Using the Software

1
Using the Software
Idaho State Department of Education
Attendance and EnrollmentTraining
2
Installing the Software

• With auto play the install box will open
• The default for the install is the C/IDE
• May be installed on other drives, but the
  software needs simple paths names to work

3
If Auto Play is Turned Off

• Go to My Computer or Windows Explorer and right
  click on the optical drive to open the CD and
  then click on the Setup file to start the install
  process.

4
Create a Shortcut or Open the Software

• Open IDE folder and right click Attndenr file
  to copy and then on the desktop right click to
  paste a shortcut.

5
Logging into the Software

• There are five users and logins available

6
Tool Bar Functions
FIRST RECORD
PREVIOUSE RECORD
NEXT RECORD
LAST RECORD

• Navigating the tool bar

7
Tool Bar Functions
ADD NEW DATA

• To add a new record. Opens a new form for
  entering in attendance and enrollment information.

8
Tool Bar Functions
CHANGE OLD DATA

• To update an existing record

9
Tool Bar Functions
SAVE DATA

• To save the data just entered

10
Tool Bar Functions
UNDO ENTRY

• To close a form without saving or to undo data
  entry.

11
Tool Bar Functions
DELETE RECORD

• To delete the record you are on.

12
Tool Bar Functions
CLOSE FORM

• To close the form and return to the menu.

13
Regular Attendance Entry

• Go to attendance, regular attendance, and then
  regular attendance entry\update.
• Then click the new record icon on the toolbar.

14
Attendance Data Entry

• Matches the paper forms
• Leave Track blank, must mark which grade grouping
  and

15
Enrollment Data Entry

• Go to Enrollment, Enrollment Entry and Updates.

16
Enrollment Data Entry
Enter in 1st day enrollment, new enrollment and
withdrawals
The columns must add up to the totals

• Matches the paper forms.

17
Data Entering Gender and Etnicity
The detail of gender and ethnicity for each grade
must equal net enrollment for that grade.

• The details must equal the net enrollment

18
Error Messages on Enrollment

• Total for each column must add up to the detail
  from each column.

19
Error Messages on Enrollment

• The ethnicity and gender detail must equal the
  net enrollment from the enrollment information
  form

20
Error Messages on Enrollment

• The system keeps a running net enrollment for
  each grade in a building and any time that data
  is entered that would cause the net enrollment to
  fall below zero, the system gives this error
  message

21
Updating an Enrollment Record

• First highlight building and period then, click
  on Enroll. Info tab to bring up enrollment
  information

22
Building Attendance Reports

• To print out all buildings in a district or all
  reports in one building, go to Attendance,
  Regular Attendance and then to Report Building
  ADA/Adj Aggreg Attendance.

To print a single building click first on the
Only report info through this period box to
activate the building(s) list and then select the
building(s) and click Continue with Report.
23
Attendance Edit Reports
You must enter in which period you want

• After entering in regular attendance, go to
  Regular Attendance, Edit ADA High/Low
  Variances for Regular Schools.

24
Edit Report for ADA High/Low Variances

• Review weeks that are flagged high or low in the
  last column. Check for accuracy the days in
  session, emergency closure days, vacation days,
  and aggregate attendance.

25
Edit for ADA to Enrollment Report

• After entering in regular attendance, go to
  Regular Attendance, Edit ADA to Enrollment for
  Regular Schools.

26
Edit for ADA to Enrollment Report

• No ADA for Enrollment There is an enrollment
  record, but no attendance was entered.
• No Enrollment for ADA There is an attendance
  record, but no enrollment was entered.
• ADA is High Either enrollment
  or attendance has problems.
• ADA is Low Either enrollment or
  attendance has problems.

27
Entering Dropouts
Click on the building and period you want and
then click on the Drop Outs tab.
Enter the year, district, and building numbers.

• You must first select the building and reporting
  period.

28
Entering Dropouts

• Once you selected the building and period you
  must click the Add button to open the form

29
Enrollment Reports

• District/Building Net Enrollment Summary
• District/Building Enrollment Detail
• District/Building Enrollment by Gender/Ethnicity
• District/Building Dropout Detail

30
Using the Dropout Report

• Must run either by school year or a date range
• Can be output to a DBF file that can be opened in
  Excel

31
Entering Graduation Reports

• Must report 4 year completers and those who take
  5 or more years to complete separate.

32
Exporting the Files to SDE

• You must have a folder created on your system to
  export the files to.

33
Help and Resources

• The Attendance and Enrollment Manual is found at
  http//www.sde.idaho.gov/site/finance_tech/forms.h
  tm
• Other training videos are located at
  http//www.sde.idaho.gov/site/finance_tech/trainin
  g.htm