The proposed system shall not calculate contact hours for specific campuses (JJAEP, CMLC) or during the time a student is homebound (CEHI, regular ed homebound or SPED homebound).

Support six year plan for CATE students - tracking credits attempted as well as actual credits earned

The proposed system shall support tracking CATE courses and students to meet PEIMS/TEDS data standards. Properly coding CATE program indicators for PEIMS/TEDS requires knowing how many CATE classes have been taken, how many CATE classes the student is currently enrolled in, and how many CATE classes the student intends to take, (e.g., a six (6) year plan for CATE graduation). The proposed system shall also take into consideration whether these CATE courses are articulated or not.

Generate CATE report

The proposed system shall produce a CATE report for audit purposes which shall list all the student's CATE courses (past, current and future) that were taken into account at the time of CATE calculations.


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CAT.06 Track student completion

The proposed system shall attach (upload) licenses/certificates of completion (of course/program) to a student record.


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CHILD NUTRITIONNUT.01 Mand - RISD

NUT.02 Mand - Govt

NUT.03 Mand - Govt

Interface with PCS (computerized cash register system)

The proposed system shall interface with the District's PCS (online cash register system) to receive updates from the free/reduced priced lunch application system and shall include: status (free, reduced, denied, temporary), application number, effective date and expiration date.

Track free and reduced lunch eligibility status

The proposed system shall be able to track students' eligibility status. The information shall be historical so that on any given as of date the student's lunch eligibility status can be determined.

Generate district/campus reports for eligibility in lunch program

The proposed system shall be able to generate district and campus level reports on the percentage of students eligible for and/or participating in the free and reduced lunch program for a given as-of-date.


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NUT.04 Mand - Govt Report free and reduced lunch on all state mandated reports

The proposed system shall accurately report the free and reduced lunch indicator on all state mandated reports.


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COMPLIANCE: MANDATED REQUIREMENTSFEDERAL GRANTS

FED.01 Mand - Govt

FED.02 Mand - Govt

Track entry/exit in Title I programs

The proposed system shall track students' entrance and exit to and from the different Title I programs, as well as tracking students who qualify for Title I services but are not currently receiving such services with ability to record the following: - Title I, Part A, social work services indicator code indicates whether a student on a targeted assistance campus or non-Title I,- Part A campus (identified as homeless or neglected) has received Title I, - Part A funded supplementary social work services for a period of time during the course of the current school year, or - Will receive Title I, Part A social work services before July 1.

Generate compliance information report - data needed for the government for federal grants/export of data

The proposed system shall pull all needed information required by federal grants. The user shall be able to export the data to Excel or CSV. The report shall have all of the following information (identified in the remaining requirements FED.02.01 - FED.02.15) required by the government.


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Mand - GovtFED.02.01

Generate compliance information report - discipline - including specified information

The proposed system shall have a report that identifies and exports students via Excel or CSV found to have brought a firearm (as defined by Title 18 U.S.C., Section 921) to school. Include students even if expulsion was shortened or no penalty was imposed and what type of firearm.


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FEDERAL GRANTSMand - Govt

Mand - Govt

Mand - Govt

Mand - Govt

FED.02.02

Generate compliance information report - students with one or more disabilities and Title I

The proposed system shall count the number of students with one or more disabilities and are Title I, providing totals by district/campus.

FED.02.03

Generate compliance information report - students with one or more disabilities and homeless

The proposed system shall count the number of students with one or more disabilities and are homeless, providing totals by district/campus.

FED.02.04

Generate compliance information report - students designated LEP and Title I

The proposed system shall count the number of students who are designated LEP and Title I, providing totals by district/campus.

FED.02.05

Generate compliance information report - students designated LEP and homeless

The proposed system shall count the number of students who are designated LEP and homeless, providing totals by district/campus.


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Mand - Govt

Mand - Govt

FED.02.06

Generate compliance information report - number of Title I students

The proposed system shall count the number of Title I students broken out by: 1) Grade level and/or age ranges 2) Gender

FED.02.07

Generate compliance information report - number of LEP students

The proposed system shall count the number of LEP students broken out by: 1) Grade level and/or age range 2) Gender 3) Ethnicity/race

FED.02.08

Generate compliance information report - homeless counts

1) The proposed system shall provide unduplicated homeless counts by grade and/or age range: for the following: 2) Homeless students by grade/age and who are: - Unaccompanied youth - Students in shelters 3) Homeless students at anytime during the year by grade/age and by primary nighttime residence:


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Mand - Govt

Mand - Govt

Mand - Govt

FED.02.09

Generate compliance information report - persistently dangerous

The proposed system shall provide a count of how many students transferred from any campus due to the school being identified as persistently dangerous.

FED.02.10

Generate compliance information report - violent crimes

The proposed system shall provide a count of how many violent criminal incidents, those incidents designated by TEA as an unsafe school, occurred on any campus during the current school year.

FED.02.11

Generate compliance information report - victimized students

The proposed system shall count: - Number of victimized students whose parents requested a school transfer under Section 9352 - Number of victimized students who were transferred to another campus under Section 9532 - Number of campuses outside the LEA boundaries to which students identified transferred - Number of campuses within the LEA boundaries to which students identified transferred

FED.02.12

Generate compliance information report - students failed STAAR or EOC

The proposed system shall count the number of students who failed STAAR or EOC by student enrollment by grade: K – 12 or if served by Title I.


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Mand - RISD

Mand - RISD The proposed system shall have a Title I school type indicator.

OFFICE OF CIVIL RIGHTS (OCR)OCR.01 Mand - Govt

Mand - Govt

OCR.02 Mand - Govt

OCR.03 Mand - Govt

FED.02.13

Generate compliance information report - students failed STAAR or EOC - who did not meet passing standards

The proposed system shall count the number of students served in Title I schools who (failed STAAR or EOC) did not meet passing standards on the first administration of the previous year STAAR (any content area), English or Spanish version, by grade level 3 – 12, by content area. (Students who did not meet passing standards in multiple content areas count once)

FED.02.14

Auto-code Title I students

The proposed system shall automatically code the students who attend a school-wide Title I program. The entry and exit dates for the school-wide Title I program shall be the same as the dates for entry and exit for the student on the school-wide Title I campus.

FED.02.15

Indicate Title I campus

Collect data as required for the Office of Civil Rights (OCR)

The proposed system shall provide a way to collect information as it pertains to the Office of Civil Rights (OCR) request by the federal government.

OCR.01.01

Track the specifics of each incident, including victims

The proposed system shall track the number/name/student ID of victims, if applicable, for each infraction. This is especially crucial during incidents of bullying, that all details of the incident are recorded, including how many victims and what type of bullying.

Provide data export for OCR submission

The proposed system shall provide a data export for submission of the data required by OCR.

Create OCR verification

The proposed system shall provide a means of data verification on what is being submitted to the Civil Rights Data Collection (CRDC).


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OFFICE OF CIVIL RIGHTS (OCR)OCR.04 Mand - Govt

PEIMS PEI.01 Mand - Govt

PEI.02 Mand - Govt

PEI.03 Mand - RISD

Provide staging table of data file that is modifiable

The proposed system shall have a staging table, that the user can add/update/delete, of the data that will be downloaded for the OCR request.

Generate PEIMS/TEDS, PET and TREx records accurately

The proposed system shall produce all necessary PEIMS/TEDS, PET, and TREx records accurately.

Provide validation tables and error reports

The proposed system shall provide validation tables.

Validate PEIMS/TEDS submission

The proposed system shall provide reports and other features to allow a PEIMS/TEDS submission to be validated with respect to the SIS database to ensure that the PEIMS/TEDS submission is correct.

To ensure data quality for state and federal reporting, if a school has triggered an error designated by a PEIMS/TEDS edits (fatal, special, or warning), the proposed system shall generate a report showing all pertinent data and description of why the data is in violation of PEIMS/TEDS rules.


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PEI.04 Mand - Govt Generate and maintain changes to PEIMS/TEDS PET/TREx records and updates

The proposed system vendor shall stay abreast and maintain all changes to the PEIMS/TEDS, PET, and TREx records without district having to notify of changes/updates. These updates include any and/or all requirements that require programming changes.

The chosen vendor shall be responsible for implementing PEIMS/TEDS updates at least six weeks prior to Edit + becoming available for edit processing. PET/TREx changes must be implemented two (2) weeks prior to school starts.

The proposed system vendor shall attend all TEA PEIMS/TEDS, PET, and TREx vendor update meetings.


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PEI.06 Mand - RISD

PEI.07 Mand - RISD

PEI.08 Mand - RISD

PEI.09 Mand - RISD

PEI.10 Mand - Govt

Support and maintain history of begin/end dates for program codes

The proposed system shall provide effective dates (begin/end) for all PEIMS/TEDS program codes, allow for multiple entry/exit and maintain history.

Integrate PEIMS/TEDS coding

The proposed system shall, in all cases, integrate PEIMS/TEDS data elements; PEIMS/TEDS shall not be handled as an afterthought via service (PEIMS/TEDS) screens.

Extract records based on PEIMS/TEDS parameters

The proposed system shall allow the user to select a specific student(s), campus, PEIMS/TEDS records (100, 415, 105, etc.) to be extracted.

Allow for manual entry of records in staging area of PEIMS/TEDS submission

The proposed system shall extract the PEIMS/TEDS submission to staging area where records can be manually edited.

Set PEIMS/TEDS records extract limit

The proposed system shall not allow the extract of all PEIMS/TEDS records to be pulled to exceed 45 minutes for any given submission.

Generate SAAH reports in PDF format

The proposed system shall provide all mandated reports outlined in the Student Attendance Accounting Handbook (SAAH) in a PDF format so they can be stored.


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PEI.12 Mand - Govt

PEI.13 Mand - Govt

PEI.14 Mand - Govt

Generate counts / validation program participation reports

The proposed system shall provide for enrollment/membership/participation counts or rosters for special programs:

- Special education

- ESL/bilingual

- Gifted and talented

- Title I

- CATE

- Economically disadvantaged

- PRS/PEP

- At risk

Reports shall be available at both campus and district level.Validate leaver reason codes for drop-out students - state and local reason codes

The proposed system shall provide all of the leaver reasons required by TEA as well as district defined leaver reasons. Codes that are not valid for a school year shall have an expiration date and not be listed as a valid code.

Provide leaver code/reason and destination for student

The proposed system shall provide a leaver code/reason and a destination for the student. This information shall be included on the student's withdrawal form.

Allow user to edit date of withdrawal and include free form for withdrawal notes

The proposed system shall allow users to edit the date of withdrawal and include free form withdrawal notes.


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PEI.16 Mand - Govt

PEI.17 Mand - Govt

PEI.18 Mand - Govt

PEI.19 Mand - Govt Assign ADA code

Support PEIMS/TEDS official attendance period

The proposed system shall allow the assignment of the official attendance period for a group or an individual student. For example: PK classrooms that meet in the afternoon only, will have a different attendance period from a student that is in class all day. Secondary students may attend a limited number of periods or only afternoon classes; the proposed system shall allow individual students to be assigned an attendance period that overrides the campus default.

The proposed system shall track the status date of change for the official attendance period for a student.

The proposed system shall not allow a student to be on a separate calendar in order to have a different official attendance period.

Support PEIMS/TEDS Membership Reconciliation

The proposed system shall provide reports in order to facilitate the membership reconciliation process. The user shall run these reports using an as-of-date parameter. The proposed system shall provide a roster for each official attendance period class. All students without an official attendance period class shall be identified. The total number of students in membership shall be provided.

Allow teachers to submit all present for attendance

The proposed system shall allow teachers to submit an all present status for students' attendance.

Track which teachers failed to take attendance

The proposed system shall provide a means to track which teachers have failed to take attendance each day/period if no students are currently enrolled in the course/section then teacher shall not appear on the report.

The proposed system shall allow the user to change the ADA code and the effective date shall be tracked.


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PEI.21 Mand - RISD

PEI.22 Mand - RISD

PEI.23 Mand - RISD

PEI.24 Mand - RISD

Support TX Unique ID # with export and import capability

The proposed system shall provide a field to store the TX Unique ID (UID) number. The TX Unique ID # is comprised of 10 digits.

The TX Unique ID shall be incorporated on the PEIMS/TEDS state submissions.

The proposed system shall provide and export file for student who need a Unique ID.

The proposed system shall also provide a means to import the Unique ID file provide by the State.

Generate 305 records

The proposed system shall generate the PEIMS/TEDS 305 record off teacher schedule changes.

Generate 090 records

The proposed system shall generate PEIMS/TEDS 090 records off the master schedule to be placed in a staging table for manual edits. The proposed system shall allow for an as-of-date parameter so that all assignments and class counts are representing the student counts in the classroom the day of the as-of-date. The system shall provide a means for other responsibility records to be added and edited as needed.

Have completed a successful PEIMS/TEDS submission

The proposed system shall have had successfully completed a PEIMS/TEDS submission.

Provide derived data

The proposed system shall allow PEIMS/TEDS, PET, and TREx data elements to be derived off other data elements in the system whenever possible.


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PEI.25 Mand - RISD Comply with TSDS

DISCIPLINE REQUIREMENTSDIS.01 Mand - Govt

DIS.02 Mand - Govt

The proposed system shall submit PEIMS/TEDS through TSDS starting the 2015-2016 school year.

Provide functionality to track discipline and changes as required by TEA and other state/local reporting/federal reporting requirements

The proposed system shall provide discipline functionality that includes the elements that result in the removal of a student from a classroom, as required by TEA. This includes truancy charges, suspensions, expulsions, or temporary assignment to Alternative Education Program (AEP) facilities. The proposed system shall allow flexibility in discipline tracking, and incorporate changes as dictated by legislation, TEA, and RISD Student Code of Conduct.

Track/modify/ update/map to PEIMS/TEDS all discipline infractions

The proposed system shall track locally defined discipline infractions, as defined by the district's policy, of a less severe nature not required to be reported to TEA. The school district shall modify and update these discipline infraction codes, or map them to PEIMS/TEDS codes, for reporting on the 425 record report to TEA. This includes, for example, bullying coding and restraint by the school resource officer.


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DIS.03 Mand - Govt Provide discipline data entry validation as required for PEIMS/TEDS

The proposed system shall have PEIMS/TEDS codes, driven by validation/decode tables, for the users to select with a description of the code. The coding shall not allow users to select coding in discipline, that cause a fatal error in PEIMS/TEDS. The rules shall be built into the fields/screen for validation and maintained and updated, by the vendor. The user shall be prompted and told why they are not able to select this code, as defined by TEA in the 425 record edits, and given a chance to correct the errors. The system shall not allow any record changes or additions that will cause fatal PEIMS/TEDS errors. The proposed system shall prompt and notify the user of any PEIMS/TEDS 425 record TEA special errors or warnings being caused and/or violated by a discipline entry. The user shall be allowed to still save and make additions to the database with special errors or warnings.


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DISCIPLINE REQUIREMENTSDIS.04 Mand - RISD

DIS.05 Mand - RISD

Mand - RISD

Mand - RISD

Allow unlimited actions per infraction

The proposed system shall allow for an unlimited amount of disciplinary actions per infraction, as required by campus personnel.

Enter discipline by disciplinarian regardless of where student is located

The proposed system shall allow the disciplinarian to enter discipline on students, regardless of where the student is currently located. The disciplinarian shall only be able to add discipline for that student at their own campus. This shall not allow disciplinarians to add discipline to other campuses other than their own assigned school.

DIS.05.01

Filter enrolled students based on assigned group

The proposed system shall allow the disciplinarian to see all active/enrolled students that fall within the grade level of their position (e.g., elementary, middle, secondary), in the discipline portion of the system, but limited to only those enrolled at their location for the other portions of the system (e.g., scheduling, grade book, etc.).

DIS.05.02

Allow administrators or teachers to record and report all discipline in the classroom or events

The proposed system shall allow administrators/teachers/disciplinarians to enter discipline on students, regardless of where the student is currently enrolled for any school, without having to change schools in the system. There shall be one screen with the selection of all schools for central administrators to enter in discipline data, limiting the central administrator from seeing other parts of the system, that the district decides. This shall be included in the security roles and be customizable by the district. The proposed system shall record all instances of discipline documented by an administrator or teacher, even if the incident did not result in it being referred to a disciplinarian, or removal from classroom. The data shall be available to view on each student, with a description, notes, actions taken, date, and other pertinent information. This information shall be available for the disciplinarian to view and shall also be provided to the disciplinarian, complete history if desired by the teacher/user, when a student is removed from the classroom for escalation.


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DIS.07 Mand - RISD

DIS.08 Mand - RISD

DIS.09

DIS.10 Mand - RISD The proposed system shall provide a count of disciplinary actions or infractions.

Generate personalized form letters for out of school suspension (OSS), in school suspension (ISS), discipline actions taken, etc.

The proposed system shall generate personalized form letters (e.g., out of school suspension (OSS), in school suspension (ISS), and the combination of the two) to be sent home to parents. The letter shall be customizable by the user. The user shall easily select their desired students, through multiple filters (e.g., date range, grade, student ID, last name, etc.).

Track place and date of infraction

The proposed system shall include, as part of the discipline tracking, the place and date of infraction and all other fields required for PEIMS/TEDS reporting.

Compile discipline district-wide, across campuses

The proposed system shall allow a user, with authorized security, access to compile discipline data across campuses, with special attention to behavior management plans.

Track discipline behavior management plan results

The proposed system shall provide a behavior management plan that includes modifications, with both positive and negative results, so that others will know what has been successful and/or unsuccessful. This plan shall be customizable by the user/district.

Track discipline actions correctly for multiple infractions/actions


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DIS.11 Mand - RISD Enter discipline by incident for multiple students with one incident number

The proposed system shall allow the entry of discipline data by incident and allow multiple students to be tied to the same incident number.


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DIS.13 Mand - RISD

DIS.14

DIS.15 Mand - RISD

DIS.16 Mand - Govt

DIS.17 Mand - Govt

Enter discipline for multiple students on one screen per incident

The proposed system shall allow entry of multiple students per incident without the user having to go to two different screens or sections in the system. The user shall enter multiple students on one incident on the main discipline section.

Auto assign incident and action numbers

The proposed system shall auto assign incident numbers and students' action numbers.

Alert/notify specific staff in student behavior change - generate report

The proposed system shall provide a way to notify specific staff of changes in student behavior, attendance, etc. The proposed system shall provide reports that can be run by teachers or by central administrators and emailed to selected staff members.

Identify special population and apply SPED/special population discipline procedures

The proposed system shall clearly indicate students classified as special education. For certain special populations, state requirements for discipline differ from those applied to other students and administrators dealing with discipline situations have to be made aware of the student's special education status in order to follow the appropriate state guidelines.

Track the specifics of each incident, actions taken and types of weapons

The proposed system shall track if an infraction resulted in an arrest being made, referred to the police, or complaint filed. The proposed system shall track the number of weapons used - For example, the number of firearms involved and type of weapons.

Track if restraint was used during an incident

The proposed system shall record if a staff member had to restrain a student during an incident, to include all details of who, when, where, which students, and why. This is especially important when SRO (school resource officer) is involved and needs to be reported to the state.


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DIS.18 Mand - RISD Tracks damages The proposed system shall record cost of damages, if applicable, for incidents involving students charged with criminal mischief that are required to pay restitution. The proposed system shall capture details including the type of criminal mischief, related charges, etc.


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DIS.20

DIS.21

DIS.22

Record, assign and send referral alerts/automatic notification to disciplinarian

The proposed system shall capture and assign referrals to disciplinarian as well as inform the disciplinarian when a student has been referred to them by a teacher or other staff member - Notifying the disciplinarian via the system, email, and/or an alert on a mobile app or phone.

Alert removal from classroom

The proposed system shall allow a user to customize the alerts that are sent to them when a student is removed from the classroom.

Make available discipline Hearing Agenda Form and send to RISD Student Services

The proposed system shall make available the Hearing Agenda Form. When the principal holds a hearing and is sending the student to a DAEP, the Hearing Agenda Form shall be available in the new system so they can have quick, easy access to see if the placement is mandatory or discretionary. This is monitored by TEA and RISD must track it. The Hearing Agenda Form shall also be sent to RISD Student Services for review, via email or alert in system.

Search availability of DAEP and schedule hearing times - generate notification to parents

The proposed system shall allow the disciplinarian to look at a calendar for times the DAEP is available for a hearing. The school shall schedule the hearing with the DAEP through the system. Upon scheduling, the proposed system shall notify the DAEP of the hearing and all details of the hearing, student/parents, why, etc. The proposed system shall also make that hearing time now unavailable for another user to select. The parents shall be notified by email of the hearing and/or a printed detailed summary letter of the details. All of this shall be customizable by the user.


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DIS.23 Notify user and parents of discipline hearing at the DAEP - generate necessary paperwork, e.g., enrollment forms

The proposed system shall provide, upon a confirmed booking of a hearing at the DAEP, a prompt for the user to print all necessary enrollment information, as required by the DAEP, for the students enrollment at the DAEP, for example, shot records, guardian information, emergency contact, etc. There must also be paper copies for the enrollment process at this time; but, to save time for the parents and clerk, that information shall be printed out and given to the parent and the information also sent to the DAEP for the clerk to print out and store.


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DISCIPLINE REQUIREMENTSDIS.24

ENGLISH LANGUAGE LEARNERS (ELL) ENGLISH AS A SECOND LANGUAGE (ESL) PRE-KINDERGARTEN (PK) AND BILINGUAL (BIL) REQUIREMENTSELL.01 Mand - Govt

ELL.02 Mand - Govt

ELL.03 Mand - Govt

Notify DAEP of discipline hearing - generate necessary paperwork, e.g., enrollment forms

The proposed system shall send, upon a confirmed booking of a hearing at the DAEP, the information to the DAEP, and auto fill out certain enrollment forms, for the clerk at the DAEP (the clerk can then confirm/change student information upon enrollment at the DAEP), for example, shot records, guardian information, emergency contact, etc. There shall also be paper copies for the enrollment process at this time, but to save time for the clerk, that information shall be ready to print out with all student information. All required information for the enrollment process is then sent to the DAEP via the system, alerting the clerk, that there is a possible enrollment, before the hearing. This information shall be sent securely via the system.

Prepare ELL reports for State/Federal submissions

The proposed system shall assist the administrator in preparing reports required to meet State and Federal funding guidelines and report ELL information for PEIMS/TEDS.

Include home language and Parental Permission codes - PEIMS/TEDS

The proposed system shall include home language and parental permissions codes in order to support PEIMS/TEDS or other Texas required reporting such as TREx or assessment precodes requirements.

Track entry/exit in all programs

The proposed system shall track students' entrance and exit to and from the different programs.

- ELL/BIL- ELL/ESL- ELL not served


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ELL.04 Mand - Govt The proposed system shall provide a PK eligibility date and reason field.Provide PK eligibilitydate and reason field


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ENGLISH LANGUAGE LEARNERS (ELL) ENGLISH AS A SECOND LANGUAGE (ESL) PRE-KINDERGARTEN (PK) AND BILINGUAL (BIL) REQUIREMENTSELL.05

ELL.06 Mand - Govt

ELL.07 Mand - Govt

ENROLLMENT REQUIREMENTSENROLLMENT

ENR.01 Mand - Govt

Allow PK mass posting and indicators

The proposed system shall allow for mass posting for PK enrollment and flag to identify as ELL, ESL or bilingual.

Monitor on the assessment precode

After a ELL student is exited from the BIL or ESL program, a student is considered monitored. These students are tracked and the monitored status is on the assessment precoded answer documents. The monitored year shall be derived by the BIL/ESL exit date.

- Monitored year 1- Monitored year 2

Track ELL indicator for non-participating

The proposed system shall track students identified for ELL (ELL Indicator) even if they are not participating in BIL or ESL programs using PEIMS/TEDS coding.

Collect basic demographic information - including specified criteria

The proposed system shall collect basic student demographic information, such as:

- Unique local student ID number (auto assigned)- Full legal name (alpha and numeric characters)- Gender- Generation (Jr., Sr, I, II, III, etc.)- Birth date- Ethnicity, primary ethnicity, race- SSN and/or PEIMS/TEDS/TEDS ID number (9 characters)- Texas Unique ID (10 characters)- Next year assigned campus


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ENROLLMENTENR.02 Mand - RISD

Mand - RISD

ENR.03 Mand - RISD The proposed system shall associate siblings and a contact as a family unit.

Record parent/guardian data - including specified criteria

The proposed system shall enable recording an unlimited number of parent/guardian entries. Information needed includes:

- Name- Address- Home telephone numbers (mark if listed or unlisted)- Emergency phone numbers (mark if listed or unlisted)- Work telephone numbers (mark if listed or unlisted)- Mobile telephone numbers (mark if listed or unlisted)- E-mail address- Relationship to the student- "Resides with" flag- Include in mailings

ENR.02.01

Provide letters in language of parent

The proposed system shall provide a language code associated with the parent/guardian specifying the language in which letters or mailings sent to that parent/guardian are to be printed. The proposed system shall select the letter language to be generated based on this code. If there is no code or there is no letter in the language specified by the code, the default letter language shall be English.

The parent/guardian shall be able to request that letters or mailings are printed in the language the parent/guardian specify. Currently, the alternative languages are English and Spanish. Other languages may need to be added in the future.

Tie sibling and other family unit information


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ENR.05 Mand - RISD

ENR.06 Mand - RISD

ENR.07 Mand - RISD

Perform dual enrollment in non-traditional schools

The proposed system shall allow enrollment of a student in their traditional school and other non-traditional schools (summer school, night school, PACE and 21st Century Learning Community). Taking attendance in these non-state reportable schools shall not affect attendance in PEIMS/TEDS schools. The student's enrollment can be concurrent.

Provide easy data entry of student enrollment

The proposed system shall provide easy, streamlined and flexible data entry in order to enroll the student in the system. The district shall designate which mandatory fields/forms are required to enroll the student into the system as quickly as possible.

The district central offices shall have control over the setup of this and the campuses shall not alter what has been set up.

Provide for auto assignment of unique local student ID

The proposed system shall provide a method for auto assigning unique local student ID, which shall be district definable.

Provide for auto assignment of unique PEIMS/TEDS ID number upon request

The proposed system shall provide for a method of auto assigning PEIMS/TEDS state ID numbers (from a range of numbers) upon request. The proposed system shall track the history of previously reported PEIMS/TEDS ID number.

This needs to be a text-based field. State ID numbers begin with a capital 'S" and are comprised of nine digits.


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ENR.08 Mand - RISD Provide for pre-enrollment for next year, including next year school

The proposed system shall pre-enroll students for the next school year (e.g., PK, kindergarten, private school student(s) or any other student(s) who has never been enrolled in an RISD school).

In preparation for the next year's process, the proposed system shall automatically enroll students in the next year in the appropriate school/grade based on the address feeder pattern and promotion retention indicator; unless, their "next year school" has been overridden.


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ENROLLMENTENR.09 Mand - RISD Provide an alert

Mand - RISD

ENR.10 Mand - RISD

ENR.11 Mand - RISD

ENR.12 Mand - Govt

ENR.13 Mand - Govt

The proposed system's enrollment functional area shall provide the means to enter a free form alert. The proposed system shall also provide a visual warning alert.

ENR.09.01

Display contact information of whom student can be released to

The proposed system shall also provide the means to display information on to whom the student can be released to such as:- The name of the person who can pick up the student- Their relationship to the student- Their phone number- Their address

Provide accurate and timely enrollment counts

The proposed system shall provide accurate and timely membership/enrollment counts both in printable PDF reports and screen displays. This information shall be available for campus and district level. The reports shall have an as-of-date parameter.

Provide enrollment history

The proposed system shall provide enrollment history information for a student to determine if they have ever been at a specific campus or have ever been enrolled anywhere in the district. This shall include all enrollment dates, withdrawal dates, campus of attendance, and grade level.

Collect basic enrollment functions

The proposed system shall collect basic enrollment information, such as:

- Campus- Grade level- ADA eligibility- Assigned homeroom- Assigned counselor- Next year assigned school

Record retention history

The proposed system shall allow the campus office to indicate if a student is promoted, placed or retained. This retention history shall be stored over the years. Year, grade and reason shall be captured.


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ENR.15 Mand - RISD

ENR.16 Mand - RISD

FERPA (PRIVACY)

Allow for only central office staff to withdraw and transfer students

The proposed system shall only allow central office staff to withdraw and transfer students.

Print (automatically) state required withdrawal form - upon withdrawal

The proposed system shall include, as part of the withdrawal process, either on-demand or automatic, printing of a withdrawal form that meets District and State requirements.

Allow user to mass code graduates

The proposed system shall allow user to mass code graduates with a graduation date and withdraw the graduates with the proper leaver code.


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FER.01 Mand - RISD Allow for multi-level coding for release of student directory information

The proposed system shall allow for multi-level coding for release of student directory information:- Student’s name- Address- Telephone- Date of birth- Place of birth- Major field of study- Current grade Level- Participation in officially recognized activities and sports- Weight and height of members of athletic teams- Dates of attendance- Awards received- Most recent school attended by a student- Student photo

Coding is based on two yes/no questions:1) Permission to release only in district (internal) publications?2) Permission to release to any requestor (external) in accordance with Texas Public Information Act (TPIA)?


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FERPA (PRIVACY)FER.02 Mand - RISD

FER.03 Mand - RISD

FER.04 Mand - RISD

FER.05

FER.06 Mand - RISD

RECORDS RETENTION SCHEDULE REQUIREMENTS

Generate privacy report with filtering options

The proposed system shall provide a report (school/student/grade) which shall have options for filtering data as requested for: - Internal/external use on an individual field level basis - For military/higher education level filtering and reporting- List students who have selected "all no" or "all yes" for internal/school or external third party

Do not release SSN, student ID or unique ID to third parties

The proposed system shall not release student SSN/unique ID/student ID to third parties.

Set privacy parameters on directory information

The proposed system shall have the option of entering "all no" or "all yes" for the directory information items. However, it shall default to an "all no" for the directory information items.

Record and track changes to directory information

The proposed system shall record the date and by whom changes are made if any of the student's directory information is changed.

Release limited student information to military and higher education requestors

The proposed system shall only release the student's name, address and phone number to military and higher education requestors.


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RRS.01 Mand - State Maintain and adhere to electronic records retention guidelines

The proposed system shall provide a means to following guidelines set by the State and District records retention schedule regarding online records.


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EXTRACURRICULAR ACTIVITIES (UIL) REQUIREMENTSEXT.01 Mand - Govt

EXT.02 Mand - RISD

EXT.03 Mand - RISD

GPA / RANK REQUIREMENTSGPA.01 Mand - RISD

Track eligible students in extracurricular

The proposed system shall track students in extracurricular courses/activities (e.g., sports, drill teams, cheerleading, band activities, etc.) in order to determine if a student meets the state UIL No Pass No Play requirements and district policy.

Generate eligibility reports

The proposed system shall provide reports, at the end of each cycle as well as during a cycle on a specified date, showing if an extracurricular student is failing courses that would deem the student ineligible (current district policy for failure is a grade below 70).

The proposed system shall produce the reports based on the following criteria:- At least one of the specified course(s) at the end of a specified cycle (six weeks), sorted by the extracurricular courses/teacher, and displaying all the course/section information regarding that class: title, teacher, period, grade.- At least one of the specified course(s) on a specific date (typically the 3rd week of a grading cycle) within a specified cycle (six weeks) based on the current average in the teacher's grade book.

Insert coding on course file for extracurricular course

The campus course table shall have the means to indicate if a course is to be excluded from the eligibility requirements (such as advanced placement, honors, etc.), if a course is to be included, or if it is an extracurricular course (athletics, band, etc.). If course is marked as an extracurricular course, then the students in the extracurricular course are to be included on all eligibility reports.

Support calculations defined by district for grade point average (GPA)

The proposed system shall support district definable calculations for grade point average (GPA), whether based on a percentage, 100 point scale, 5.0 scale, etc. GPA is defined by the school district for varying purposes. The GPA is calculated for students in grades 7-12. GPA calculations are currently computed at the end of each semester, the end of the 5th six weeks (using semester averages as well as the cycle 4 and 5 averages in current year using the RISD approved formula) for specific grade levels.


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GPA / RANK REQUIREMENTSGPA.02 Mand - RISD

GPA.03 Mand - RISD

GPA.04 Mand - RISD

GPA.05 Mand - RISD

GPA.06 Mand - RISD

GPA.07 Mand - RISD

Compute individual student GPA as needed

The proposed system shall compute a specific individual student's GPA as needed.

Compute GPA based on first time in 9th grade

The proposed system shall compute different course weights for GPA calculations based on the student's first time in 9th grade.

Post RISD official GPA/rank

The proposed system shall allow secured user to specify the specific GPA(s) that are deemed RISD official and are officially posted, including the posting on the student's transcript (AAR). RISD only posts official GPA(s)/rank for specific grade levels at a given point in time. The official GPA/rank is not updated until the next official given point in time.

Exclude courses from GPA

The proposed system shall exclude courses from GPA calculations as determined by the District.

Include/exclude students from the sequential rank

The proposed system shall code a course in a manner that will describe how it will affect the specific student with a semester average in that specific course in the rank routine. For example, courses that have specific SPED or ESL coding will be used in the GPA calculation, student will count in the cumulative total of students being rank, but the student will not be given a numeric rank when the rank routine is run.

Support calculations as defined by district for class rank

The proposed system shall support district definable calculations to compute student rank. Rank functionality is defined by the school district for varying purposes. Rank calculations are currently computed at the end of each semester and at the end of the 5th six weeks for specific grade levels.


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GPA.08 Mand - RISD

GIFTED & TALENTED (G/T) / HONORS / ADVANCED PLACEMENT (AP) REQUIREMENTSGTH.01 Mand - RISD

GTH.02 Mand - RISD

GTH.03 Mand - RISD

Sort class rank - generate specified reports

The proposed system shall produce a grade level rank report alphabetically by students' name as well as a report in numerical ascending rank order. Report shall display 100 point and 5 point GPA for each student.

Allow assessments to be defined/updated by district policy

The proposed system shall include centrally administered functionality to assist administrators in the evaluation of student assessments required for participation in the gifted and talented (G/T) program in grades kindergarten (K-12).

Allow mass upload and updates to assessment data

The proposed system shall have a user-friendly way to mass upload testing results for all students (K-12) from the various assessments and exams, from a text or Excel file, into the database. The proposed system shall be able to integrate new tests or changes to tests, if necessary, as assessments change. The proposed system shall also allow the user to mass select students, through user-defined criteria (e.g., grade level, class), and add or update the gifted record/coding. Track and maintain

assessment data for historical purposes including specified criteria

The proposed system shall track all assessment data of each student for historical purposes. This includes: - The gifted test taken. - Eligibility for the G/T program and honors courses, even if the student no longer participates in the program (campus-to-campus and district-wide). - The initial date of the student gifted status (qualified, not qualified, qualified-not served, or qualified exited) and the exit date.


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GTH.04 Mand - RISD Track referral process and outcomes

The proposed system shall provide the gifted department with the option to add notes on each student regarding the details of the process and the outcomes. The proposed system shall track referrals noted by referral type (e.g., parent, self, or teacher, further testing) and any other pertinent data in the database.


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GTH.06 Mand - RISD Download referrals

GTH.07 Mand - RISD

GTH.08 Mand - RISD

GTH.09 Mand - RISD

GTH.10 Mand - Govt

GTH.11 Mand - RISD

Scan and store documents for review or further testing

The proposed system shall allow the gifted department to scan in documents pertaining to the student and store in the system. The proposed system shall allow all information regarding referrals, to be downloaded, in a user-friendly format, PDF.

Identify automatically G/T served students based on district policy

The proposed system shall include daily automated assignment of participation in the G/T program at the secondary level, based on district policy, interfacing with any needed product/program, if necessary.

Run mass update to identify gifted served/gifted status

The proposed system shall allow the user to run a mass update for all students for any as-of-date or effective date. The mass update shall automatically identify gifted served students, as designated by RISD policy.

Export assessment data

The proposed system shall export with the assessment data including, but not limited to, AP (Advanced Placement) exams, acceleration exams, etc.

Track and identify G/T for PEIMS/TEDS

The proposed system shall include tracking and identifying those students that are participating in a state-approved G/T program, as defined in 19 TAC 89.1.TEDS/PEIMS code E0034.

Record historical data for students who take acceleration exams, are double promoted, etc.

The proposed system shall allow for the entry of historical data for all students who take acceleration exams, students who are double promoted, etc. No limit for entries per student.


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GTH.13 Mand - RISD

GTH.14 Mand - RISD

HOMELESS REQUIREMENTSHOM.01 Mand - Govt

Track G/T courses for TEA report

The proposed system shall include tracking of G/T course offerings by RISD for reporting purposes to TEA.

Generate letters to parents of G/T honors, AP students assessment results

The proposed system shall generate a letter to parents outlining testing results and information the G/T department needs to inform parents. Multiple letters shall be needed, students identified for testing, or requesting testing/re-testing, results after testing.

Generate, download and save G/T honors, AP students, reports in multiple formats

The proposed system shall generate user-friendly reports, able to download to Excel, or other workable format, for the G/T department and teachers, based on security settings, that shows testing results, who is identified as G/T, with all other necessary information, to be defined by user (e.g., counts of gifted students, overall reports, etc.). Report formats shall save to computer, in multiple formats, Excel, text, or PDF.

Identify and store homeless coding

The proposed system shall provide functionality for identifying/storing homeless coding (As required by PEIMS/TEDS): - The night time residence for students who are homeless (e.g., shelter, doubled-up, hotel/motel, unsheltered, etc.)- Whether the homeless student received services under the McKinney-Vento Act- Whether the homeless student is an unaccompanied youth


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HOM.02 Mand - Govt

HOMELESS REQUIREMENTSHOM.03

HOM.04

Track and archive homeless status

The proposed system shall provide the following functionality for tracking date services offered to homeless students: Track students' homeless status by date entered and exited. This shall be stored for each school year.

Generate report of students coded as homeless with date services received

The proposed system shall provide a report of students coded as homeless along with the date that they received the services at any point of time.

Provide for collecting and reporting specific homeless data

The proposed system shall have a provision for collecting and reporting the following: - Length of time at present address- Length of time at previous address- Last district and school attended


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HOMELESS REQUIREMENTSHOM.05 Provide for

collecting and reporting factors attributed to homelessness

The proposed system shall have a provision for collecting and reporting the following factors that contribute to the student's current living situation (More than one possible):1) Natural Disaster [tornado, storm, flood, hurricane, fire (prairie, forest, grass, lightning strike, etc.)]2) Family issues such as divorce, domestic violence, kicked out by parents, student left due to family conflict, etc.3) Home issues such as lack of electricity, water, heat, adequate home repair due to lack of funds, overcrowding, mold, etc.4) Military: parent/guardian deployed, injured or killed in action5) Incarceration of parent/guardian6) Incapacitation of parent or guardian due to health, mental health, drugs/alcohol, or other factors7) Home fire not due to natural causes (e.g., faulty equipment/appliances/wiring, furnace, stove, fireplace, etc.)8) Economic hardship9) Loss of job resulting in inability to pay rent or mortgage10) Income from part-time or low paying job does not cover cost of housing in the area11) Loss of mortgage, including loss of mortgage of landlord if student/student’s family is renting12) Eviction record and/or inability to produce deposits for rent or utilities13) High medical bills that leave little or no money for housing14) Lack of affordable housing in the area15) Minor student unable to afford housing on own16) Any other reasons not covered above that contribute to present living situation (free form memo field)


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HOMELESS REQUIREMENTSHOM.06

HOM.07

HONORS DATA PULLS REQUIREMENTSHON.01 Mand - RISD

HON.02 Mand - RISD

Record homeless transportation -primary

The proposed system shall provide a way to record the district transportation provided to primary students (EE to 6th grade) under the McKinney-Vento Homeless Act:1) Date transportation requested2) Date transportation will begin3) From which transportation facility4) Name, address, city, zip and phone of facility5) Pick-up and return time6) Link primary student/grade/school associated with each transportation arrangement

Record homeless transportation - secondary

The proposed system shall provide a way to record the DART passes provided to secondary homeless students (Grades 7 through 12): 1) Date on which DART pass requested2) Link secondary student/grade/school with each DART pass request3) Months for which DART passes issued during the school year (Aug, Sep, Oct, Nov, Dec, Jan, Feb, Mar, Apr, May and June)

Download data pulls by averages

The proposed system shall pull a list of any type of grade averaging, with the user-defined criteria, (e.g., alphabetical, by school), and be downloadable into an Excel file or useable format.

Download data pulls by NJHS or NHS

The proposed system shall pull a list of NJHS or NHS students, with all other user-defined criteria such as name, grade, etc. The proposed system shall support changes to district policy on the formulas used and criteria used.


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HON.03 Mand - RISD Download data pulls by honor student

The proposed system shall use user-defined criteria to pull students based on what a school considers honor students. That may be an average of all grades, thus far, grades for only a certain marking period, quality points added in or not added in, a selection of classes, (e.g., core classes), students with all A's in each class, multiple criteria, which can be defined by each school. This list shall include not only the student, but any other information defined by the user (e.g., name, grade, address).


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IMMIGRANT & ASYLEE/REFUGEE REQUIREMENTSIMM.01 Mand - Govt

IMM.02 Mand - Govt

Track immigrant students for PEIMS/TEDS and federal programs

The proposed system shall provide for immigrant tracking, in order to comply with federal requirements and other special funding requirements. The immigrant status changes year to year.

There are 2 definitions of immigrant:1) PEIMS/TEDS/NCLB Immigrant: born outside USA ages 3-21, that has not been in attendance in US schools for 3 or more full academic years. 2) TAKS Immigrant: born in USA (or not) and has been outside 2 or more consecutive years and is ELL. The date is 1st time came to US schools (this is TAKS immigrant). Dates are required for state reporting and NCLB.

Track asylee and refugee students

The system shall track whether a student is a refugee or an asylee. The proposed system shall also distinguish which students are defined as PEIMS/TEDS reportable by TEA, PEIMS/TEDS 101 record (E1076). This distinguishment can be made with the "grade entered US schools". Asylee/refugee status for PEIMS/TEDS applies only to students whose initial enrollment was in a school in the United States in grades 7 through 12 as an unschooled asylee or refugee. It does not apply to students whose initial enrollment in a school in the United States was in a grade lower than grade 7 as an unschooled asylee or refugee.

IMM.02.01

Store asylee and refugee official documents

The proposed system shall allow for storing of asylee/refugee official documents as a proof for PEIMS/TEDS audits (I-94, I-730, Immigration Court, INS Asylum, Lawful Permanent Resident, RE-8, RE-6 etc.).

IMM.02.02

Generate asylee and refugee course report

The proposed system shall produce a report which lists asylee/refugee students along with ESL or bilingual programs that they are in and also any courses (along with the teachers) that they are taking.


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INTERFACES REQUIREMENTSINT.01 Mand - RISD

INT.02 Mand - RISD

INT.03 Mand - RISD

MEDICAL REQUIREMENTSMED.01 Mand - RISD

Allow interfaces to external systems

The proposed system shall provide a flexible environment enabling RISD to build or define interfaces to external applications. These applications include, but are not limited to, the District Operational Data Store (ODS), free and reduced lunch system (POS), Library Management System (TLC), Textbook (internally developed application), PACE (Oracle E Business Suite (OEBS)), Blackboard Connect (attendance callout), Edline/Connect Ed (Curriculum Management), Special Ed (Global Scholar Encore), Discovery (Science curriculum), Compass Odyssey (ELA curriculum), ImmTrac (Texas Immunization Registry), Google Apps for Education, TxCan (Educate Texas College Ready Portal), Naviance, high stakes assessment results, or others as required.

Allow direct connection to database - Application Program Interfaces (APIs)

The proposed system shall make available direct connection to the database. The access supports the use of external applications' Application Program Interfaces (APIs) - e.g., creating student accounts for Google Apps for Education uses a PHP program and Google's APIs for PHP.

Allow automation of import and export jobs

The proposed system shall support a job scheduler enabling RISD to automate regular imports and exports. The scheduler shall also allow for gaps in the job runs enabling the district to stop jobs during school breaks.

Provide easy access to all medical information

The proposed system shall provide the means to easily access/toggle between the medical records/data for students.


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MED.02 Mand - RISD Allow for 10 key functionality

The proposed system shall provide the means to enter data using 10 key functionality.


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MEDICAL REQUIREMENTSMED.03 Mand - RISD Validate all dates

MED.04 Mand - RISD Auto calculate age

MED.05 Mand - RISD

MED.06 Mand - RISD

MED.07 Mand - RISD

MED.08 Mand - RISD

MED.09 Mand - RISD

The proposed system shall validate all dates in the medical area. Dates are not valid prior to the individual student's date of birth and shall not exceed the system's current date for immunizations, screenings, clinic visits, etc.

The proposed system shall automatically calculate a student's current age based on date of birth.

Access student records by specific fields

The proposed system shall provide the means to access student medical records quickly and by various student fields, including but not limited to last name, first name, local student id and date of birth.

Mass upload a list of students by student ID

The proposed system shall provide the means to mass upload a list of local student IDs copied from another source (e.g., Excel, Access, Word, etc.).

Track modifications and by which user

The proposed system shall track user who entered/modified data within the nurses/clinic log and provide a date and timestamp for the activity.

Flag with emergency medical alerts including contact information

The proposed system shall flag students with specific medical alerts and include emergency medical and contact information.

Allow for medical alert with secure confidential notes

The proposed system shall allow medical alerts that have security measures in place for proper access and store confidential notes that only specified users may view.


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MED.10 Mand - RISD Block specific confidential health data

The proposed system shall provide the means to block confidential health data (e.g., HIV infection) based on user security role.


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MED.12 Mand - RISD

MED.13 Mand - Govt

MED.14 Mand - Govt

Mand - Govt

Mand - Govt

MED.15 Mand - RISD

View historical medical data

The proposed system shall provide the means to view historical data for a student as well as the current school year regardless of campuses attended or school year.

View data by date range

The proposed system shall provide the means to view student medical data based on specified date range.

Allow medical data required by TX Dept. of Health and TEA

The proposed system shall provide a medical area that allows for entering all immunization types, medical screenings, as well as audiological and vision data and dates required by the Texas Education Agency (TEA) and/or Texas Department of State Health Services.

Generate Texas Immunization Status Report

The proposed system shall generate the Texas Immunization Status Report as required by the state in the layout and order the state has requested.

MED.14.01

Generate state required reports

The proposed system shall generate the individual, campus, and district-wide reports required by the state.

MED.14.02

Generate letters based on individual report data

The proposed system shall generate notification letters based on the results of the individual reports that are required by the state regarding noncompliance, failed screening status, injury reports, etc.

Generate letters in multiple languages

The proposed system shall have the option to generate student/parent letters in multiple languages (e.g., English and Spanish) based on individual student home language survey.


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MED.16 Mand - RISD Generate customizable letters with historical data included

The proposed system shall produce customizable letters and provide the means for modifying based on specific result and for a specific student (same result doesn't mean same letter). The proposed system shall allow letters to import historical data (e.g., print all screenings from a specific date range) for a student. Examples of letters needed: Immunization required, referral based on screenings, head injury, etc.


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MED.18 Mand - RISD

MED.19 Mand - RISD

MED.20 Mand - Govt

MED.21 Mand - RISD

MED.22 Mand - RISD

Track parent correspondence

The proposed system shall track letters sent to parent/guardian and/or archive actual letters sent. Tracking correspondence is important.

Change medical data as needed

The proposed system shall allow authorized user to correct any medical data errors and track all changes made noting the user, date, time, etc.

Support report sorting capabilities

The proposed system shall support running all medical reports with various sorting capabilities including, but not limited to: birth date, grade, gender, ethnicity, class period, homeroom, alpha by campus, alpha by district, name, ID number.

Enter and store vision, hearing, spinal and diabetes data

The proposed system shall provide the means to input and store the accumulation of annual and historical data for screenings (e.g., vision, hearing, spinal, diabetes) for each student to meet Texas state requirements. This includes additional required data fields related to hearing and vision screenings.

Track additional audiological data

The proposed system shall track audiological data for tympanogram. Numerous types of data are needed per ear such as valid type, as well as a numeric field that will allow positive and negative integers which are based on specific valid values, etc. The proposed system shall also provide the means to record 6K results.

Create screening card

The proposed system shall provide the means to create a screening card/report for each student that includes the following data: student name, local ID number, date of birth, gender, and historical screening data for hearing vision, diabetes, and spinal. Card/report shall also include a place to hand write new screening data.


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MED.23 Mand - RISD Allow for mass screening data entry

The proposed system shall provide a quick data entry screen for rapid data capture during mass screenings. The screen shall include an all pass or default value capability to populate the screening data fields with pre-set values (e.g., PK versus 5th grader) and quickly move through the students, marking only the exceptions to the default values.


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MED.25 Mand - RISD

MED.26 Mand - RISD

MED.27 Mand - RISD

MED.28 Mand - RISD

Allow for manual posting/mass screening auto posting

The proposed system shall allow for manual data entry to students' medical records as well as automatically post all screening data done via mass screenings to the student's individual medical record.

Allow for user defined criteria for mass screenings

The proposed system shall provide the means to select groups of students based on user-defined criteria (e.g., home room, teacher, grade level) or by a list of District Local IDs or student names when selections made for mass screenings.

Generate screening follow-up date/nurse notification

The proposed system shall produce a specified follow-up date should a specific result be entered for a student's screening which shall appear on the student's record, as well as notify the campus nurse.

Create list of students regarding screenings based on requirements

The proposed system shall create a list of students that are not in compliance, on a specified date entered by the user, that need to be screened based on state and local requirements. This list shall have an area where the necessary fields/labels for the screenings are displayed so that results can be manually written.

Allow for single screen entry for immunizations

The proposed system shall provide a single data entry screen for clinically validated immunization dates. The immunization screen shall display the student's name, grade, local ID number, birth date and current age. Immunizations shall have a validation field for free form text to enter where student received immunizations. Immunizations can have more than one validation.


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MED.29 Mand - Govt Generate ad-hoc user-defined immunization reports

The proposed system shall generate ad-hoc immunization reports based on specific criteria (e.g., delinquent, exemption reports) on an as-of-date. These reports shall include pertinent student information as well as include specific information from the student's medical record (such as the name of the immunization in question [due to delinquency or exemption status], number of doses documented and the date of the last dose of the immunization in question).


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MEDICAL REQUIREMENTSMED.30 Mand - Govt

MED.31 Mand - Govt

MED.32 Mand - RISD

Allow for rule-driven assessment according to State compliance requirements

The proposed system shall have a rule-driven assessment of compliance according to the Texas Department of State Health Services Immunization Requirements. These requirements change frequently and the system shall be easily adaptable to these changes. The Texas Department of State Health Services has specific tracking requirements - For instance, a student is incomplete but on schedule for a specific immunization. Multiple code status is needed.

Reference: http://www.dshs.state.tx.us/immunize/school/default.shtm#requirements

This document sets forth some of the rules used to determine who is out of compliance and who will be out of compliance at some future date.

Allow for immunization exemptions

The proposed system shall provide the means to enter immunization exemptions as allowed by the state (ex: in series, conscientious objection, life-time medical exemption, one year medical exemption, complete by disease, serologic confirmation of immunity, grandfathered, adult dose, etc.) as part of the recorded date for a specific immunization.

Generate immunizations letters for parent notification

The proposed system shall support the automatic generation of letters for immunizations that do not and will not in the near future meet compliance. The proposed system shall specify an as-of-date to allow parental notification on students who may soon be out of compliance and need to get updated by the specified date. The proposed system shall allow all letters to import and display historical data for the student.


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MED.33 Mand - RISD Store immunization requirements by year

The proposed system shall store the state immunization requirements by school year.


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MED.35 Mand - Govt

MED.36 Mand - RISD

Generate immunization parent notification based on next school year requirements

The proposed system shall run notification letters to parents based on the next school year immunization requirements. This shall be based on the student's next year grade level and/or birth date and print for the student's current year campus (e.g., student will be out of compliance based on future date and future year/grade level requirements).

Provide permanent Electronic Health Record

The proposed system shall provide a permanent Electronic Health Record, as required by the State of Texas, that can be sent electronically to another school when a student withdraws.

For the permanent Electronic Health Record to be provided when a student withdraws to move to another district, reference: http://www.dshs.state.tx.us/immunize/school/default.shtm#requirements

NOTE: TREx currently limits the immunization data. Unable to send immunization details regarding exemptions. Currently have to run RISD Medical Profile and attach.

Allow data selection for reports

The proposed system shall select the specific data that is to be included on reports such as the mentioned Electronic Health Record, Medical Profile, etc. User shall have option such as hearing, vision, scoliosis, diabetes screens, immunizations, health concerns, clinic visits (all or based on selected reasons), medications. Only the selected areas shall print on the report(s).


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MED.37 Mand - RISD Log clinic visits The proposed system shall track clinic visits in the form of a log. Important data items shall include, but not limited to: student name, student id, current campus, date, grade, arrival time, reasons for visits (means to record multiple reasons), unlimited notes, (e.g., instructions, signs and symptoms, nursing diagnosis, treatment) disposition, exit time and nurses initials. Several of these items will have validation requirements.


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MED.39 Mand - RISD

MED.40 Mand - RISD

MED.41 Mand - RISD

MED.42 Mand - RISD

Log clinic visit district-wide

The proposed system shall provide the means to enter clinic visit data for a student enrolled at another campus. RISD example - Students attending gifted program at another campus one day a week.

Transfer clinic visit log to medical record

The proposed system shall transfer clinic visits entered through a nurses log to the individual student's medical record and be viewed historically either through the log or through the student's medical record.

Generate clinic visit report

The proposed system shall generate a report of detailed specified clinic visit date for a specified date range (e.g., find all student lice visits from 8/26/13 to 12/18/13).

Generate parent notification based on clinic visit reason

The proposed system shall provide for the generation of letters to parents based on specific student clinic visit reasons (e.g., sustained head injury, lice, etc.).

Record student medication orders

The proposed system shall have a designated area in a student's record to record student medications. Medications shall be documented from current to historical years and shall include, but are not limited to, the following data items: student name, ID, start/end date of medication order, grade, medication name, reason for taking medication, dose, dose description, time to be administered, specific days of week to be administered, route of administration, indication of whether medication is ordered as scheduled (routine) or as needed, expiration date of medication, indication of whether medication is over-the-counter or prescription (Rx), number of doses provided to campus, and an unlimited free text notes field. Any medication orders that are to be administered multiple times in a day shall display separately on posting logs and medication checklists.


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MED.44 Mand - RISD

MED.45 Mand - RISD

Track medication requirements/usage using a specified log/posting display of data elements

The proposed system shall track medication requirements/usage, etc. in the form of a log/posting. Items shall include, but are not limited to, the following data items: student name, ID, date, campus, grade, medication name, dose due, dose description, route to be administered, time to be administered, verification of "5 Rights" [1) right patient 2) right med 3) right dose 4) right time 5) right route], given status (given or not given and if not, why not), time given, initials of person administering the medication, witness initials, unlimited free text notes field.

Provide option to allow medication log to be classified as clinic visit

The proposed system shall include or not include an entry in the medication log as a clinic visit. For example: If nurse provides medication as a service (such as insulin), then it shall classify as a clinic visit. If student takes ADD medication at noon daily and that is the only reason to see the nurse, that is NOT a clinic visit.

Adhere to medication log specifications

The proposed system shall provide the following capabilities regarding the medication log:- sort routine medications separately from "as needed" medications- alert user if same medication is given as routine and "as needed" within the same day- posting shall be real-time as more than one person per campus will be accessing the information- only medications with valid administration dates shall populate the posting (if med is only ordered through April 8, then beginning April 9 it shall not show on the posting screen as a medication to be given; likewise, if a medication is ordered only for Tuesdays and Thursdays, it shall not appear on the posting screen as a medication to be given on Wednesday).- medications documented as given or not given through the posting log shall be recorded historically in the student's medical record.


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MED.47 Mand - RISD

MED.48 Mand - RISD

MED.49 Mand - RISD

MED.50 Mand - RISD

MED.51 Mand - RISD

Allow log functionality

The proposed system shall auto populate current date and time with the means to make corrections if needed. The dates entered shall only be allowed to be a current date or a lesser date (no future dates may be entered).

Provide log sorting capabilities

The proposed system shall provide the means to sort the clinic/medication logs by multiple criteria (e.g., date/time, alpha by name, grade level, etc.) Students shall have one entry in the log per visit and or medication.

Edit clinic log - track edits

The proposed system shall provide the means to edit the log after an entry has been saved based on user role regardless of time passed and changes to entries to be tracked.

Provide auto save feature for medical logs

The proposed system shall have an auto save feature for the medical logs especially if the system times out after a certain amount of time.

Enter medication name

The proposed system shall provide a free text field to enter the actual medication name as well as another field to validate the type of medication. Nurses shall enter the actual medication name as noted on the student's prescription or over-the-counter medication.

Provide report based on medication administered and display separately on logs and checklists

The proposed system shall provide a report based on medication to be administered on a particular date or range of dates (e.g., daily, weekly, monthly). The proposed system shall provide the means to sort based on student and/or time of day to be administered. Scheduled (routine) and "as needed" medications shall be separated into different categories or areas of the report. Any medication orders that are to be administered multiple times in a day shall display separately on posting logs and medication checklists.


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MED.53 Mand - RISD

MED.54 Mand - RISD

MED.55 Mand - RISD

MED.56 Mand - RISD

Generate medication low alert - including parent notification letter

The system shall provide a date field related to medications a child is to receive indicating when to notify the parent or physician of the need for a refill (to count down by doses). The proposed system shall determine the projected refill date when the medication is received. The proposed system shall provide a notification letter to be generated based on the projected refill date.

Track medication dosage counts

The proposed system shall track the total number of medication doses given on a daily basis by campus and district.

Allow for and flag medical notes

The proposed system shall provide a means to enter any notes regarding a student and/or visit and flag the note as private based on specified user role.

Scan, add and view medical records/documentation

The proposed system shall provide a means to scan medical records, add to student record and make viewable based on security role.

Track health concerns

The proposed system shall track health concerns for a student (e.g., diabetes, asthma, disability, allergies, etc.). These health concerns shall not be school year specific and shall not have to be re-entered school year to school year. Need means to specify a start and end date. This record shall stay with the student and the proposed system shall provide the means to enter free text notes.


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MED.57 Mand - RISD Record medical procedure orders

The proposed system shall have a designated section of the student's medical record to document medical special procedure orders (such as catheterizations, tube feedings, trach care, etc.) for current and historical years. A student could have multiple special procedures. Items shall include, but are not limited to, the following: student name, ID, start/end date of procedure order, grade, type of procedure, reason for procedure, time to be performed, specific days of week to be performed, route, indication of whether procedure is ordered as scheduled (routine) or as needed, and an unlimited free form field for notes. A procedure can be ordered for multiple times during the day.


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MED.59 Mand - RISD

MED.60 Mand - RISD

MED.61 Mand - Govt

Record performance of medical procedures using a log / posting

The proposed system shall document performance of procedures in the form of a log/posting. Items shall include, but are not limited to: student name, ID, date, campus, grade, procedure type, route, time to be completed, status (completed or not completed and if not, why not), start and end time of the completed procedure, initials of person performing the procedure, unlimited free text notes field.

Adhere to medical procedure log specifications

The proposed system shall provide the following capabilities regarding the medical special procedures log:- sort scheduled procedures separately from as needed procedures- posting shall be real-time as more than one person per campus will be accessing the information- only procedures with valid order dates should populate the posting- procedures documented as completed or not completed through the posting shall be recorded historically in the student's medical record.

Generate Medical Procedures Report

The proposed system shall provide a report based on special procedures, such as tube feeding, trach care, etc., on a particular date or range of dates (e.g., daily, weekly, month). The proposed system shall provide the means to sort based on student and/or time of day to be administered.

Allow for Individualized Healthcare Plan

The proposed system shall provide the means to document nursing care plans (e.g., tube feeding, seizures, asthma, diabetes, etc.). This plan shall be attached to a 504 Plan or student's Individual Education Plan (IEP) if applicable. The plan shall be individualized, be viewed historically, and stay with student record as a student moves between RISD campuses. Data for this plan shall have fields that have validations and some that shall require free form text.


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MED.62 Mand - RISD Generate Tally Report

The proposed system shall generate a report which tallies specific clinic, medication, and procedure log data, and student health concerns for an individual campus as well as for the entire district.


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MED.64 Mand - RISD

MED.65 Mand - RISD

MIGRANT REQUIREMENTMIG.01 Mand - Govt

PACE REQUIREMENTSPAC.01

PAC.02 Override fees due

PAC.03

Generate Student Medical Profile Report

The proposed system shall produce a student Medical Profile Report showing historical screening results for hearing, vision, scoliosis, diseases, diabetes, as well as immunizations. Report shall include all details and notes for the screenings and immunizations. Report shall have an option to select which categories of results to be produced on the report.

Allow for Medicaid export

The proposed system shall provide the means to export detailed information used for reporting special services for Medicaid reimbursement.

Allow for Bio Tracking including nurse alert

The proposed system shall provide the means for Bio Tracking of illness or illness trending in schools. The proposed system shall alert nurses that there is a possibility of an issue.

Track and identify migrant students

The proposed system shall track and identify migrant students as defined by TEA, PEIMS/TEDS 101 record (E0984).

Calculate fees based on specified factors

The proposed system shall calculate fees for an after school program campus based on numerous factors, such as: number of siblings, days of week attending, free/reduced lunch indicator, district employee rate, etc.

The proposed system shall manually override fee schedule for specific student/family in order to manipulate fees due when days open is not a full week. The proposed system shall also provide the means to set a weekly rate based on the calendar for a particular campus.

Allow payment online

The proposed system shall allow payment online through parent access for after school fee based program.


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PAC.04 Interface with PayPAMS Program

The proposed system shall interface with PayPAMS for accepting payment for after school fee based program. PayPAMS is linked to student's PEIMS/TEDS state ID number.


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PACE REQUIREMENTSPAC.05

PAC.06

PORTAL REQUIREMENTSPOR.01 Mand - RISD

Mand - RISD

Mand - RISD

Mand - RISD

POR.02 Mand - RISD

View payment history and generate receipts

The proposed system shall allow parents to view payment history and print payment receipts through a Parent Portal.

Remind parents regarding payments via automated emails

The proposed system shall send automated email reminders to parents regarding payments due or when the account balance is low.

Provide an integrated parent and student portal

The proposed system shall include an integrated parent and student portal.

POR.01.01

Provide device independent portal

The proposed system shall provide a device independent portal (e.g., browser based ~ Chrome, IE, Safari, etc.; or multiple platform apps ~ IOS, Droid, etc.).

POR.01.02

Accommodate a SAML-based SSO service

The proposed system shall accommodate a SAML-based (Security Assertion Markup Language) Single Sign-On (SSO) service that provides full control of authentication and authorization.

POR.01.03

Provide flexible yet compatible teacher tools

The proposed system shall include teacher tools that are operating system independent, web browser independent, and device independent. At a minimum, the tools shall be fully compatible with current and future versions of the Google Chrome, Mozilla Firefox, Microsoft Internet Explorer and Apple Safari web browsers, and the Microsoft Windows, Apple OS and Linux operating systems for desktop computers. In addition, the tools shall be fully functional through the web browsers that are native to mobile devices running the Apple iOS, Google Android, Blackberry and Symbian operating systems, and/or via native mobile applications compatible with those mobile operating systems.

Configure portals (access to student records) based on district decision

The proposed system shall allow the district to enable or disable parent and student access to various student records (e.g., district may opt not to enable access to discipline records to parents and students).


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POR.03 Mand - RISD Grant support personnel portal user capability

The proposed system shall provide a mechanism granting support personnel the ability to assume the identity of a portal user.


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PORTAL REQUIREMENTSPOR.04 Mand - RISD The proposed system shall automatically provision parent and student access.

POR.05 Mand - RISD

POR.06 Mand - RISD

POR.07 Mand - RISD

POR.08 Mand - RISD

Provide automatic account provisioning

Provide access security for the parent portal

The proposed system shall enforce granting parent access privileges to student records based upon an association with a given student within the core system, as determined by the current school year enrollment card or other documents (e.g., court order).

Access to parent portal must be verified each school year.

Parents must agree to a Terms of Usage before access is granted.

Include account management with the option to revoke access

The proposed system shall provide a mechanism to disable a parent or student account after the account has been provisioned. (e.g., if the District discovers that the account holder has failed to comply with the Terms of Usage; the District is provided with a divorce decree stating a parent's access to educational records is revoked.)

Provide account provisioning notification

The proposed system shall provide notifications when accounts are provisioned in the form of letters or emails to parents and students.

Parent mailing and email addresses must be verified as matching the contact information provided to the school.

Include password management process

The proposed system shall allow parents and students to manage their own passwords and have a robust “Forgot your password?” process enabling them to accomplish a password reset without assistance.


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POR.09 Mand - RISD Manage student account on withdrawal/re-entry

The proposed system shall automatically disable a student account when the student withdraws from the District. Disabled student accounts become enabled when the student re-enters the District.


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POR.11 Mand - RISD

POR.12 Mand - RISD

Delete student accounts on matriculation

The proposed system shall delete student accounts when they matriculate from the District.

View student's class period attendance - by dates only

The proposed system shall provide the means for parents and students to view an up-to-date summary of the student's posted tardies and absences for the school year, by class period.

This absence record shall be shown in a format showing only the dates on which the student was not present or was tardy in one or more class periods. (e.g., shows only tardy (T), excused absence (E) or unexcused absence in each class period, for the purpose of tracking truancy.)

View student's class period attendance detail

The proposed system shall provide the means for parents and students to view an up-to-date record of the student's posted daily class period attendance detail.

For elementary students where attendance is taken once a day, the attendance detail summary will show only the dates on which the student was not present, or was tardy, with the associated attendance code for each entry. (e.g., T-tardy, M-medical, R-religious holiday, S-school related activity, etc.)

For Secondary students where attendance is taken in each class period, the attendance detail summary will show in each class period, only the dates on which the student was not present, or was tardy, with the associated attendance code for each entry. (e.g., T- tardy, M-medical, R-religious holiday, S-school related activity, etc.)


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POR.13 Mand - RISD View student's current class schedule including specified criteria

The proposed system shall provide the means for parents and students to view the student's current class schedule including: (1) the student's full name for each class; (2) the class period; (3) the class start and end times; (4) the semester enrolled in the class; (5) the class name; (6) the course/section numbers; (7) the classroom number; (8) the class meeting days; (9) the name of the teacher for each class; (10) access to view assignments and grades in the grade book detail (Grades PK, K-12).


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POR.15 Mand - RISD

POR.16 Mand - RISD

POR.17

Contact teachers via email

The proposed system shall provide parents and students a mechanism to email the student's teachers from the portal account.

View student's grade book detail

The proposed system shall provide a means for parents and students to view the grade book detail for each course on the student's current class schedule in real-time, including all assignments and scores entered by the teacher of record for each marking period and the marking period average.

View class assignment information including specified criteria

The proposed system shall provide a means for parents and students to view the grade book detail for each graded assignment including: (1) the student's full name; (2) the course name; (3) the course section number; (4) the marking period of the assignment; (5) the type (category) of the assignment, as designated by the teacher; (6) the % of the marking period Average for that category type; (7) the assignment name; (8) the assignment due date; (9) the maximum score possible to achieve on the assignment; (10) the weight given to the assignment when computing the category average; (11) an indicator to show if the assignment is an extra credit assignment; (12) the actual score the student achieved on the assignment or an indicator showing the assignment has not been graded; (13) the score shown as percentage of the maximum score.

Generate electronic progress notices and report cards

The proposed system shall provide parents and students an option to receive progress notices and report cards electronically. When electronic receipt of these documents is indicated, the system shall not automatically produce a hard copy of the document when all students are reported, but shall provide an option to specifically produce a hard copy of any document for parents/students opting for electronic receipt.


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POR.18 Mand - RISD View the student's report card grades

The proposed system shall provide the means for parents, guardians and students to view an up-to-date record of the student's Report Card grades, by course, for each cycle of the school year. (six weeks 1-6, S1 Exam, S1, S2 Exam, S2, FG) The posted marking period report card grade will link to the grade book detail showing the assignments and grades that comprise the report card grade.


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POR.20 Mand - RISD

POR.21

POR.22

PREGNANCY RELATED SERVICES REQUIREMENTSPRS.01 Mand - Govt

PRS.02 Mand - Govt The proposed system shall track homebound postnatal students (CEHI).

View the student's credit history

The proposed system shall provide the means for parents and students to view the student's credit history. The credit summary shall display student's full name and the number of credits earned by school year, course, and semester, showing the final semester grade.

Add additional non-standard information to portals

The proposed system shall allow the district to capture and include, on the parent and student portals, additional information that is not normally captured through standard system functionality. (e.g., place links to: the Pearson Portal with the student's access code; the PSAT College Board access site with the student's access code; to PayPAMS for payment of property taxes, PACE and Child Nutrition).

Allow parents to customize accounts to receive email alerts

The proposed system shall provide a mechanism allowing parents to customize their accounts to receive email alerts (e.g., set thresholds for low grades).

Include language options for viewing parent portal information

The proposed system shall have the option to view the information in parent portal in languages other than English.

Record pregnancies within district

The proposed system shall provide for the accurate recording of pregnancies within the district. This capability shall be available regardless of grade level (e.g., it shall not be limited to a grade level range). This status may change and thus must be tracked historically.

Track homebound postnatal students


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PRS.03 Mand - Govt Track displacedhomemaker

The proposed system shall provide a means to track if the student is a displaced homemaker. This status may change and thus must be tracked historically.


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PREGNANCY RELATED SERVICES REQUIREMENTSPRS.04 Mand - Govt

PRS.05 Mand - Govt

SCHEDULING REQUIREMENTSBEGINNING OF YEAR PROCESSING / SCHOOL CALENDAR REQUIREMENTS

BOY.01 Mand - RISD

BOY.02 Mand - RISD

BOY.03 Mand - RISD

Track single parent pregnant teen

The proposed system shall provide a means to track if a student is a single parent or a pregnant teen. This status may change and thus must be tracked historically.

Track at-risk: pregnant or parent

The proposed system shall provide a means to track if a student is at-risk because the student is pregnant or a parent. This status may change and thus must be tracked historically.

Roll school setups to next year

The proposed system shall allow user to roll current school year tables to the next school year (valid periods, grades levels, grades, courses, teachers, rooms, etc.) and allow user to edit from that point in the next school year. User shall not have to set up entire campus tables from scratch yearly.

Roll students to next year campus

The proposed system shall allow user to mass roll students from the current school year to designated next year campus based on grade level and feeder pattern (known locally as the "bump and roll"). System shall allow a default feeder pattern based on student's address as well as an option to override the student's next year campus.

Support different calendars for campuses

The proposed system shall support different calendars for different campuses within the same school year. Access to edit/maintain district or campus calendars is restricted by role.


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BEGINNING OF YEAR PROCESSING / SCHOOL CALENDAR REQUIREMENTSBOY.04 Mand - RISD

BOY.05 Mand - RISD

BOY.06 Mand - RISD

LOCKER MANAGEMENT REQUIREMENTSLOC.01 Mand - RISD

LOC.02 Mand - RISD

Allow mass assignment of students to administrators, homerooms, counselors

The proposed system shall allow user to mass assign specific students to specific staff (counselors/administrators) as well as mass assign specific students to designated homerooms. Assignment to be based on the following or a combination of the following: grade level, specific alpha letters of last name (Sta% to Tro%), gender, local ID number, course/section, etc.

Provide a valid bell schedule for each campus

The proposed system shall provide a bell schedule table that is unique for each campus. The table shall reflect the class periods that are valid for the campus as well the time the class periods begin and end.

Record reportable minutes for PEIMS/TEDS

The proposed system shall provide a means to record the reportable minutes for each class period that is to be used for PEIMS/TEDS by campus. The reportable minutes shall not be automatically based on the length of the class period per the campus bell schedule.

Auto mass assign lockers and provide manual assignment capability

The proposed system shall automatically assign lockers based on grade level, gender, alphabetic by name, homeroom, specific groups (e.g., course numbers, grade level/gender) and shall provide manual assignment capabilities.

Override all previous assignments or allow student to keep current locker assignment

The proposed system shall have the option to override all previous existing locker assignments or allow student currently assigned to locker to keep the assignment.


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LOCKER MANAGEMENT REQUIREMENTSLOC.03 Mand - RISD

LOC.04 Mand - RISD

LOC.05 Mand - RISD

LOC.06 Mand - RISD

LOC.07 Mand - RISD

LOC.08 Mand - RISD

Allow all locker combination numbers to be rolled to new ones simultaneously

The proposed system shall allow locker combination numbers to be rolled to new combinations for all lockers at one time.

Do not allow certain lockers to be assigned

The proposed system shall keep specific lockers from being assigned to students (e.g., broken, non-use of specific lockers).

Provide locker assignment options

The proposed system shall allow student's current year locker assignment to roll / stay the same in the next school year. Individual lockers may have restrictions such as: number of students assigned to locker, gender, grade level, homeroom assignment, etc.

Support 5 sets of combinations - locker system

The proposed system shall have a maintenance capability to store at least up to five locker combo sets as well as specific restrictions for that locker (grade level, number of students, gender, homeroom, etc.).

Set (automatically / manually) the combination set for any given locker

The proposed system shall automatically/manually set the combination set for any given locker. Yearly roll-over can automatically set the combination set number to be active for the year.

Generate locker reports including specified criteria

The proposed system shall produce a report showing all lockers on the campus, student(s) assigned (if any) and the current combination assigned to the locker. Other report options shall provide a list of only assigned lockers, student(s) assigned and combo as well as a report listing only unassigned/available lockers.


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MASTER SCHEDULINGMST.01 Mand - RISD

MST.02 Mand - Govt

Accommodate RISD's master schedule builder process - overview of system

The proposed system shall systematically build a campus master schedule with the following:- A campus course catalog built (or rolled from previous year) to add or delete courses. Campus course catalog originally selected from a global/district course master.- A list of student course requests entered from students portal access, user manual entry or from importing the data and/or rolling the data from student's six year plan into course requests.- The number of sections for each course calculated by the system based on number of course requests or number of sections that can be manually entered.- The proposed system shall also allow a user to specify periods a course shall/shall not be scheduled, specify if certain courses cannot be scheduled in the same semester for a student, link course/sections that shall be offered consecutively, etc.- A campus master schedule (containing a list of sections) is built, with the system automatically providing a starting point. (System derives optimum section period/semester placements based on student course requests for maximum percentage of students schedules to load.)- The automatic scheduler mass generates schedules for students as well as allowing users to manually enter student schedules. Scheduler shall mass generate schedules based on specific criteria set for the specific course (examples are grade level, gender, etc.).

Support minimum 8-digit local course number and the PEIMS/TEDS number

The proposed system shall capture both a minimum 8 character local course number and the PEIMS/TEDS course number. Both the local course number and the PEIMS/TEDS numbers will be alpha/numeric.


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MST.03 Mand - RISD Provide multiple methods of data entry

The proposed system shall provide for multiple methods of data entry including manual entry, through student portal (course requests / six year plan) and allowing data import.


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MST.05 Mand - RISD

MST.06 Mand - RISD

MST.07 Mand - RISD

MST.08 Mand - RISD

Allow mass add/delete courses and requests

The proposed system shall provide the means to mass add/delete courses to student's course requests, a course/section to selected students schedules, etc. Criteria for mass add/delete can also be based on another course/section existing in student's schedule.

Display master schedule

The proposed system shall display the campus master schedule in a matrix format so that the user has a visual overview of the layout; with the capability to "drag and drop" sections in this view to other periods in order to make changes to master schedule prior to students being scheduled.

Assign specific lunch

The proposed system shall assign lunch assignments for each semester by various options including period/teacher, period/room, homeroom, etc. These lunch assignments shall appear on a student's schedule (on screen as well as printed schedule).

Generate master schedule based on pre-scheduling information

The proposed system shall be able to generate a master schedule based upon pre-registration course requests creating classes in a manner that the majority of students may be scheduled.

Allow fragmented courses

The proposed system shall provide fragmenting of full year courses. A course shall be coded to indicate if it can be split on a student's schedule between different sections each semester (one in the fall and a different section in the spring) when the mass scheduling process is run. This will allow the proposed system to create an optimal schedule for the student, one section in fall and a different section for the spring, if the courses are coded as fragmented.


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MST.09 Mand - RISD Create and maintain student course requests

The proposed system shall provide a way to create and maintain a list of courses for student course requests, ability to request a specific semester of a full year course, and the ability to specify which semester to schedule a one semester course. Student requests shall be entered based on user role, online access by student/parent, as well as data upload.


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MASTER SCHEDULINGMand - RISD

MST.10 Mand - RISD

Mand - RISD

Mand - RISD

MST.09.01

Create and maintain student course requests via six year plan

The proposed system shall provide the means to use the next year courses from the student's six year plan for the next school year course requests.

Calculate number of sections

The proposed system shall calculate the number of required sections per course based on the course catalog, class size and student requests. The proposed system shall allow the user to manually enter number of sections to be created (due to teacher allocations).

MST.10.01

Create and maintain section requirements - list of sections

The proposed system shall provide a way to create and maintain a list of sections for each course. A default section shall contain the values that are to be inherited by additional created sections for that course. Values can be manually edited based on user security.

MST.10.02

Generate section requirements - auto generate sections

The proposed system shall auto generate sections based on the calculated/specified number of sections and also specify if course meets or not meets in specified periods. If the proposed system auto generates section numbers, user shall manually change the section numbers prior to students being scheduled. Once attendance is created for the course, the section number shall no longer be edited.


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MASTER SCHEDULINGMand - RISD

MST.11 Mand - RISD

MST.10.03

Maintain section requirements -section details

For each section, the proposed system shall maintain the following data elements:- Local course number- Section number- Instructor/teacher- Secondary instructor/teacher- Room number- Maximum number of students that can be assigned- Maximum number of students that can be assigned that are coded as special population (example: SPED, ESL)- Gender restriction- Grade level restrictions- Semester to meet- Multiple periods assigned to a section (block course)- Days that class meets- Any coding required by the state PEIMS/TEDS

Generate Scheduling Planning Form in specified format

The proposed system shall produce a letter/form to be used by students to manually plan their schedule. The following data elements shall be included on the letter/form:- Student name, grade level and other identifying information, such as Homeroom and local ID number- List of student's courses requested- Blank table format that mimics the school's number of periods per semester for a complete schedule


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MST.13 Mand - RISD

MST.14 Mand - RISD

MST.15 Mand - RISD

Generate district-wide course table

The proposed system shall provide a district-wide course table. User with appropriate security will be allowed to assign specific courses to appropriate campuses for specific school year. Campuses are not allowed to create course records that are not on the district table. District-wide courses can be flagged as "inactive" for specific school years, specify school type it can be assigned to (elementary, summer, etc.), as well as record notes regarding the course.

Generate personalized course request letter in specified format

The proposed system shall generate a student's course request verification Letter. The letter shall include the next year course selection information and a signature line for the parent. Each campus shall create and modify the body of their letter. The letter showing next year's course requests shall pull the student's campus location in the current school year by a particular period and note the period, course and teacher of record in a header type format. There shall be an option to sort the letter by current campus when printing and/or produce separate files for each current incoming campus. The proposed system shall produce such letters in multiple file formats so individual student letters may be edited.

Save and reuse multiple scheduling runs

The proposed system shall save multiple campus master schedules while in the planning stages and provide the means to revert to a particular selected master schedule once optimum scheduling run is achieved.

Generate room availability and capacities by campus

The proposed system shall generate reports of room availability and capacities by campus. These reports shall reflect all course/sections assigned to that specific room by period as well as the number of students scheduled in the course/section.


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MST.16 Mand - RISD Provide access to more than one campus master based on role - with options to edit or view only

The proposed system shall allow an individual to have access to more than one campus master based on user's role. Both options to edit or view only shall be required.


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MST.18 Mand - Govt

MST.19 Mand - RISD

NEXT YEAR PREPARATION REQUIREMENTSNYP.01 Mand - RISD

NYP.02 Mand - RISD

NYP.03 Mand - RISD

Generate flexible conflict matrix option and student schedule

The proposed system shall provide reporting capabilities including a conflict matrix with sections availability for unscheduled courses. The report shall show all classes requested by these students and when the classes are available/scheduled to assist in manual correction of a student's schedule.

Generate automatic teacher log for PEIMS/TEDS 090 records

The proposed system shall track teacher assignments to course sections. This shall include a beginning and ending date (add/drop information). All info needed for the PEIMS/TEDS 090 record shall be handled by the system and not require additional manual entry to track the teacher of record changes.

Provide section number editing

The proposed system shall build the course sections, but shall have the option to manually override the section numbers prior to students being assigned/scheduled.

Roll students to next year from pre-registration

The proposed system shall roll current year students to the upcoming school year for pre-registration and shall allow course requests to be entered for that school year while the current school year is still in session. Rolling of students shall be campus and grade level specific.

Enroll for next year while current year in session

The proposed system shall allow enrollment for the next school year while current year is in session (e.g., PK and kindergarten aged children, as well as students entering RISD for next year and not enrolling or enrolled in current year).

Input codings in next year independent of current year

The proposed system shall allow for data entry to occur in current and next year. Data in next year shall not affect current year settings. School years shall have independent coding. Examples: assigning homeroom, advisors/counselors, clusters, etc.


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NYP.04 Mand - RISD Roll current year course master to next year's course master

The proposed system shall provide the means to roll current course master for each campus into the campuses' next year course master.


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NEXT YEAR PREPARATION REQUIREMENTSNYP.05 Mand - RISD

NYP.06 Mand - RISD

NYP.07 Mand - RISD

NYP.08

SCHEDULING SCH.01 Mand - RISD

SCH.02 Mand - RISD

Roll course section options

The proposed system shall have the option to roll current year courses and all existing sections to next year (with course coding, room assignment, teacher of record), as well as have the option to only roll a default section only.

Promote/retain flag options

The proposed system shall provide options regarding promotion/retention flags when rolling students to next year campus. Option shall include not honoring promotion/retention flag until such time that decisions are made at the end of year regarding grade level placement.

Retain to proper campus and grade level

The proposed system shall place the student on the proper campus with the appropriate grade level when retained.

Provide rules for next year campus based on override code

The proposed system shall allow rules to be specified to determine a student's next year campus location due to grade level and grid code override reason. Example: student with a grid code override of OV (overflow) shall return to home school feeder pattern.

Generate statistical reports with specified criteria

The proposed system shall provide statistical reports by grade level and/or gender (number scheduled, number not scheduled, percentages by grade level and overall campus). Shall provide the means to see class counts by period, semester, teacher, grade level, etc. Shall generate a report of selected students' schedules based on grade level and/or specific program (Title I, gifted, special ed, ESL, etc.).

Generate honor roll reports

The proposed system shall generate multiple honor roll reports based on specific course and grade achieve criteria as determined by district policies.


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SCH.03 Mand - RISD Print schedules with semesters side-by-side

The proposed system shall print student schedules with semesters listed side-by-side (fall semester courses on the left and spring semester courses on the right).


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SCH.05 Mand - RISD

SCH.06 Mand - RISD

SCH.07 Mand - RISD

SCH.08 Mand - RISD

Provide multiple course registration methods

The proposed system shall provide multiple methods of course pre-registration to accommodate the diverse technology available in the district, such as manual entry, portal entry, data import, etc.

Provide unique campus setup (e.g., grading cycles, semesters, opening of grade posting window)

The proposed system's scheduling capabilities shall include campus definable grading cycles and multiple styles of semesters or quarters. The proposed system shall open the grade posting window on different dates for different grade levels on specific campuses.

Generate automatic class assignments for single students

The proposed system shall provide automated course/section assignments based on student's course request for a single student. This includes the means to schedule a student in a specific semester of a full year course.

Generate schedule changes log

The proposed system shall provide a scheduling drop/add log showing date when transaction took place and when the drop/add is effective, as well as which user made the change and when.

Calculate tallies and seat counts

The proposed system shall track seat counts and course request tallies in real-time.


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SCH.09 Mand - RISD Assign/generate special program tracking - advanced placement, honors, etc. (AAR, PEIMS)

The proposed system shall contain an indicator that specifies whether the course is advanced placement, honors, etc. Course file shall contain fields to code special program information such as advanced placement, honors, etc., for the purpose of printing data on student's transcripts based on the TEA Minimum Standards for the Academic Achievement Record (AAR). Multiple codes per course shall be assigned.


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SCH.11 Mand - RISD

SCH.12 Mand - RISD

SCH.13 Mand - RISD

SCH.14 Mand - RISD

Provide a scheduler that enforces proper semester

The proposed system shall not allow a student to be scheduled into a specific semester for which a course does not meet. If a course is only a one semester course and the section meets in semester 1, the system shall not allow the student to be forced into semester 2 for that section. Yet, a course that meets full year shall allow for a student to only be scheduled for a specific semester.

Provide a scheduler that allows multi-level priorities for scheduling

The proposed system shall include a mass scheduler able to multi-level prioritize students - based on specific course requested, grade level, classes with few sections, students with a specific program code, etc.

Provide a scheduler that can produce a student schedule matrix in the event of non-scheduled

The proposed system shall provide a scheduler which produces a conflict matrix report by student and course. This shall provide a method of evaluating each student who was not completely scheduled in all classes, showing all possibilities for the student.

Display future schedule change

The proposed system shall track and display all course/section changes that are for a future date. (e.g., If schedule change is to take affect in two (2) weeks time, then the schedule shall show daily where a student really is. Counselor shall be able to see that change is coming up and when that date arrives that is when attendance, grade book, etc. shall push the change).

Track student schedule change history

The proposed system shall track all schedule changes. All course/sections added and dropped shall be recorded including specific semesters if schedule was fragmented as well as the user that made the change.


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SCH.15 Mand - RISD Provide a scheduler that allows dual campus enrollment

The proposed system shall provide a scheduler which accommodates dual campus enrollment without creating conflict with existing or future schedules. (Enroll in more than one campus and be scheduled in all campuses enrolled).


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SCH.17 Mand - RISD

SCH.18 Mand - RISD

SCH.19 Mand - RISD

SCH.20 Mand - RISD

Generate scheduling report - course request tallies by semester

The proposed system shall include a scheduling report that will reflect total number of students requesting a course with counts broken out by semester.

Generate scheduling report - course request tallies by grade level, gender, etc.

The proposed system shall include a scheduling report that will reflect course request tallies by grade level, gender, ethnicity/race, special population, etc.

Generate scheduling report - students requesting course

The proposed system shall include a scheduling report that will identify the students requesting the course and specific semester requesting if only a particular semester needed.

Generate scheduling report - course, section, meets details

The proposed system shall include a scheduling report showing all courses, sections for the courses, room information, teacher assigned, class counts, etc.

Generate scheduling report - number of seats and number of student requests

The proposed system shall include a report that will compare number of student requests to the number of possible seats for that course.


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SCH.21 Mand - RISD Generate scheduling report - class load analysis

The proposed system shall include a report that will show the total number of sections, number of students requesting, available seats (general ed & special ed), number not scheduled (general ed & special ed), percentage scheduled, total unscheduled, average class size, etc.


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SCH.23 Mand - RISD

SCH.24 Mand - RISD

SCH.25 Mand - RISD

SCH.26 Mand - RISD

SCH.27 Mand - RISD

Generate scheduling report - course requests not scheduled

The proposed system shall include a report that will show the courses that did not schedule that are on individual student's course requests.

Generate scheduling report - course/section roster

The proposed system shall include a report that will list all students that are scheduled into a specific course/section including showing the semester the student is enrolled in if not the full length of the course.

Generate scheduling report - student schedule

The proposed system shall include a report that will display student schedules (one student per page) and print based on criteria such as grade level, gender, advisor/counselor, homeroom, etc. semesters in a side-by-side format preferred.

Generate scheduling report - student schedule list format

The proposed system shall include a report that will display student schedules in a list format (multi students on a page) and print based on criteria such as grade level, gender, advisor/counselor, homeroom, etc. semesters in a side-by-side format preferred.

Generate scheduling report - no course request

The proposed system shall include a report that will list students with no course requests.

Generate scheduling report - too many or not enough requests

The proposed system shall include a report that will show if students have a number of course requests that are within a certain criteria range such as total number of courses requested are less than a full scheduled day. The proposed system shall provide a means to set a range of periods or credits to identify students with too many or not enough courses requested to make a full schedule.


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SCH.29 Mand - RISD

SCH.30 Mand - RISD

SCH.31 Mand - RISD

SCH.32 Mand - RISD

SCH.33 Mand - RISD

Generate scheduling report - unscheduled students

The proposed system shall include a report that will show if students are unscheduled. This report shall identify students with whom the mass scheduler encountered conflicts and course was not scheduled.

Generate scheduling report - duplicate room

The proposed system shall include a report that will show if more than one course/section is scheduled in a room during the same period.

Generate scheduling report - room utilization

The proposed system shall include a report that will show what course/sections are scheduled in a specific room in a given day. This shall include the period the course/sections meet in that room, as well as the teacher assigned, max number of seats for course/section (special education seats and also total number of seats), number of seats assigned, and number of seats available.

Generate scheduling report - duplicate teacher

The proposed system shall include a report to show if a teacher is assigned to more than one course/section in a period.

Generate scheduling report - incomplete schedules

The proposed system shall include a report to show all students that do not have the proper number of classes scheduled for each semester to make a full schedule for that campus.

Generate scheduling report - teacher schedule list

The proposed system shall include a report that lists all course/sections assigned to a specific teacher and number of students assigned by semester for the teacher for each period.


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SCH.34 Mand - RISD Export scheduling reports

The proposed system shall allow all reports to be available in multiple file formats and have export capabilities.


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SCH.36 Mand - RISD

SCH.37

SCH.38 Mand - RISD

SCH.39 Mand - RISD

Generate an incomplete schedule alert

The proposed system shall provide a flag/alert on student's schedule screen indicating student does not have a complete schedule. Complete schedule shall be based on scheduled courses both fall and spring semesters for the number of periods designated as "full" for that campus by semester.

Provide an audit indicator by semester

The proposed system shall provide a way to indicate if a student is taking a specific semester (or semesters) of a class for audit purposes only and will not receive a grade or credit. Requirements by the state must be met regarding an audited course. Current requirements are that a student receives a grade and it appears on the report card. Course receives no credit and will appear in student's academic record. Audit course will not be used in grade point average calculation and will not appear on the AAR/transcript.

Save schedule for inactive student

The system shall provide the means to "hold" a student's schedule in the event the student is transferring to another campus (alternative school) but is expected to return. The "held" schedule shall not reflect in the enrolled seat count for that course/section. The inactive student shall not show up as a scheduled student in the teacher's course/section roster, nor shall it generate CATE contact hours.

Provide total seat count for classroom by period

The proposed system shall tie courses together, in regards to seat counts, that are taught in the same classroom at the same time (period) to prevent class overloading. Example: English 1 and English 1 modified courses both 1st period with Mr. Jones - total seats for classroom shall be a combination of the two courses.

Track student counts when travels to another campus for course

The proposed system shall track counts by class and combined rosters/counts across campuses when a student from one campus attends a course on another campus.


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SCH.40 Mand - RISD Provide sort/print options for student schedules

The proposed system shall have the option to sort/print individual student schedules based on period and teacher within a specified semester from the student's current schedule.


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SECONDARY REPORT CARD REQUIREMENTSSEC.01 Mand - RISD

SEC.02 Mand - RISD

Support State and local requirements

The proposed system shall produce a secondary report card for grades 7 through 12 that displays all current and future state and local requirements.

Display specific header items on secondary report card

The proposed system shall display the following information on the secondary report card (list below may not be complete as the State and/or local requirements may change year to year):- District and campus information including Superintendent's name, campus Principal's name, campus name and address, as well as school district logo- Student name, local ID, grade level, year student entered ninth grade for the first time


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SEC.04 Mand - RISD

SEC.05 Mand - RISD

Display academic grades/data on secondary report card

The proposed system shall display the following academic information on the secondary report card (list below may not be complete as the State and/or local requirements may change year to year):- Local course number and local course name, showing period student is taking the course and sorted in ascending order by period- Teacher name - All individual marking period grades (e.g., six weeks, cycles)- Semester exam grades- Semester average- Final grade- Quality points, if applicable and only if earned - Progress and growth scores (user defined list)- Individual and civic responsibility scores (user defined list)- Credits earned- Note if credit not earned due to absence failure, audit, etc. which is based on each individual course- Historical grades/scores for the school year shall be displayed on the report card

Display cumulative class/period attendance for specific marking period

The proposed system shall display the cumulative class/period attendance for the specified marking period that the report card is being run. Attendance categories to display are: excused, unexcused and truancy for each course per semester.

Allow teacher comments from a user-defined list

The proposed system shall display teacher comments that are derived from a user-defined list for the specified grading period that the report card is run. Comments are possible for each course the student is enrolled for that marking period and multiple comments can be made in each course. All teacher comments posted for that grading period should display.


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SEC.07 Mand - RISD The proposed system shall have an area for a parent to sign the report card.

SEC.08 Mand - RISD

SEC.09 Mand - RISD

SEC.10 Mand - RISD

Display and modify report card legends

The proposed system shall have an area to display and modify all legends needed to explain grading rules, score legends and legal notes as determined by RISD. RISD shall have user rights to modify the notes and legends as needed.

Provide area for parent signature

Allow for printing by specified groups

The proposed system shall include active and/or inactive students, students in specific grade levels, program codes, homerooms, etc. when making selections of students to include in the printing of report cards.

Provide printing sort order options

The proposed system shall provide the means to specify how the report cards are to be sorted/printed. Options shall include: sort by semester, period, and grade level (one criteria or by multiple criteria) as well as an individual student, entire grade level, or entire campus. Option to print for all address records or resides (primary) only address is also required.

Provide print capabilities - mailer

The proposed system shall produce a PDF file for report cards that are in a mailable format which includes all the academic requirements of the report card, as well as a second page containing campus return address and student mailing address. System shall have options for the mailing address, such as: To the parent/guardian of <student>; To <parent>; To <parent> Parent of <student>. The second page shall also include the name of the classroom teacher based on specifications given for sort order when semester and period are used. This is used when report cards are handed out through specific classroom period instead of being mailed via U.S. Post Office.


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SEC.11 Mand - RISD Provide print capabilities - laser

The proposed system shall produce a PDF file for report cards that are a single page per student, which includes all the academic requirements of the report card. User shall have multiple sorting options when producing this file, such as: alphabetic by grade level, alphabetic by campus, etc.


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SERVICE LEARNING REQUIREMENTSSLR.01 Allow students to

self-report service learning hours

The proposed system shall provide a repository for students to self report service learning hours.

SLR.01.01

Capture data requirements

The proposed system shall provide a means for capturing service learning hours data including the following: hours served, date of service, service performed and email address of adult contact for service confirmation; email address defaults to the student's parent (relation resides).

SLR.01.02

Support editing restrictions

The proposed system shall allow students to change service learning hours entries up until such time as the organization or parent has approved the reported hours/activity.

SLR.01.03

Support district defined workflow

The proposed system shall support a workflow that causes an email to be sent to the confirmation email address. Student determines when the entry is complete and ready for organization/parent confirmation.

The email includes a brief description of its purpose and a token. The token is a URL that takes the approver to a web page where they confirm or deny the hours reported.

This is a one-time-use approval; once approved, it cannot be changed via the token, but is still available for view.

Token provides authentication necessary to allow approval to occur; no other credentials are required.

SLR.01.04

Support district defined workflow - timing of email confirmation of address

Workflow includes a reminder feature to email confirmation address at regular intervals, established by the District, until the service learning hours are confirmed or denied.


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SLR.01.05

Print service learning approval form

The proposed system shall provide an option to print the Service Learning Approval Form which is required to enable a student to obtain hardcopy approvals.


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SERVICE LEARNING REQUIREMENTS

View totals

SLR.01.06

Allow service learning hours to be reported in grades 9th through 12th

The proposed system shall allow service learning hours to be reported starting in 9th grade and accumulate until 12th grade.

SLR.01.07

The proposed system shall allow students to see year-to-date service hour totals for the current school year and a grand total that includes prior years' reporting.

SLR.01.08

Allow seniors to report service learning reflections

The proposed system shall allow seniors to also report service learning reflections.

SLR.01.09

Provide principal access

The proposed system shall provide principals with full access to student reported service learning hours.

SLR.01.10

Support principal approval overrides

The proposed system shall allow principals to approve service learning hours on behalf of an organization or parent.

SLR.01.11

Generate student and service learning reports with totals

The proposed system shall provide principals with reports showing students and service learning hours reports; current school year-to-date and grand total including prior years' reporting for each student and totals for school.

SLR.01.12

Support export reporting

The proposed system shall allow principals to export lists of students reporting service learning hours.

SLR.01.13

Allow for senior reporting cut-off dates

The proposed system shall support a cut-off date established for seniors each spring. Seniors must finish their service learning hours reporting and upload their reflections by this date to be recognized during the graduation ceremony.

SLR.01.14

Provide parent notification of non-participation

The proposed system shall, at the end of each school year, as determined by the district, notify the parents of 9th - 12th grade students by email if their child has not reported service learning hours.


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SPECIAL EDUCATION AND 504 REQUIREMENTSSPE.01 Mand - Govt

SPE.02 Mand - Govt

Mand - Govt

SPE.03 Mand - RISD

SPE.04 Mand - Govt

SPE.05 Mand - RISD

Track students assigned to special programs

The proposed system shall identify and track students assigned to special programs (e.g., Section 504, dyslexia) upon entry and exiting.

Enroll under-aged students (birth to 4 years) for special services

The proposed system shall enroll under-aged students (four years of age and younger) eligible for special services (e.g., deaf education and EE).

SPE.02.01

Provide online access to special services applications

The proposed system shall provide a way to track information on students who are not enrolled and not in membership (preschool, private school, and home school students); this is a disadvantaged students' Child Find requirement.

Secure SPED info and make available to appropriate resources

The proposed system shall limit access to special education (SPED) information to those resources responsible for serving the student.

Fulfill OEYP, ESY requirements

The proposed system shall fulfill the PEIMS/TEDS reporting requirements for students receiving extended year services.

Maintain student needs assessments

The proposed system shall create a student ID for a student that is not enrolled on a regular campus. This allows us to create the student for SPED program evaluation even though the student is not served.


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SPECIAL EDUCATION AND 504 REQUIREMENTSSPE.06 Mand - Govt

SPE.07 Mand - RISD

SPE.08 Mand - Govt

SPE.09 Mand - RISD

SIX YEAR PLAN REQUIREMENTSSYP.01 Mand - Govt

SYP.02

Track specific criteria for homebound students

The proposed system shall track attendance, grades, and program services delivered for homebound students or regular ed and SPED students.

Track entrance and exit in SPED programs

The proposed system shall track students' entrance and exit to and from the different programs/services and shall be date driven to accommodate accurate PEIMS/TEDS reporting.

Capture child restraint info for reporting

The proposed system shall capture child restraint information required for state and federal reporting.

Track SPED dates and history

The proposed system shall provide an on-line historical data of students in special education (SPED).

The proposed system shall track SPED students' history - effective dates of service change, assessment dates and provide the means to pull a student's history for prior years.

Provide an integrated six year plan starting in the 6th grade

The proposed system shall allow students, parents, and counselors to plan the student's academic career, starting in the 6th grade, for junior high and high school classes.

Allow display/view to include academic history, current and future year's schedule plan

The proposed system shall have a view that includes academic history (junior high and high school courses completed), current year's schedule, and future year's plan. Once a "plan year" is underway, it drops from the display; replaced by current year schedule or academic history. Display includes local course ID, description, units and credit. Academic history reports units/credits earned, current year reports potential units/credits, and plan year(s) reports planned units/credits.


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SIX YEAR PLAN REQUIREMENTSSYP.03

SYP.04

SYP.05

SYP.06

SYP.07

SYP.08

Allow selection of courses within a category

The proposed system shall allow students to work one year at a time; selecting category (e.g., ELA (english language arts), math, science, social studies, CATE, LOTE, PE, electives, etc.) and given a list of courses from which to select within the category. Courses available in the selection list are those for which no credit has been earned, are grade level appropriate and offered on the next year campus.

Provide selection options as defined in a course series/track

The proposed system shall allow some courses or selections to trigger the insertion of other courses that are in a series/track (e.g., student selects a CATE track). Any courses defined within that track are automatically inserted into the plan for the appropriate grade level and plan year.

Validate plan while in progress for students in 9th-12th grades

The proposed system shall validate the plan as it is being built for students currently in 9th - 12th grades.

Generate validation reports including specified criteria

The proposed system shall generate validation reports that include: missing classes, too many or too few credits/units by category, and duplicate course selections.

Allow setup to be based on first year 9th grade

The proposed system shall provide courses, categories, and required credits/units that are table driven. Since requirements may change, all validations shall be by academic year and set up based upon first year 9th grade and next year school.

Allow for electronic parent approvals

The proposed system shall allow parent approvals to be obtainable electronically. When plan is complete, parent receives an email with a URL taking them to an electronic signature page. No credential required. URL is a one-time token and is not usable once electronic signature is received.


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SYP.10

SYP.11

SYP.12

SYP.13

SYP.14

Display/view parent approvals in a grid-type format

The proposed system shall include as part of the approval display, a grid-type format, by year, by category as well as courses taken, courses underway, and planned courses.

Provide parents option to select alternate courses

The proposed system shall provide, as part of the approval process, a parent the option to select alternate courses.

Enforce controls for parent approvals

The proposed system shall not allow alternate courses to automatically replace a given class. Counselors are to review parent alternative selections and accept changes manually.

Provide parents without electronic access selection, approval and print options

The proposed system shall allow parents not having electronic access, an option to print the six year plan report, including signature page and alternative course selections.

Log details of electronic parent approvals

The proposed system shall log when electronic approval is complete. The log shall include IP (Internet Protocol) address, date, and electronic signature device. Other authentication criteria may be defined and captured as needed.

Record Pre AP/AP Agreement and acceptance of conditions within the approvals page

The proposed system shall provide an approval page which includes the Pre AP/AP Agreement and records parents' acceptance of the conditions.


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SYP.15 Update student course requests automatically from plan data for next school year

The proposed system shall have the plan data for next school year automatically update student course requests.


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SYP.17

SYP.18

Set up table driven parameter and tie to academic year to update student course requests

The proposed system shall perform student course requests updates within a pre-defined time period. The period may change from year-to-year and must be a table driven setup parameter tied to academic year.

Include summaries and/or counts to student course requests updates

The proposed system shall have updates to student course requests include any/all summaries and/or counts (e.g., credits/units).

Lock in next year's student plan at the end of the student course request posting period

The proposed system shall allow at the end of the student course request posting period, next year to become locked in student plan. Students may continue to work in future years, but cannot change next year or previous years. (e.g., the student requests posting period for the 2013 - 2014 ends for students on 3/1/2013. On 3/2/2013, students can no longer update, add, delete, or otherwise, change plan for the 2013 - 2014 school year; however, years 2014 - 2015 and beyond are opened for update/add/change/delete activity.)


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SYP.19 Allow counselors to work in student course requests after student posting end date

The proposed system shall allow counselors to continue to work in student course request after the student posting end date; but, they too have an end date at which point they can no longer make changes to plan and must then only work in requests for next school year. (e.g., the counselor posting period ends on 3/8/2013. On 3/9/2013, counselors can no longer update, add, delete or otherwise change the plan for the 2013 - 2014 school year; however, years 2014 - 2015 and beyond are open for update/add/change/delete activity. If changes for the 2013 - 2014 school year are required after 3/8/2013, counselor works in student requests.)


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TEACHER ACCESS REQUIREMENTSGENERAL

TAR.01 Mand - RISD

TAR.02 Mand - RISD The proposed system shall provide secure teacher tools.

TAR.03 Mand - RISD

TAR.04

TAR.05 Mand - RISD

Provide flexible yet compatible teacher tools

The proposed system shall include teacher tools that are operating system independent, web browser independent, and device independent. At a minimum, the tools shall be fully compatible with current and future versions of the Google Chrome, Mozilla Firefox, Microsoft Internet Explorer and Apple Safari web browsers, and the Microsoft Windows, Apple OS and Linux operating systems for desktop computers. In addition, the tools shall be fully functional through the web browsers that are native to mobile devices running the Apple iOS, Google Android, Blackberry and Symbian operating systems, and/or via native mobile applications compatible with those mobile operating systems.

Provide secure teacher tools

Provide access to teacher tools regardless of location without VPN

The proposed system shall allow teachers to access their tools from outside RISD's computer network. The tools shall be accessible using any computer or mobile device that has access to the Internet, regardless of its physical location, and without the use of Virtual Private Networking (VPN).

Display schedule by semester and class period

The proposed system shall allow teachers to group classes together by semester and by class period.

Provide flexible and easy-to-use reports

The proposed system shall have a grade book offering a flexible, easy-to-use reporting package.


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GENERALMand - RISD

Mand - RISD

TAR.06

TAR.07 Mand - RISD

TAR.05.01

Generate teacher reports

The proposed system shall provide the following teacher reports:

- Elementary progress report - Interim- Elementary alternative progress report (Detailed Subject Report)- Elementary alternative progress report (Academic Progress Report)- Secondary progress report - Interim- Grade book by class- Class list/roster- Missing assignments- Attendance matrix- Grade validation- Six year plan

TAR.05.02

Provide access of grade book/teacher reports to authorized non-teachers

The proposed system shall allow all grade book/teacher reports to be accessible by authorized non-teachers (e.g., principals, central office).

These non-teacher users access reports through their own user security; they are not attached to the teacher account and do not have direct update/insert/delete access to the teacher's grade book.

Analyze student grades by specified criteria

The proposed system shall allow teachers to graphically analyze student grades by different criteria such as school, grade level, gender, ethnicity/race, department, course/class etc.

Allow specific student record information to be available

The proposed system shall allow student information that is available to teachers to include demographic information, parental contact information, special program participation, home language, high stakes assessment results, and other factors to assist teachers when determining appropriate learning methodology.


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TAR.08 Mand - RISD Support electronic communications with parents

The proposed system shall have an easy-to-use mechanism that enables teachers to communicate with a student's parent/guardian electronically (e.g., via email, SMS, etc.).


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GENERALTAR.09 Mand - RISD

TAR.10 Mand - RISD

TAR.11 Mand - RISD

TAR.12 Mand - RISD

TAR.13 Mand - RISD

Allow for self-reporting of teacher info

The proposed system shall allow teachers to self-report conference time and additional contact information (e.g., phone number, email, etc.). This information shall be made available to parents/guardians and students via their respective system tools, and may optionally be included in reports (e.g., progress reports).

Select student/data via criteria and download via Excel

The proposed system shall allow teachers to download rosters, grade book assignments and their respective scores, or a list of selected students to a Microsoft Excel spreadsheet. Student selection criteria shall be extensive, allowing the teacher to identify, by any attribute, a student or group of students - For example: find and list students in the teacher's roster who are failing 3 or more classes.

Save point - alert when exiting if pending/unposted changes exist

The proposed system shall warn teachers if there are pending, unposted changes when exiting/closing pages.

Create audit trail of and report teacher activity

The proposed system shall track and report teacher activity (e.g., grade posting history, grade changes, attendance posting, assignment creation and change, grade matrix creation and change).

Allow for teacher notes

The proposed system shall allow teachers to record notes on individual students such as assignments, attendance, etc.

Notes shall be viewable by students and their parents or guardians via their respective system tools.


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ATTENDANCETAR.14 Mand - RISD

TAR.15 Mand - RISD

TAR.16 Mand - RISD

TAR.17 Mand - RISD

TAR.18 Mand - RISD

Post class/period attendance - roster or seating chart

The proposed system shall allow teachers to take attendance using a roster or seating chart. The seating chart shall optionally support student photos.

The roster is limited to students scheduled to be in the class on the attendance date. (e.g., students taking the 2nd semester of a full year course should only display in the class attendance roster on dates that fall within the beginning and ending of the 2nd semester. If the student drops the class during 2nd semester, then the drop date supersedes the last day of the semester.)

Post class/period attendance - single roster

The proposed system shall have teacher's attendance roster combine all classes meeting during the same period of the day at the same school into a single roster. This "ease-of-use" requirement provides teachers a single place to record attendance for any given period of the day.

Post class/period attendance - valid codes

The proposed system shall allow teachers to have access to a subset of valid attendance codes. The subset comes from the list of valid District-defined codes.

Post class/period attendance - default code

The proposed system shall allow the district to configure a "default" attendance code for teacher posting.

Post class/period attendance - for current day only

The proposed system shall allow teachers to post attendance for the current day only, and only if the current day is an attendance day on which the class is actually meeting.


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GRADE BOOKTAR.19 Mand - RISD Provide multi-class

viewThe proposed system shall enable teachers to group or combine classes into a class superset when the applicable classes are scheduled during the same period of the day.

The teacher will use the superset class to create and score assignments and post grades at the end of the grading cycle. The aim of such superset classes is to provide the teacher with an efficient way to enter grades for students who are in different classes, but who are working on identical assignments.

For example, it is common for a teacher to have both general education and Special Education students during the same period of the day. Per the Student Information System, the students are in different classes that have separate class codes; but, in reality they are in the same classroom, working on the same assignments at the same time.


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TAR.20 Mand - RISD Display class roster by student status with grades for prior cycles and semesters

The proposed system grade book shall display the following information about each student: class roster by student status (active students first), last name, first name, and middle name.

The roster is limited to students scheduled to be in the class during the cycle/marking period the teacher is viewing. (e.g. students taking the 2nd semester of a full year course should only display in the grade book roster during marking periods/cycles that fall within 2nd semester. If the student drops the class during 2nd semester, then the drop date supersedes the last day of the semester and the student displays in marking period/cycles that fall within the add and drop date range.) From within the grade book, teachers shall view all achieved cycle grades and/or semester grades for prior cycles and semesters within the current school year, as well as assignments by category and due date.


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GRADE BOOKTAR.21 Mand - RISD

TAR.22 Mand - RISD

Mand - RISD

Mand - RISD

Display finalized cycle, exam, semester and grades

The proposed system shall display students' finalized cycle, exam, semester, and final grades.

Allow for grade matrix definition (formulas)

The proposed system shall include a flexible grade book that allows teachers to define and develop grade book average formula(s) .

This includes the setup or definition of:- Grading type (points, percent, straight average, etc.) - Category- Drop one or more categories with the highest scores- Drop one or more categories with the lowest scores- Assignment defaults for possible points- Category weight (shall not be available when grading type is straight average)

TAR.23.01

Copy grade matrix definition (formulas) from one class to another

The proposed system shall allow for copying a grade matrix definition from one class to another.

In the event that a grade matrix cannot be copied to another class due to business rules or existing content in the target class, a meaningful explanation shall be displayed to the teacher as to why the matrix cannot be copied.

TAR.23.02

Set limitations on grade matrix changes allowed

The proposed system shall not allow a teacher to change the grading matrix after grades are “published” or “posted” for report card purposes at the end of the grading cycle. However, the teacher shall be allowed to change the matrix for current or future marking periods.


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GRADE BOOKTAR.24 Mand - RISD Set up assignments

TAR.25 Mand - RISD

TAR.26 Mand - RISD

TAR.27 Mand - RISD

The proposed system shall provide for the easy setup of class assignments. Assignment creation/definition includes grouping the assignment into a category or grading matrix, assigning a due date, defining the total points, setting a weighting factor (default is 1), flagging for inclusion in the category average, and flagging for extra credit.

Note: Any assignment designated as an extra credit assignment must apply to all students in the class.

Access scoring within grade book matrix

The proposed system shall provide an easy-to-use scoring grid allowing teachers to use tabs, arrows, mouse, touch pad, or, on mobile devices, touch screen, to access scoring cells in the grade book matrix.

Track and maintain grade book entries for withdrawn or dropped students

The proposed system shall allow teachers to maintain grade book entries for withdrawn or dropped students even if the student was only scheduled for the class for a portion of a single marking period.

Log/create audit trail of assignments

The proposed system shall capture the following audit information for each assignment: creation date, who created it, last update date, who made the update, and "copied status". The copied status is set when the assignment was created via the copy assignment mechanism, and shall include the date on which the copy was made.


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TAR.28 Mand - RISD Copy assignments The proposed system shall provide a mechanism for copying assignments. Assignments may be copied one at a time, either to the same class for recurring assignments, or to another similar class, or may be copied and en masse from one class to another similar class.

An error message shall be displayed to inform the teacher when assignments cannot be copied. The error message shall provide a meaningful explanation as to why an assignment or assignments cannot be copied.


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TAR.30 Mand - RISD

TAR.31 Mand - RISD Allow special grades

TAR.32 Mand - RISD

Allow assignments to be distributed individually, by groups or to all

The proposed system shall allow an assignment to be given to one student, a group of students or all students in the class.

Note: Any assignment designated as an extra credit assignment shall apply to all students in the class.

Mass assign score for assignment

The proposed system shall allow the teacher to mass-assign a score for an assignment.

The proposed system shall allow for a series of "special" grades that may be valid for specific grade levels. Some of the special grades apply to assignment scores or cycle and semester grades (e.g., "EX" (exempt), "I" (incomplete), and "NG" (not graded)) while others are specific to rubrics or standards (e.g., "E" (excellent), "S" (satisfactory), "N" (needs improvement), "U" (unsatisfactory), "+" adequate progress, "*" not a 1st semester skill etc.)

Support multiple grading scales

The proposed system shall support multiple grading scales.

Core curriculum grade levels 3-6 and all classes grade levels 7-12 are on a 100 point scale (0 - 100). Special grades include "I" (incomplete), "EX" (exempt), and "NG" (not graded).

Core curriculum grade levels 1 - 2 and all elementary electives or enrichment classes are graded using the 4, 3, 2, 1 grading scale. Special grades include "I" (incomplete), "EX" (exempt), and "NG" (not graded).

These thresholds (e.g., 0 – 100 or 1 – 4) apply to cycle, exam, semester, and final grade only. Assignment grades may exceed the thresholds to accommodate assignments with extra credit.

The District controls the valid grading scale. Neither the school, nor the teacher can change the grading scale.


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TAR.34 Mand - RISD

Calculate average - scored assignments only

The proposed system shall allow the calculation of the grade book average to be based only on scored assignments.

Scored assignments with future due dates shall not be included in the overall average for the grading cycle. The same rule applies for unpublished assignments.

Calculate average - dropped assignments and future dated assignments

The proposed system shall allow the lowest grade(s) or highest grade(s) within a category to only be dropped when the total number of scored assignments exceeds the number of assignments that are allowed to be dropped. For example, if the teacher wants to configure a category for a class such that the two lowest assignment scores and the single, highest score in that category are all dropped, then there must be at least four scored assignments for an average to be calculated for the category. If there are not enough scored assignments in the category, then there is no category average (it is not zero, it is unknown) and the category shall be excluded from the overall average for the class.

Note: Future-dated assignments that have been scored shall be excluded when calculating averages and grades.


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TAR.36 Mand - RISD

TAR.37 Mand - RISD

Support District rounding rules

The proposed system shall calculate an average for each category when teachers have multiple categories in their grade book matrix. The category average is rounded using business rules rounding after the category weight is applied but before the category average is included in the overall cycle average.

For example, one of the categories defined has a weight of 35%. There are four assignments in the category. No scores are dropped for the category. The scores are: 80, 83, 74, 92. Each assignment has 100 points possible. The calculation for the category is:

((80 + 83 + 74 + 92) / 400 )* 100 = 82.25

82.25 x .35 = 28.78.

This category contributes 29 points to the overall cycle average.

Lock grade book averages at end of school year but allow scoring and changes to assignment score throughout the school year

The proposed system shall allow throughout the school year, a teacher to score assignments or change assignment scores, resulting in the calculation of updated grade book averages, where applicable. However, averages shall lock at the end of the school year and remain unchangeable by the teacher from that point on.

A grade book average can only populate a report card grade when the marking period is opened for report card grade posting.

Set to default marking period when grade book opens

The proposed system shall open in the current marking period based upon today's date. If today isn't in the school calendar, then the grade book shall open in the next available marking period in the school calendar.


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TAR.39 Mand - RISD

TAR.40

TAR.41 Mand - RISD

TAR.42

TAR.43 Mand - RISD

Allow sharing of grade book by teacher of record with another authorized teacher

The proposed system shall provide a mechanism that allows the grade book of the teacher of record for a class to be shared with another authorized teacher. This may be to facilitate a team teaching situation or a special ed teacher who is monitoring special ed students. By default, teachers who are not the teacher of record for the class shall have view-only access; however, the teacher of record shall have the means to grant full access to other teachers, where necessary and appropriate.

Upload/import assignment scores

The proposed system shall allow teachers to upload/import assignment scores from external data sources, including the import of semester exam scores from LexMark.

Indicate assignment status

The proposed system shall allow teachers to indicate the status of assignments. Examples of status designations: collected, late, exempt, missing.

Base grading on standards/rubrics

The proposed system shall allow teachers to attach assignments to standards/rubrics, score the assignment based upon the appropriate grade scale for the grade level/class (e.g., PK students are graded on a 1-3 scale; whereas, students in K through grade 2 classes are graded on a 1-4 scale), have these scores averaged for the standard/rubric, and post the standard/rubric average to progress notices and/or report cards. This is particularly important for elementary reporting where some factors appearing on the reports are based on standards/rubrics.

Support analysis of student progress based on standards/rubrics

The proposed system shall allow teachers to analyze student progress towards standards/rubrics.

Generate interim reporting

The proposed system's grade book shall allow teachers to generate interim progress reports on-demand from the grade book.


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TAR.44 Mand - RISD Set calendar for interim reporting

The proposed system shall allow campuses to set the calendar for progress reports.


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GRADE POSTINGTAR.45 Mand - RISD

TAR.46 Mand - RISD

TAR.47 Mand - RISD

Support valid grades as defined by the District

The proposed system shall allow for District established report card grading practices to be enforced by the teacher grade posting process.

Each non-numeric grade value affects cycle, exam, semester and final grade differently:(1) An assignment grade of “I” is included in the cycle average as a zero (0); a cycle grade of “I” results in a semester grade of “I”; an exam grade of “I” results in a semester grade of “I”. “I” is never a valid grade for a final grade - For example, if cycle 1 = 87, cycle 2 = 92, cycle 3 = 98, and exam = “I”; semester grade = “I”. Or if semester 1 grade = 82 and semester 2 grade = “I”, final grade = “NULL”.

(2) An “I” (incomplete) may be resolved by the teacher at any time by either grading the assignment or assignments that caused the “I” (incomplete) cycle, exam, or semester grade or by “adjusting” the “I” (incomplete) cycle, exam, or semester grade.

(3) “NG” (not graded) does not factor into grade calculations and is not a valid assignment grade (e.g., cycle 1 = “NG”, cycle 2 = 80, cycle 3 = 85, exam = 85, semester = 83)

(4) “EX” (exempt) does not factor into grade calculations; it is a valid assignment grade (e.g., cycle 1 = 87, cycle 2 = 92, cycle 3 = 98, exam = “EX”, semester = 92)

Integrate with SIS grades and grade history

The proposed system's grade book cycle grades shall update the core Student Information System application to enable the generation of report cards.

Accommodate grading cycles

The proposed system shall have a grade book to accommodate grading cycles of varying length. For example, the proposed system shall accommodate two semesters comprised of three six-week cycles or two semesters comprised of two nine-week cycles.


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GRADE POSTINGTAR.48 Mand - RISD

TAR.49 Mand - RISD

TAR.50 Mand - RISD

TAR.51

Support district-defined end dates for grade posting

The proposed system shall support district-defined end dates for report card grade posting. The proposed system shall not allow campus administrators to modify end dates; dates shall be controlled at the District level only.

Display all classes meeting during the same period in the roster

The proposed system shall allow for the grade posting roster to combine all classes meeting during the same period of the day into a single display. [For Secondary Only]

Generate grade posting roster

The proposed system shall generate the grade posting roster based upon students' schedules. If the open grading cycle for a full-year class is in the first semester, but a student is taking the 2nd semester of the class, then the student is excluded from the grade posting roster.

Students who dropped the class or withdrew during the current cycle/marking period are included in the grade posting roster. Withdrawn/dropped students display alphabetically within the roster and are indicated as inactive students by some indicator or color coding.

Grades are not posted automatically for dropped/withdrawn students, but teachers have the ability to type in the desired grade for the class.

Support changes to grade posting up until deadline but grade book average is always calculated

The proposed system shall allow teachers to change report card grades up to the district-defined grade posting end date. However, the grade book average shall remain fluid. A teacher may continue to work in the grade book even after the end of a grade reporting cycle and the grade book average shall always reflect the current, calculated average.


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GRADE POSTINGTAR.52

TAR.53

TAR.54

TAR.55

TAR.56

Support rules for grade overrides and calculated grade

The proposed system shall allow teachers to override a report card grade with a higher grade within the grade posting period for the current grade cycle.

The proposed system shall not allow teachers to lower a grade with an override; only a calculated lower average from the grade book can replace a higher report card grade.

Indicate grades are posted - grade posting feedback

The proposed system shall provide a visual indicator that grades have been successfully posted.

Lockout grade posting after marking period has closed - unless grade is incomplete

The proposed system shall prevent teachers from altering grades after the close of the grading cycle, except in the case where a grade is changed to an incomplete ("I").

Allow authorized staff to enter grade posting after deadline

The proposed system shall only allow authorized staff (as identified by the District) to change grades other than incompletes after the posting deadline. The proposed system shall accommodate teacher comments associated with grade changes.

Lockout grade posting after marking period has closed - for non-incomplete grades

The proposed system shall prevent teachers from changing non-incomplete posted report card grades (grades other than "I") from within the grade book or from within the grade posting mechanism, after the marking period has closed.


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GRADE POSTINGTAR.57

TAR.58

TAR.59

TAR.60 The proposed system shall provide a teacher grade validation report.

TAR.61

Report rubrics as determined by the District during grade posting including eligibility

- The proposed system shall provide for the reporting of marking period grades for rubrics such as individual and civic responsibility, progress, and growth, and development as a learner. These rubrics are entered each grade cycle when subject grades are posted. Valid values for rubrics are defined by The District. each area may have multiple standards defined by The District that contribute to The overall area grade. - The proposed system shall also support the use of non-academic grades in determining eligibility for some extra-curricular activities.

Apply established default grade to all students for each rubric

The proposed system shall allow teachers to establish a default grade to be applied to all students for each report card rubric.

Allow grade rounding

The proposed system shall allow the cycle grade to be a whole number or a valid "special" grade.

Generate grade validation report

Generate grade validation report - elementary

The proposed system shall generate an elementary grade validation report which is a draft report card. Homeroom teachers run the draft report card.

A draft report card can only be run for the current school year.

A draft report card can be produced any time after the first report card grades are posted for the current school year.


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GRADE POSTINGTAR.62

TAR.63

TAR.64 Mand - Govt

Generate grade validation report -secondary

The proposed system shall generate the secondary grade validation report which shows trends of how the student is doing by semester for cycle 1, cycle 2, and cycle 3 and allows the teacher to verify the grades that will appear on a student's report card.

The report is a simple list that includes the class roster and all of the posted report card grades for each student in the class, even if the student dropped the class after report card grades were posted.

Other data on the report include: individual and civic responsibility grade (citizenship), progress and growth, quality points awarded, semester and final grade.

The teacher shall have the option to run this report at any time in real-time.

Provide flexible posting rules

The proposed system shall provide the District with the flexibility needed to accommodate current and future changes to the calculation of semester and final average.

Allow absence failure flag to be set by teacher through standard grade posting

The proposed system shall provide an absence failure flag on a secondary student's class record.

At the end of each semester, the teacher shall post an absence fail condition through the standard grade posting mechanism. This occurs when the student has exceeded the threshold for the number of absences allowed during the semester and credit will be withheld for the semester for the course. This has no impact on semester average or quality points, but credit will not be awarded.

This absence fail condition applies to the semester in which it occurs and full credit may not be awarded, even if the final grade average is passing (e.g., is greater than 69).


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GRADE POSTINGTAR.65

TAR.66

TAR.67

TAR.68

Award one semester credit

The proposed system shall calculate a final grade at the end of the year if the student is failing either semester of a full-year class (e.g., if the final grade for either semester is less than 70).

The proposed system shall award credit at the end of each semester if the course allows partial credit.

Award full semester credit

The proposed system shall award full credit to a student for a course when credit was withheld for a failing semester and the final grade for the course (the average of the first and second semesters) is greater than 69.

Award partial semester credit

The proposed system shall award partial credit to a student for a course when credit was withheld for a failing semester and the final grade for the course (the average of the first and second semesters) is less than 70.

Calculate secondary semester grade

The proposed system shall calculate secondary semester average.Grade calculations use business rules rounding (e.g., < .5 rounds down to nearest whole number; > or = .5 rounds up to the nearest whole number).

semester grade average is based on:- (Average of cycle grades x 4 + semester exam grade) divided by 5- When semester exam grade is not given (grade is designated as exempt) and does not count, the average is the sum of the cycle grades divided by the number of cycle grades.- When calculating semester grade, a 3rd six weeks cycle grade (e.g., a grade for the first semester) or a 6th six weeks cycle grade (e.g., a grade for the second semester) must exist.


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GRADE POSTINGTAR.69

TAR.70

TAR.71 Mand - RISD

REFERRALSTAR.72 Record referrals

TAR.73

TAR.74

Calculate final grade The proposed system shall calculate final grade. Secondary year average - (calculate only on all-year courses and if one of the semester average is < 70)semester 1 average + semester 2 average divided by 2 = year average

Elementary year average -The year average is the sum of the cycle grades divided by the number of cycle grades and a 6th six weeks cycle grade is posted.

Do not allow overrides of calculated semester or final grades

The proposed system shall not allow teachers to override the calculated semester or final grades.

Control grade posting by grade level and campus

The proposed system shall specify dates to open/close a grade posting window for each campus. The proposed system shall also have the option to open/close on different dates for specific grade levels within a campus without having to post grade levels on different school calendars.

The proposed system shall provide a single access point allowing teachers to record student referrals. Referrals may be behavioral in nature; but, they may also include special ed, 504, intervention, tutoring, etc.

Allow referrals for intervention

The proposed system shall allow the teacher to identify students based upon current average or average for assignments by standard/rubric and refer them for tutoring intervention.

Track student observations

The proposed system shall allow teachers to track student observations. These observations may become the basis for a referral for further action. Referrals may be disciplinary in nature or "child find" in nature for special education services or academic tutoring.


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TESTING AND ASSESSMENT REQUIREMENTSTESTING AND ASSESSMENT

TES.01 Mand - RISD Track and report standardized tests

The proposed system shall provide a testing and assessment functional area that includes all pertinent standardized test results for students with reporting processes. - State of Texas Assessments of Academic Readiness (STAAR™) - Texas Assessment of Knowledge and Skills (TAKS) - Iowa Test of Basic Skills (ITBS) - Differential Aptitude Tests (DAT) - Scholastic Aptitude Test (SAT) - American College Testing (ACT) - Practice Scholastic Aptitude Test (PSAT) - Advanced Placement Test (AP) - Home Language Survey - Test for Acceleration - STAAR End of Courses Tests - Aprenda, Logramos - Texas Primary Reading Inventory (TPRI) - Early Reading and Writing Assessment (ERWA) - K-2 Math Assessment - Curricular Area Benchmark Assessment (locally developed) - IDEA, LOSS (Bilingual Department) - DIBELS


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TES.02 Mand - RISD Map testing skills with State/District curriculum objectives

The proposed system shall map the tested skills with the State's and/or District's defined curriculum objectives.


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TESTING AND ASSESSMENTTES.03 The proposed system shall maintain testing and assessment data online.

TES.04 Mand - RISD

TES.05 Mand - RISD

TES.06 Mand - RISD

TES.07 Mand - RISD

TES.08 Mand - RISD

Maintain testing and assessment data online

Maintain historical and summarized assessment data for multiple years - with customized reporting capability

The proposed system shall maintain historical summarized assessment data for multiple years that will be accessible and/or summarized by the following criteria: campus, grade level, ethnic group, cohort, and any other definable groups that the user requires.

Report assessment data on transcripts

The proposed system shall report a student's multiple years of testing data on the transcript as determined by the TEA Minimum Standards for the Academic Achievement Record. If changes to testing standards, tests, or locally defined changes arise, the transcript shall be modified in a timely manner by the vendor.

Create and maintain precode files

The proposed system shall create precode files (STAAR, STAAR EOC, TAKS, TELPAS, etc.) for the state contracted testing companies for the preparation of pre-slugged scan sheets. The precodes shall be maintained and updated as necessary as new tests and formats are released by the state and/or locally. The proposed system shall support the addition or utilization of locally defined fields, such as Asylee/Refugee, or number of times taken. The precode file maker shall support changes and updates in a timely manner.

Allow mass upload testing results to database

The proposed system shall provide a user friendly way to mass upload results from all types of testing/assessment files, both local and state, into the database. The uploader shall provide an error report if certain rows fail to be inserted properly. The uploader shall be maintained to include any changes from TEA to the format of files or new tests that will be administered. This shall include PSAT, SAT/ACT, EOC, STAAR, TAKS, AP exam testing, and any other assessments that need to be loaded.

Support assessment benchmarks

The proposed system shall have a table and logic that supports testing benchmarks, determined locally. These passing standards are used in determining at-risk students.


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TESTING AND ASSESSMENTTES.09 Mand - RISD

TES.10 Mand - RISD

TES.11 Mand - RISD

Provide test precode download and screen for teachers and verify for new students

The proposed system shall have a screen that shows all criteria the precode includes for each student. It shall have a user-friendly way to download (based on security of the user) students' information that will be included on the precode file in Excel or text file. This screen shall be in the same order that the precode is submitted. It shall also allow the user to modify the view if necessary, add/remove/move fields. This will be used for new students that need to have their testing documents hand-coded. In addition, the user shall have the option to select students for review easily through user-defined criteria, such as, homeroom, date of enrollment, student ID, schedule, etc.

Download/extract End of Course exams/precodes

The proposed system shall define multiple PEIMS/TEDS state course ID numbers (C022) for pulling the EOC (STAAR EOC) course files, and define the subject, of the EOC exam - Or, input a list of student IDs, through a text file or Excel file, to be pulled specifically by the user-defined list (along with any user-defined fields).

Track students taking AP Exam

The proposed system shall include tracking of students who take exams for Advanced Placement (AP). The proposed system shall provide access to other assessment data. The proposed system shall track students taking AP Exam – participation and scores.


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TES.12 Identify students that are retesting via the testing precode view/download screen

The proposed system shall identify students that are "retesting" based on logic defined by the district via the precode file, the testing precode view/download screen. For example, if the system finds data in the database, that the student has previously taken a specific test, the system shall identify these students. The retester information shall be included on the precode, if the user selects that option, in a locally defined field. This information shall be included on the testing precode


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STUDENT SUCCESS INITIATIVESSI.01 Mand - RISD

SSI.02 Mand - RISD

SSI.03 Mand - RISD

SSI.04 Mand - RISD

Administer State SSI program - capturing all requirements

The proposed system shall capture the required Student Success Initiative (SSI) documentation, by student, for all students not meeting the passing standard on each of the three administrations of STAAR, STAAR L, and STAAR M.

Generate letters for met standard for all administrations

The proposed system shall automatically generate the required met standard letters for all SSI assessments (5th grade Reading and Math and 8th Grade Reading and Math) based upon STAAR, STAAR L, and STAAR M test results.

Generate letters for 1st administration did not meet Standard

The proposed system shall automatically generate the required did not meet standard letters for the first administration of the SSI assessment (5th grade Reading and Math SSI assessments and 8th Grade Reading and Math) based upon STAAR, STAAR L, and STAAR M test results.

Capture and generate all 2nd administration documentation

The proposed system shall capture and print the required SSI did not meet standard letter which includes the notification of the Grade Placement Committee (GPC) meeting, the parent Confirmation of Participation form, an Accelerated Instruction Plan (AIP) using a template defined for each grade level and subject, the GPC Meeting Minutes, and GPC Decisions for students assessed on STAAR, STAAR L, and STAAR M.

Each document's template provides a foundation, filling in blanks from data available within the system, enabling administrators to quickly build the appropriate documentation for each student according to SSI rules.


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SSI.05 Mand - RISD Capture and generate all 3rd administration documentation

The proposed system shall capture and print the required SSI did not meet standard letter which includes the notification of the Grade Placement Committee (GPC) meeting and the parent Confirmation of Participation form for students assessed on STAAR, STAAR L, and STAAR M.

Unlike the 2nd administration documentation, the Accelerated Instruction Plan (AIP) is embedded within the Grade Placement Committee (GPC) meeting minutes.


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TRUANCY REQUIREMENTSTRU.01 Mand - RISD

Mand - RISD

Mand - RISD

Mand - RISD

Mand - RISD

Administer compulsory school attendance

The proposed system shall provide functions that track and administer compulsory school attendance and transmit, via web services, truancy affidavits/affidavit information to Dallas County Court System (truancy court).

TRU.01.01

Allow the district to define and maintain rules regarding warning letters, affidavits, and non-compliance affidavits

The proposed system shall provide a flexible environment to allow the district to define and maintain rules governing the generation of a warning letter, affidavit, and non-compliance affidavit. (e.g., warning letters are generated after 5 grace days have passed when a student has 3 unexcused absences in a 4 week period and the student meets grade and age requirements or transmit affidavit/affidavit information to Dallas County when a student has 10 unexcused absences in a 6 month period and the student meets grade and age requirements or non-compliance affidavit when student has 3 additional absences in a 4 week period when on a direct order to attend.)

TRU.01.02

Receive and transmit required data to Dallas County Court System, via web services

The proposed system shall transmit required data to the Dallas County Court System (truancy court) and receive status information back from the county using web services.

TRU.01.03

Transmit affidavit as PDF with signatures

The proposed system shall transmit the required hardcopy affidavit to the Dallas County Court System as a PDF that includes notary and notary signatures and truancy officer signature.

TRU.01.04

Allow for automatic or manual statusing of truancy actions

The proposed system shall accommodate statusing of truancy actions.

Statusing may be accomplished, via Web Services, from the Dallas County Court System or manually by authorized personnel.


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Mand - RISDTRU.01.05

Maintain attendance counts when generating warning letters/affidavits

The proposed system shall maintain attendance used when generating warning letters or affidavits separately from regularly daily attendance.


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TRUANCY REQUIREMENTSMand - RISD

Mand - RISD

Mand - RISD

TECHNICAL REQUIREMENTSAPPLICATION TECHNOLOGY

APP.01 The proposed system shall not generate ambiguous error messages.

APP.02

TRU.01.06

Allow for reversal of any actions

The proposed system shall allow reversal of any action.

Some reversals may be automatic (a warning is in the 5 day grace period, the school changes one of the unexcused absences triggering the warning letter which is changed or removed; the workflow shall reverse or cancel the warning before a letter is generated).

TRU.01.07

Provide flexible reports for specified criteria

The proposed system shall provide flexible reporting that includes: attendance, school docket/summons, truancy roster, action summary, student summary, etc.

TRU.01.08

Allow district to define and set up parameters for compulsory school attendance

The proposed system shall provide a flexible environment to allow the district to establish alerts, stages, work flow, actions, case status, disposition, approval types, school contacts, and other values such as when to start and stop counting unexcused absences, when to stop generating affidavits, or which schools do not qualify for compulsory attendance (e.g., summer school, night school, after school programs).

Do not generate ambiguous errors

Allow system flexibility through configuration

The proposed system shall meet requirements through configuration rather than customization and modification to code.


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APP.03 Mand - RISD

APPLICATION TECHNOLOGYAPP.04 Mand - RISD

APP.05 Mand - RISD Train RISD staff

APP.06 Mand - RISD

APP.07

APP.08 Mand - RISD

Validate data entered against tables containing valid options

The proposed system shall provide functionality that validates data entry against table driven list of values where appropriate, and allows entry of non-listed values where necessary. These tables shall be easily updated in an on-line fashion by properly authorized users.

The proposed system shall provide for the addition of values to table-driven lists.

Enforce valid entries controls

The proposed system shall provide functionality that can cause the restriction of valid entries in one field based upon the data entered in another field.

The proposed system shall provide identified Richardson Independent School District staff with any training that may be necessary in order to install, configure, modify or manage any of the software that will be tested and accepted for the purpose of being used in the SIS project.

Provide field level on-line help on every screen

The proposed system shall provide field level on-line help with every page or form.

Allow the district to create and/or modify help screens

The proposed system shall provide a mechanism allowing the district to create and/or modify help screens using standard and commercially available tools.

Print labels or envelopes for parent mailings

The proposed system shall produce labels or envelopes where applicable (e.g., parent mailings). These labels shall be of a standard and commercially available, such as Avery 5160 and 6460. Privacy must be enforced.


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APP.09

APPLICATION TECHNOLOGYAPP.10

APP.11

APP.12

Generate automatic alert/notification of form letters for OSS, ISS, discipline actions taken, etc.

The proposed system shall notify teachers and parents automatically based on the their preference, through an email alert, that can also be customized and at the user's (e.g., teacher, parent) preference turned on and off, for out of school suspension (OSS)/in school suspension (ISS)/discipline action, etc.

Generate electronic pictures of student/staff for producing ID cards

The proposed system shall generate electronic pictures of students in a common format (e.g., JPEG, Bitmap, GIF, TIF, PNG) and reproduce them where required (e.g., student identification cards).

APP.10.01

Display photo of student on discipline summary screen

The proposed system shall allow the photo of the student to be displayed on the discipline student summary screen for the disciplinarian.

Support bar-coding technology where applicable

The proposed system shall be able to incorporate bar-code technology where applicable (e.g., printing bar-codes on student identification cards).

Support (Electronic Data Interchange (EDI) (transcripts to colleges)

The proposed system shall be certified compliant with the Student Interoperability Framework (SIF) specification.


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APP.13

APP.14

APPLICATION TECHNOLOGYAPP.15 Mand - RISD The proposed system shall include a built-in and easy-to-use report generator.

Mand - RISD

APP.16 Mand - RISD

APP.17

Support electronic communications

The proposed system shall incorporate electronic mail technology (Simple Mail Transport Protocol (SMTP) and/or Mail Application Programming Interface (MAPI) level 0 and 1) and Short Message Service (SMS) where required (e.g., distribution of information to parents via e-mail or texting).

Maintain audit trail and journal of transactions for life

The proposed system shall maintain an audit trail and a journal of transactions for the life of critical data (who created and when, who edited and when, what changed).

Provide an easy-to-use built-in report generator

APP.15.01

Provide automatic distribution/notification of discipline detailed reports and summaries

The proposed system shall automate reports to be emailed to the user or notified through alerts in the system.

Allow district to create and/or modify custom built pages and forms

The proposed system shall provide a tool allowing the district to build and/or modify custom built data entry pages or forms.

Support area/level grouping

The proposed system shall support grouping schools by various grade levels or custom grouping.


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APP.18

APP.19 Mand - RISD

APPLICATION TECHNOLOGYAPP.20

APP.21 Mand-RISD

APP.22 Mand - Govt

APP.23 Mand - RISD

Search students by discipline information and referrals via mobile app. - administrators

The proposed system shall allow administrators to look up and enter discipline through a mobile app, or look up student info. For example, if the disciplinarian is out at a game, field trip, they shall access discipline records via the web.

Prevent viewing and editing data in a prior year unless authorized

The proposed system shall not allow a user to modify or view data in a prior year unless access has been granted. This shall not be automatic. There shall be a way to lock users out of prior years.

Provide consistency throughout application

The proposed system shall provide standardization and consistency throughout the application (e.g., uniform forms, page designs, fonts, etc.).

Generate and print reports in a variety of file formats

The proposed system shall run and save all reports in various file formats including PDF and Excel.

Enforce data integrity/school days only

The proposed system shall enforce data integrity on all date fields. The user shall not select a date when school is not in session. The user shall only select a date for the current school year, based on the school calendar.

Allow for mass update of any field from external source

The proposed system shall provide a means to mass update any field from an external source.


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APP.24

SYSTEM ARCHITECTUREARC.01 Mand - RISD

ARC.02 Mand - RISD

SYSTEM ARCHITECTUREARC.03 Mand - RISD

ARC.04 Mand - RISD

ARC.05 Mand - RISD

Provide a user-interface that is platform independent

The proposed system shall provide core application users with an interface that is both platform and browser independent.

Support Application Programming Interfaces (API)

The proposed system shall have published Application Programming Interfaces (APIs) and the system vendor shall furnish RISD with a list of services available through the use of its APIs. RISD shall be provided with a software development kit (SDK) to use the APIs, including documentation, libraries, header files, language compilers/ interpreters (if proprietary), and example programs. The APIs may take the form of standard database access using, for example, Open Database Connectivity (ODBC) along with SQL.

Support student/staff/ parent capacity

The proposed system shall be scalable to a minimum of forty thousand (40k) students, five thousand (5k) staff members (e.g., teachers), and ten thousand (10k) parents.

Upgrade entire SIS without unnecessary steps

The proposed system shall upgrade the entire system, including all vendor developed custom code without having to perform any additional steps not necessary in upgrading a non-customized system.

Include installation and configuration documentation

The proposed system shall include appropriate installation and configuration documentation.

Provide print capabilities

The proposed system shall print to conventional printers using either TCP/IP lpd/lpr technology, or other suitable TCP/IP based technology.


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ARC.06

ARC.07

DATABASEDAT.01 Mand - RISD

DAT.02 Mand - RISD The proposed system shall provide automatic database recovery.

DATABASEDAT.03 Mand - RISD

DAT.04 Mand - RISD The proposed system shall provide database auditing tools.

DAT.05 Mand - RISD

Support Open Source

The proposed system shall support Open Source. Vendors adopting Open Source technology such as Geronimo, Jboss, Tomcat, PHP, MySQL, PostgreSQL and also meet functional requirements may have higher technical merit than those adopting closed or proprietary technology.

Support Single Sign On (SSO)

The proposed system shall support Single Sign On (SSO) and/or federated identity SSO. SSO implementation must include a "back door" mechanism enabling access to designated users in the event the SSO service is not available (a.k.a. down).

Comply with ANSI and ODBC technology

The proposed system shall be based on an open, American National Standards Institute (ANSI) and Open Database Connectivity (ODBC) compliant database technology, subject to availability and vendor certification.

Provide automatic database recovery

Support standard backup and recovery features and tools

The proposed system shall support standard backup and recovery features. The District shall use standard tools (e.g., export, RMAN, eVault, etc.) to enable off-site storage of database and backups.

Provide database auditing tools

Extend the current data model

The proposed system shall extend the current data model.


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DAT.06 Mand - RISD

DAT.07 Mand - RISD

DAT.08 Mand - RISD

Mand - RISD

DAT.09 Mand - RISD

DAT.10 Mand - RISD

TRAINING AND DOCUMENTATIONDOC.01 Mand - RISD

Provide data conversion and mass loading

The proposed system shall provide data conversion and bulk loading from a defined staging area.

Provide documentation on conversion, data dictionary

The proposed system shall include appropriate data conversion, metadata, ER diagrams, and data dictionary documentation.

Provide efficient security profiles and user assignments

The proposed system shall provide a simple and efficient method of establishing security profiles and user assignments.

DAT.08.01

Assign users to multiple campuses without changing locations

The proposed system shall assign users to multiple campuses with a single log-in without having to change campus locations.

Provide high security and locks and flexibility

The proposed system shall provide high security that is flexible and allows the district to define roles and access rights (e.g., add, change, delete, and view) associated with the role.

Provide a single SIS database

The proposed system shall house all data for all component and functionality within a single database instance.

Provide documentation of all modules in editable format

The proposed system vendor shall provide full documentation of all modules whether they be composed of standard components and/or custom developed components. The documentation shall be provided in editable electronic format.


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DOC.02 Mand - RISD

DOC.03 Mand - RISD

DOC.04 Mand - RISD

SYSTEM MANAGEMENTMAN.01 Mand - RISD The proposed system shall include remote management capabilities.

MAN.02 Mand - RISD

SYSTEM MANAGEMENT

Provide documentation of management and maintenance requirements in editable format

The proposed system vendor shall provide full documentation of all management and maintenance requirements which shall include installation guides, data conversion, technical documentation, data dictionary and meta data, and user reference guides. The documentation shall be provided in editable electronic format.

Provide process oriented documentation

The proposed system vendor shall provide "process" oriented documentation which will show users how to perform tasks such as "Enrolling a Student." The documentation shall allow modifications by RISD personnel within the project management office.

Provide training plan

The proposed system vendor shall provide full documentation of training plan for RISD staff on the system to be implemented including schedules and/or documentation of training plan used for similar implementations at other School Districts.

Include remote management capabilities

Allow for bulk load of user profiles

The proposed system shall include user administration functionality.

The proposed system shall allow the creation of security (e.g., roles) and user accounts as part of the data conversion activities.

A user has one account, but may have many roles. The user's account gives them access to all schools, roles, and students to which they are assigned.


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MAN.03 Mand - RISD

MAN.04 Mand - RISD

MAN.05 Mand - RISD

Provide Simple Network Management Protocol (SNMP) monitoring and compatibility

The proposed system shall include a system that allows for Simple Network Management Protocol (SNMP) based monitoring of system functionalities. The proposed system shall be compatible with Solar Winds.

Include role-based security and password re-assignment

The proposed system shall include security functionality.

- The proposed system shall include user, group and role-based security.- The proposed system shall include page and/or form level security control.- The proposed system shall automatically force the establishment of new passwords at predetermined intervals.- The proposed system shall only allow a predefined number of incorrect passwords to be attempted at a predetermined frequency before preventing the user from again attempting to access the system. The lock-out shall also be for a predetermined period of time.- The proposed system shall require the entry of a user identification and password combination. The password shall be a minimum of six (6) characters in length, include special character and no consecutive character repeats.- The proposed system shall support encrypted password functionality. - The proposed system shall allow password expiry, login attempt lockouts and password rules to be configurable.

Support session timeout

The proposed system shall time the session out and allow the time-out lapse time to be configurable. No data shall be visible after the session has timed out. The browser shall not bring up the last viewed data unless the password has been re-entered.


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SYSTEM MANAGEMENTMAN.06 Mand - RISD

MAN.07 Mand - RISD

NETWORK ARCHITECTURE

Include management and maintenance documentation

The proposed system shall provide full documentation of all management and maintenance requirements.

Provide maintenance support

The proposed system shall provide a support and update agreement that includes the following:

- Toll free help desk support 7am – 7 pm EST, Mon. – Thurs., and 7am – 5pm EST on Friday. Special arrangements can be made for specific support situations on an individual basis and an emergency contact number for limited use in the evenings and on week-ends- Software updates- Documentation updates- System training to be provided to the application administrator(s).


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NET.01 Mand - RISD

SYSTEM PERFORMANCE

Communicate using Transmission Control Protocol /Internet Protocol (TCP/IP)

The proposed system shall communicate between client and server components using the Transmission Control Protocol /Internet Protocol (TCP/IP) suite of network protocols.


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PER.01 Mand - RISD

PER.02 Mand - RISD

Align with performance characteristics for minimum and heavy loading situations

The proposed system shall ensure system performance meets or exceeds the following under full load conditions:

District-Wide ID List- Report Processing - 2 minutes- File Download - 3 minutesTotal time - 5 minutes

- Back-up / Data export - 15 minutes

High School (919 students)- Display Single Student's Records (schedule, grades, medical, etc.) - average 2-3 seconds - ID List (entire school) - 5 seconds- Report Cards (entire school) - 2 minutes- Student Schedule (entire school) - 1 minute Student Lookup: - Restricted (entered info in last name, first name or ID number) - 2 seconds to return single student

- Non-restricted (left all fields blank) - 27 seconds to return all students in school

Teacher Access / Grade Book Class with 30 students and 20 assignments - Page display: 5-7 seconds; Submit: 3-5 seconds

Class with 30 students and 25 assignments - Page display: 6-8 seconds; Submit: 3-5 seconds

Maintain all data for complete SIS requirements

The proposed system vendor shall ensure that the installed, configured, customized system shall maintain all of the data for the complete SIS requirements.


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SYSTEM PERFORMANCEPER.03 Mand - RISD

PER.04 Mand - RISD

PER.05 Mand - RISD

Recommend appropriate software, hardware and implementation configuration

The proposed system vendor shall recommend the appropriate software, hardware and implementation configuration necessary to achieve the requirements.

Allow for standard level of system availability

The proposed system shall allow for normal, 24 x 7 x 365 operations, except for scheduled downtime.

Comply with final system acceptance criteria

The proposed system shall be fully operational, free of critical failures, in a full production environment for a period of sixty (60) consecutive school days, in order to be considered accepted by the district. Any critical failures reset the acceptance period to day 1, once the failure has been resolved to the district's satisfaction.

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