eSIS Quick Reference

Start of School


eSIS Ver: 13.1 08/13/2012 Seattle Public Schools Page 1 of 6
Doc # 0557 Doc Rev. 6.0
eSIS Start of School Procedures
Policy Support: Email Research with policy questions.
eSIS Support: Contact the Techline at techline@seattleschools.org or call 252-0333.
Click on the Bookmark on the left hand side of this document to go directly to day-
by-day instructions:

Before Start of School:
See the Preparing for the New School Year Checklist for tasks to complete before Start of
School. Run these reports on a daily basis to look for changes in enrollment status:
Run the SPS Cross Enrollment Clean-Up Report SP_G022P daily. This report
displays students with Old ESC Assignment that are No Longer Valid and need to be
withdrawn. Withdraw the Cross Enrollments on the Cross Enroll Student STU185 screen.
Run the SPS School Notification Report SP_G014P daily to locate students new to
your school (ENTR), students leaving your school (EXIT), in addition to updated
assignments (UPDT & OPTION) including changes to Program (REG, SPED, BOC) and
assignment date.
Run the SPS Home School Transfer Report SP_G019P daily and transfer students.
Prior to the first day of school, schools may perform Home School Transfers (HST)
without email requests from the new home school. Once school begins, do not HST
students until the new school requests an HST when the student arrives.
See QRD: Home School Transfers and Cross Enrollment Cleanup from YET to Start of
School
Grade Level Adjustments:
In elementary & middle schools, raising or lowering a students grade level should be given
careful consideration by the school principal and counselor and the students family. Grade
level adjustments are made in eSIS at the school level.
High School Only:
During Year End Transition (YET), high school students who do not meet the minimum
requirement of credits earned are retained. Minimum requirements are:
Class of 2011 or earlier and Class of 2016+
0.00 4.99 9
th
grade
5.00 9.99 10
th
grade
10.00 14.99 11
th
grade
15.00 Above 12
th
grade
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Class of 2012-15
0.00 4.99 9
th
grade
5.00 9.99 10
th
grade
10.00 13.99 11
th
grade
14.00 Above 12
th
grade
Note: Projected Grad Year Dates are based on when students first entered the
9
th
grade and do not change for retained students.
Reviewing Credits Earned after the last day of the Previous School Year to
Determine Grade Level Adj ustments:
To locate students who have earned credit entered by Summer School, Counselors, or other
Programs, run the SPS Credit Detail History of Changes SP_H001P report. This report
can help determine if a students grade level should be adjusted.
1. Enter the date range 06/23/2012 to current date.
2. Adjust student grade levels if minimum credit earned requirement above has been
met.
September 1st Rule:
September 1 is the official start of a new school year as determined by the state of
Washington. High school student grade levels are based on the total credits earned prior to
September 1. Schools have until September 26, 2012 to enter credits into eSIS which were
earned prior to September 1, 2012.
Once all credits earned prior to September 1 are recorded in eSIS and it is determined that
the student has met the minimum credits requirement above, their grade level may be
adjusted. This includes:
New Out-of-District Students, whose transcripts are reviewed, transcribed and
entered into eSIS. OOD Students can still have their grade levels adjusted due to
extenuating circumstances.
Running Start Students who must be in grade 11 or 12 to qualify for Running
Start.
Note: Grade level changes in eSIS will affect a students network account. Please send an
e-mail to Network Operations that includes the student name and ID# within 24 hours of
changing a students grade level in order to maintain the student's access to their student
work on the network.
Student Schedules and FTE Admission Status
All scheduling schools are required to have students completely scheduled to include
placeholder courses by the first day of school.
During YET, all student FTEs are reset to full time 25+ hours. On the evening of the first day
of school, a once-a-year automatic Student FTE Admission Status update process will be
performed. The students scheduled hours (minus placeholder courses) will be calculated
and the FTE will be automatically adjusted on the Basic screen.
Run the Free Period Analysis report to find students with incomplete schedules.
Find students with less than full time FTE by running the SPS Enrollment
Accounting Report or the SPS Student Locator Report.
Once a student is fully scheduled, change the FTE on the Basic screen to the actual
FTE.
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See QRD Admission Status & FTE for more information.
On the morning of the 4
th
day, secondary schools will receive a list of the students whose
scheduled hours does not match their FTE so the FTE can be changed before the official 4
th

day enrollment count at 9:00 p.m.
Running Start Students must be in Grade 11 or 12 and have a full schedule of
Placeholder classes. Full Time Running Start Student FTE Admission Status will be
set to Zero (0). Research will programmatically remove full time Running Start
students from the fourth day count.
Skills Center Students SPS Resident Students are assigned to a Home School and
Cross Enrolled to the Skills Center and non-resident Students are assigned to the
Skills Center. Their combined FTE must not exceed 1.60.
Skills Center Students who are also attending Running Start FTE may not exceed
0.20.
No Show or Withdraw Non Arriving Students
Withdraw students that you have confirmed will not be attending SPS this year.
No Show Students who have never attended your school and did not attend your
school last year (i.e. they have an Admit Date of 9/5/2012 or later).
o Navigate to the Withdrawal screen.
o Select No Show Reason.
o Click No Show Button.
o Say OK to prompts.
o System will enter correct No Show date.
Withdraw Students who attended your school last year. (Admit date is in
previous year.)
o Navigate to the Withdrawal screen.
o Use 6/23/2012 as the withdrawal date.
o Select the Withdraw Reason that best describes why the student is being
withdrawn. Refer to Withdrawal Reasons and Codes DO NOT USE NO
SHOW REASON when withdrawing students who attended your school
last year.
o Click Withdraw Button.
See QRD: Withdrawing a Student from YET to Start of School
Day 1 Wednesday, September 5:
ESIS SHUTS DOWN AT 7:00 PM SEPT 5 AND WILL BECOME AVAILABLE AT 6:00 AM
THURSDAY.
Important: Attendance cannot be taken in eSIS. Access will be removed for the first day
of school. Registration is considered attendance for the first day.
1. Register all arriving students by the end of the 1
st
day.
Schools performing mass registration or mass homeroom registration
will need to reverse register non- arriving students.
Absent/sick students are not registered until the day they arrive.
Students who are reverse registered do not lose their current year assignments.
See QRD: Registering Students on the First Day of School
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2. Teachers will take paper attendance. The Secretary/Registrar will then register or
reverse register students based on the paper attendance. The First Day
Enrollment count is based on registered students as of 7:00 p.m.
3. Withdraw or No Show students who will not be attending SPS.
4. Run the SPS Cross Enrollment Clean-Up Report SP_G022P and withdraw cross
enrollments that are Old ESC Assignments as No Longer Valid.
5. Process Home School Transfers when requested by the newly assigned home
school.
Important: Beginning the First Day of School, do not perform HST until you receive a
request from the newly assigned school. CHECK your email and voice
messages every two hours for Home School Transfer requests and process
requests as soon as possible.
6. Run the SPS Enrollment Accounting Report SP_G018P and save to a folder for
future reference.
7. After reverse registering non-arriving students, run the Enrolled/Not Registered
report and verify students have not arrived. The first day enrollment count is based
on registered students.
8. Evening of Day 1, a one-time FTE Admission Status Update will be performed by
Technology Services. See above.
Day 2 Thursday, September 6:
ESIS SHUTS DOWN AT 9:00 PM
1. Teaching and school staff are required to begin taking attendance in eSIS.
Note: For teachers and long term substitutes who do not have eSIS access and
cannot take attendance please e-mail the Techline. Confirm that the teacher
is entered in Staff Maintenance and attached to a homeroom or classes before
contacting the Techline.
2. Register new students as they arrive.
3. Withdraw or No Show students who will not be attending SPS.
4. Run the SPS Cross Enrollment Clean-Up Report SP_G022P and withdraw cross
enrollments that are Old ESC Assignments as No Longer Valid.
5. Process Home School Transfers when requested by the newly assigned home
school.
6. At the end of the day, run the Enrolled/Not Registered STU705P and verify that
students have not arrived.
7. At the end of the day, run the SPS Enrollment Accounting Report SP_G018P
and save to a folder for future reference.
Day 3 Friday, September 7:
ESIS SHUTS DOWN AT 9:00 PM
9. Register new students as they arrive.
10. Withdraw or No Show students who will not be attending SPS.
11. Run the SPS Cross Enrollment Clean-Up Report SP_G022P and withdraw cross
enrollments that are Old ESC Assignments as No Longer Valid.
12. Process Home School Transfers when requested by the newly assigned home
school.
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13. Determine a process to identify students who have not arrived but were registered in
error. One option is to run the following reports and scan for students who have
been absent since the day 2:
Elementary: SPS Homeroom Att. Summary Report SP_A002P. Or run the SPS
Home Room List SP_G020P and ask teachers to verify that all students have
arrived. (First confirm that all students have homerooms.)
Secondary: SPS Period Attendance Report SP_A004P or Students with
Attendance Problems-Period ATT600P.
14. Run the SPS Enrollment Accounting Report SP_G018P and save to a folder for
future reference.
Day 4 Monday, September 10 (Official State Enrollment Count Day)
Monday, September 10 is the Official 4
th
day Enrollment Count that is submitted to the
State Superintendent of Public Instruction. The Official Enrollment Count will be based on
your eSIS data as of 9:00 P.M on Monday, September 10
th
.
ESIS SHUTS DOWN AT THE REGULARLY SCHEDULED TIME OF 9:00 PM
1. Register new students as they arrive.
2. Continue to review your enrollment and attendance reports to locate students who
have been registered in error.
3. Reverse register students who have not warmed a seat in the classroom by the 4th
day. Note: The process of reverse registering a student does not cause that student
to lose their assignment.
4. Withdraw or No Show students who will not be attending SPS.
5. Run the SPS Cross Enrollment Clean-Up Report SP_G022P and withdraw cross
enrollments that are Old ESC Assignments as No Longer Valid.
6. Process Home School Transfers when requested by the newly assigned home
school.
7. Students must have full schedules including placeholder courses (secondary).
8. Adjust the Admission Status Code (FTE) on Student Basic Screen (STU-105) for
students on the fte_report sent by the techline and for students whose schedules
have changed to assure that it accurately reflects the actual hours each student
attends classes each week. Twenty-five (25) hours is considered full time. Add period
length plus passing time to determine the appropriate number of hours the student
attends each day.
9. At the end of the day, run the SPS Enrollment Accounting Report SP_G018P
and save to a folder for future reference.
10. At the end of the day, run the Enrolled/Not Registered STU705P and save to a
folder for future reference.
Day 5 Tuesday, September 11 thru End of September:
1. Register new students as they arrive.
2. Withdraw or No Show students who will not be attending SPS.
3. Run the SPS Cross Enrollment Clean-Up Report SP_G022P and withdraw cross
enrollments that are Old ESC Assignments as No Longer Valid.
4. Process Home School Transfers when requested by the newly assigned home
school.
5. Use the Enrollment Accounting Adjustment Form to adjust the fourth day count
submission. Students to include in the adjusted form are:
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Students who were registered on the Official State Fourth Day Count and should
not have been.
Students who were not registered on the Official State Fourth Day Count and
should have been.
FTE Admission Status errors that were reported on the Fourth Day Count.
Day 8 (8 Day Rule) Friday, September 14 All Non-Arriving Students
must be Withdrawn or No Showed.
1. Continue to register new students, withdraw cross enrollments that are no longer
valid and process Home School Transfers in a timely manner.
2. All non-arriving students must be withdrawn or no showed except for those whose
families have made previous arrangements for them to arrive at a later date.
Late arriving students must have prior approval from the school principal.
Pre-arranged students must be withdrawn or no showed on or before October 1
by 5:00 PM if they do not arrive as agreed.
See QRD: Withdraw, Home School Transfer (Quick Doc)
Day 11 (11 Day Rule) Wednesday, September 19 Transfer Classes after
the 10th Day of a New Semester
After the 10th day of a new semester schools must use the class transfer process to retain
attendance and mark information. If you are a school with blocked courses, the ability to
transfer attendance depends on courses meeting on the same days. If courses do not meet
on the same days, you must save attendance to old course.
FERPA Timelines and Requirements:
Once the FERPA form is completed and returned to the school, the school will confirm and
update this information in eSIS.
Date stamp forms as they are returned.
Enter the FERPA choice and the date the form was returned in the date field in eSIS.
Place the most recent signed and dated copy of the FERPA form in the students
folder.
Forms are due back from parents no later than October 1 to ensure that data is not
released to the military or that no data is released for students who selected no
release of information.
By October 15, 9:00 p.m. Schools MUST have all FERPA preference data that was
received by October 1 entered into eSIS.
Please continue to enter FERPA form data into eSIS throughout the year as new
forms are received.

For detailed information see the following eSIS QRD:
http://inside.seattleschools.org/area/stars_sis/qrds/demo_UpdatingReleaseInformation.pdf
Important: FERPA flags are no longer reset during YET. This current choice will remain in
effect until a parent /guardian or student over the age of 18 returns a new
form to the school that overrides the previous choice in eSIS.
Note: Refer all student data requests from the Military to Research.