REMIS DAS CHECKLIST

Revised January 16, 2008

Preparing for February EMIS Reporting

The procedures listed on this checklist are to assist DAS personnel in preparing their user districts' Live EMIS files for the June EMIS report period. Please take the following steps to complete this process.

Make sure all districts have a set of EMIS files in their [.LIVE] directory. This should be their on-going EMIS Database.
Process REMISNAP for period C to update the REMISAUD.SEQ file. It is important that this be done as soon as you take the snapshot for December. This also controls whether CLISEMIS and CTRMEMIS process correctly for February.
Run DISCDSTAT - The DISCDSTAT program will check the disc.idx file and locate any discipline records on file for any student who has a D status on STUD. If these records are not deleted prior to B109, you will not be able to access them in DISC because the STUD record will be missing. These records must be deleted prior to B109.
****Important*** Prior to processing B109 in a building, if you have the CSSSSID file listed on P155 as a NON-SIS table, you'll need to delete that file from P155 prior to running B109. If it's left on, all students who get deleted with B109 will also have their CSSSSID record deleted as well. Since you could have students that transferred on to another building in the district, you don't want those records deleted.
Prior to starting the cleanup procedures in the EMIS database, we process B109 in each building's SIS files to clear out any old "D" status students who no longer need to be reported. These students must not have had any attendance days in the district for the current school year in order to be considered for the cleanup.

To assist us in determining if the schools have checked their "D" status students or not, we use a datatrieve procedure which creates a report of all the "D" and "I" status students in the building. The procedure takes an additional step and flags the student if they are "I" status and could be "D" or if they are "D" and shouldn't be. This procedure is listed on the last page of this handout if you would like to use it. SIS$SCHOOLDATA must be defined for the building you wish to process. If you do not wish to use the report procedure, R101 will work as well.

When processing B109, set it up as follows so that you will not be deleting any of your current school year information:

 
_____________________________________________________________________
SSS - B109                     Test High School         Jan 16,2008
 [DISPLAY]                   Batch Job Requesting         10:57 AM  
  
 Batch Job ID: B109         YEAR-END DATA CLEAN-UP  
 Version:      01           Default Version  
 Version Date: Jan 15, 2008               Run Day or Night (D/N): N  
  
------------------------------- Batch Job Control -------------------
   Old School Year: 06/07
  
   Delete Students with Grade    in Year  
   Delete Inactive Students with Withdrawal Date Prior to:  
   Delete the Following MISC Subscreen Records for all Students:  
   Delete Inactive MISC Data Items (Y/N): N  
         Delete Absence Detail Data for Old Year -
 						ABSE,APER,ACRS,P312(Y/N): N  
   .  
   .  
   .

After B109 is successfully completed, put SSID back on P155 right away.

Run PROF_PURGE after B109's to get rid of proficiency for those who were deleted.

SSID_PURGE should be processed only after all buildings within a district have been cleaned up.

Run UNCLEMIS.
If you leave it up to your users to run UNCLEMIS throughout the school year to keep their EMIS files up-to-date, it would be a good idea to process UNCLEMIS for all your districts and check the reports. Correct any errors which need your intervention. Notify the districts of any remaining errors they may need to resolve. It is not necessary to clear up all errors at this time although you should make sure that errors for any student who might be affected by the cleanup should be resolved.

UNCLEMIS should be processed one time with COB$SWITCHES "3" to reset the grade level next year field for all students. To set the switch, $ DEFINE COB$SWITCHES "3".

Clean up ORPHANS.
Run the ORPHAN program to find any orphan records in both LIVE and October data. Orphans are students who have a student demographic and attendance record for which there is no matching record on the EMSALT.IDX alternate search file.
It is important that orphans are examined and resolved. These records could be students that are EMIS reportable but, because of their orphan status, will not be updatable by the REMIS programs - therefore, eventually they would wind up on the excluded student report or deleted when PURGEMIS is run.

In most cases, orphans were created because of a social security number change and a building change. Because of modifications to UNCLEMIS over the years, don't be surprised if you have little or no orphaned records.

ORPHAN may be processed in report only mode or updating mode based on the status of COB$SWITCHES number "4". If you $DEFINE COB$SWITCHES "4" then ORPHAN will not only send the orphan EMIS records to the printed report, it will allow you the option of deleting the student's records from EMIS entirely. If you inform ORPHAN you wish to delete the records from the EMIS files, ORPHAN will prompt you for a new EMIS ID. If you enter a new ID#, any records under the old number will be changed to the new number. If this would cause duplicates, then the old record is simply discarded, otherwise it is added under the new number. All records under the old number will be deleted. If, on the other hand, you do not enter a new EMIS ID number when prompted, but simply hit return, ORPHAN will delete all records under the old number.
Run PURGEMIS to clean up the LIVE files. Make sure you are using the FY08 version of PURGEMIS.
The purpose of this program is to delete records for students which are no longer needed. This would include students who were withdrawn on or prior to the first day of school according to P310 calendar 1 and who were reported in October as withdrawn. PURGEMIS examines the student's record in Live data and compares it to the October record. If students are still active or reportable, PURGEMIS prepares the record for February reporting by resetting the following fields:

Move "08" to fiscal year
Move "C" to reporting period
Move all "*" to majority of attendance IRN field
Move zeroes to graduation credit units
Moves zeroes to days of attendance, authorized absence and unauthorized absence
Move "*" to non-attending reason field
Move "*" to Retained Status

PURGEMIS does not contain an option for deleting non-public student records. PURGEMIS checks for the existence of a STUD record in SIS for students who have an "N" att code in ALTS. If a STUD record is found, the EMIS STU fields will be reset and the message "Non-Public" will be generated on the report. If a STUD record is not found, the student's EMIS data will be purged and the message "Non-Public, no STUD - purged" will be generated on the report.

The first thing PURGEMIS does is to delete all orphans. This is why it is necessary to check all orphans before PURGEMIS to make sure that needed students will not be deleted. When run with COB$SWITCHES "7" the report created by PURGEMIS will list every student examined on a report with a message indicating the status of the student or any student with an error or potential problem. With COB$SWITCHES undefined, the report will only list students who have a major error. Messages are classified either as warnings or major errors depending on the situation.

PURGEMIS interacts with both October 08K and Live EMIS databases as well as the STUD file in SIS. It makes no actual changes to the October database. In LIVE EMIS it updates the EMSALT, and EMSSTU files. If a student is purged, all corresponding files are purged using EMSDEL.

PURGEMIS checks each student to be deleted to ensure that they do not have a special ed exit date after June 30th, 2007. If the student has a special ed exit date, they must be reported in June so their EMIS record will not be deleted and an informational message will be printed if COB$SWITCHES "7" is set.

Note for FY08: December 1 has been replaced with November 30 within the PURGEMIS program checks, even though the messages and documentation say December 1.

If a PS student's admission date is prior to December 1st, the 08K database is checked to ensure that there is a record for this student. If no record is found, the error message "PS Adm before Dec 1, no Oct record" will be printed. For preschool students admitted after December 1st, they will receive the informational message "New Student - admitted after Dec 1".

The following messages are informational or warning messages:

KEEP- Special Ed Exit Date for June
This message appears for any student with a special ed exit date after June 30th, 2007. This student needs to be reported again in June. The EMIS record will not be deleted but fields will be reset.

Student is active in SIS
This message appears for any student who is actively enrolled and has not withdrawn. This student would have an active status on STUD.

Non-Public
This is a non-public student with a STUD record. Fields were reset in EMIS.

Non-Public, no STUD - purged
This is a non-public student without a STUD record. The EMIS record is purged.

Oct Withdrawal -No STUD, Purged
This is a student who was reported as withdrawn in October, Live record has same withdraw date as Oct. and STUD record has been deleted. EMIS record is purged.

Oct Withdrawal - Purged
This student was reported in Oct as withdrawn, still has a STUD but STUD has a "D" status. EMIS records are deleted for this student.

Oct Active - Now withdrawn
This student was active in October but has now withdrawn from the district.

Oct Active - Attends elsewhere
This student was active in October now has an Inactive status on STUD and attends another district.

New Student - Admitted after Oct rp
This is a student whose admission date falls after the first week of October.

New Student - admitted after Dec 1"
This is a preschool student, admitted after December 1.

Oct withdrawal - after first day of school
This student was reported as withdrawn in October but since he withdrew after Oct report, he must be reported again in June.

The following error messages are considered Major Errors and may require corrections.

Orphan alt deleted!
This error is the opposite of an orphan. This indicates that there was a record on the EMSALT file for which there was no corresponding record on the student demographic file. The record was deleted.

Oct withdrwl - return, now inactive
This message appears for any student who was reported as withdrawn in October, returned to the district but is now inactive status on STUD.

Oct withdr - active since - no stud
This student was reported in October as withdrawn, now has a more recent admission date in LIVE but has no STUD record in SIS.

Active & Withdrawn?!?!?!?
This student is withdrawn in Live EMIS and on STUD, but still has an Active STUD status code.

Oct withdrawal - Unclemis keep!
This student was withdrawn prior to the first day of school but still has a status on STUD which keeps the student active in EMIS when UNCLEMIS is processed.

Oct active-cannot find STUD rec!
This student was not reported as withdrawn in October but has no STUD record in SIS.

Oct active-now inactive not w/d?!
This student was reported as active in October, is now inactive on STUD, but is not withdrawn in EMIS.

Oct withdrawal late - no Stud!
This student was withdrawn after the October report but now has no STUD record. A new STUD record will need to be added in SIS.

SSN change, wrong adm. date, other?
This student was not in October files but should have been according to the admission date on the EMIS record. This could be a duplicate record for a student that has had an EMIS ID change since October, was never reported in October and should have been, or possibly has the wrong admission date.

Excluded student still EMIS Active
This student has an ATT code of "E" on STUD, should either be withdrawn in EMIS or not in EMIS at all but has an active EMIS record in LIVE.

PS Adm before Dec 1, no Oct record"
PS students admitted through December 1 are to be reported in the October database. If no record is found for this student in the October database, this error is issued.

Copy the EMSCLS-Staff Classroom file from October to Live. Since corrections were made in the October files to resolve problems with vocational courses, HQT, etc., these same changes may not have been made to the Live data. Therefore, we feel it would be best to copy the EMSCLS file from October to Live.
If you copy the EMSCLS file from October to Live, you may also want to copy the EMSVED.IDX - Voced Program File and the EMSCXR.IDX - Voced Cross Reference File from October to Live as well.

We recommend that you run PURGEMIS, then delete the EMSCLA (Student Subject Records) in Period C (LIVE) and run EMS00 to create an empty file. Then, when the district runs CLISEMIS, only the appropriate Vocational Subject records for courses offered during February Count Week will be brought over to EMIS.

Once the February snapshot has been taken, copy the _October_ EMSCLA file to LIVE JUNE. If districts have changed any student ID's after October Count week, this will involve some cleanup up work. Also, if for some reason, a district manually entered subject records into FY08 databases other than October, these would need to be re-entered into LIVE JUNE.

The D_STATUS procedure prompts for the first day of school in YYYYMMDD format. It also prints the date they entered so if there is a problem with the flags, they should make sure they entered the date in the proper format.

The prompt is actually in the .COM file which runs the OCT_ D_STATUS.DTR procedure. You will need to change your .COM and also your OCT_D_STATUS.DTR as follows:

D_STATUS.COM

$ SET NOON
$ SET NOVERIFY
$ SET MESSAGE/NOFACILITY/NOIDENTIFICATION/NOSEVERITY/NOTEXT
$!For October D_status

$ FIRST_DAY="20070830"
$!
$! LAST_DAY="20080615"

$ READ /PROMPT="What was your first day of school? <YYYYMMDD> " -
SYS$COMMAND FIRST_DAY
$ run sys$system:dtr32
$ TYPE SYS$INPUT

Report in progress...

$ RUN SYS$SYSTEM:DTR32
@NOACSC:OCT_D_STATUS.DTR
EXIT
$ SET MESSAGE/FACILITY/IDENTIFICATION/SEVERITY/TEXT
$ EXIT

The OCT_D_STATUS.DTR checks student records for the cleanup in the Spring prior to PURGEMIS.

OCT_D_STATUS.DTR

File name: OCT_D_STATUS.DTR

DECLARE BUILDING PIC X(30).
DECLARE FIRSTDAY PIC 9(8).
FIRSTDAY=FN$GET_SYMBOL("FIRST_DAY")
SET DICTIONARY CDD$TOP.SIS

READY P101 SHARED READ
FIND ALL P101 WITH P_NUM="0101"
for all current BUILDING=P101_SCHO_TITLE

READY CDD$TOP.SIS.STUD SHARED

FIND STUD WITH STUD_STATUS = "D","I"
FIND CURRENT WITH STUD_SCHOOL_YEAR LE 2007 and STUD_WDRWLDATE NE "00000000" -
OR STUD_WDRWLDATE NE " "

DECLARE DEL_FLAG COMPUTED BY
CHOICE
STUD_WDRWLDATE GT FIRSTDAY AND STUD_STATUS="D" "*"
ELSE " "
END_CHOICE.

DECLARE ACT_FLAG COMPUTED BY
CHOICE
STUD_WDRWLDATE LT STUD_ADMDATE "**"
ELSE " "
END_CHOICE.

DECLARE DELETE_FLAG COMPUTED BY
CHOICE
(STUD_WDRWLDATE Le FIRSTDAY AND (STUD_ADMDATE LT STUD_WDRWLDATE) AND
STUD_STATUS EQ "I") "***"
ELSE " "
END_CHOICE.

DECLARE EQ_FLAG COMPUTED BY
CHOICE
STUD_WDRWLDATE EQ STUD_ADMDATE AND STUD_ADMDATE Le FIRSTDAY AND
STUD_STATUS EQ "I" "****"
ELSE " "
END_CHOICE.

PRINT SKIP, "Building report...";
report on D_STATUS.TXT

SET NO DATE, NO NUMBER, COLUMNS_PAGE = 132;
AT TOP OF PAGE PRINT COL 55,
"D & I STATUS STUDENTS", SKIP 2,
COL 55, BUILDING, SKIP 3,
COL 1, "First Day of School:",
COL 21, FIRSTDAY,
col 12, "Note: If date is not in YYYYMMDD format, you entered it incorrectly at the prompt.",skip 2,
COL 1, "Student ID",
COL 12, "Student Name",
COL 35, "YEAR",
COL 45, "Admission Date",
COL 65, "Withdrawal Date",
COL 85, "** FLAGS **",
COL 105, "WD CODE",
COL 113, "STATUS",
COL 122, "ATT CODE",SKIP;

PRINT COL 1, STUD_STUDENT_ID,
COL 12, STUD_LNAME||","|||STUD_GNAME USING X(18),
COL 35, STUD_SCHOOL_YEAR,
COL 45, STUD_ADM_YY,
COL 48, STUD_ADM_MONTH,
COL 51, STUD_ADM_DAY,
COL 65, STUD_WDR_YY,
COL 68, STUD_WDR_MONTH,
COL 71, STUD_WDR_DAY,
COL 84, DEL_FLAG,
COL 86, ACT_FLAG,
COL 90, DELETE_FLAG,
COL 95, EQ_FLAG,
COL 105, STUD_WDRWLCODE,
COL 113, STUD_STATUS,
COL 122,STUD_ATTENDANCE,
COL 1, "Transfer To Schl:",
col 18, stud_transfer_to,
col 25, "Date Transferred:",
col 43, stud_transfer_date, SKIP;

AT BOTTOM OF PAGE PRINT COL 1,
"FLAGS KEY:", SKIP,
COL 5, "STUDENTS WITH NOTHING IN THE FLAGS COLUMN REQUIRE NO CHANGES.", SKIP,
COL 5, "* WD DATE is after 1st day of school, student should be I status", SKIP,
COL 5, "** Admission date is Greater than Withdrawal date. STUD status is Wrong",SKIP,
COL 5, "*** WD date is before first day of school. Student should be 'D' status",SKIP,
COL 5, "**** WD date = Admission date can be 'D' status",SKIP,
COL 5, "NOTE: Students who have no withdrawal date may be displayed with",SKIP,
COL 5, " one or more flags. If the student's status is 'D' he will", SKIP,
COL 5, " be deleted with the cleanup. Students with 'I' status should ", SKIP,
COL 5, " have a withdrawal date or change their status to D."
END_REPORT
PRINT SKIP, "Report is D_STATUS.TXT";