Student Information Systems Created: June 2, 2008 ... · AD9 Wheel Chair L8E Leap gr8 eng failure UA8 User assigned eight Below is a list of Club Codes. 4H 4-H DNR Do Not Report JRT

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Student Information Systems

Technology Department

Tangipahoa Parish School Systems

Created: June 2, 2008

Modified: June 2, 2008

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Table of Contents

JPAMS Procedures for Registering ………………………..…………… 3

Consolidated Reenroll Process………………….…………………… 4

Adding a New Student ..……………………….……………………. 6

Adding a Schedule for a New Student …………………………………… 25

Self-Contained Scheduling..……………………………………….…. 25

Block Scheduling (Departmentalized) ..……..……….……………… 27

Student Request Scheduling ………………….……….……..…….... 30

Student Schedule Maintenance ………………………………………30

Pattern Board Scheduling …………………….……….…………… 31

Promoting/Retaining Students …………………………….……………... 33

Changing a Social Security Number ………………….…….…………..... 35

Dropping a Student …………………………………….……..……………35

Printing a Leave/Entry Package …………………………………… 36

JPAMS Procedures for Dropping a Student ..………..……………. 37

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The setup screen will appear.

Make sure the School Year is correct.

District is always 053.

Your school code should be set automatically.

Roster Block should always be checked.

“Is JSped Installed?” should be marked as “Yes.”

“Is JHealth Installed?” should be marked as Yes.

“Location of Pictures” should be marked as “Server.”

Click on the “OK bar” and a blank screen will appear.

Before you start adding a student, you should always check to see if the student has been

in JPAMS before. You do this by following the procedure below for the “Consolidated

Re-enroll Process”.

To register a student in JPAMS, click on the

Student Master button on the JPAMS main

screen.

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Click inside the Name field.

The student information screen will appear. Type in the last name and first name. If you

are unsure about the correct spelling of the first or last name, then just type in the first 3

or 4 letters of the name. The student being searched for in the example below is

Marquettia Smith.

Once the name is typed in, click on the

“Close” button.

You should now be back at the Student

Master screen.

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The following message will appear. Click on “OK.”

A list of students will appear. Look for your student with the latest leave date and click

on it.

In the example below, Marqueshia does not have a leave date. You will need to scroll to

the right, look at the entry dates and school year and determine which school still has

her enrolled. You will have to notify that school and ask them to drop her.

Click on the “Action” tab at the

bottom of the screen

Choose “Consolidated Re-Enroll”.

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Once you have chosen the correct record, you will be back at the Student Master screen.

Update entry date, entry code, addresses, homeroom field, etc. and press save. (see

instructions for “Adding a New Student”)

Press “Save.”

You are now ready to add a schedule to the student. (see instructions for “Adding a

Schedule for a New Student”).

If the student was not found in JPAMS, via the Consolidated Re-enroll Process, you will

need to add the student into JPAMS.

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As you look at the Student Master screen, you will notice that some fields are white

while others are in yellow. The fields in yellow have more data

At a clear screen, click inside the name field.

Fields in Red must be entered. They are required by the Tangipahoa Parish School

System.

Student Name - Enter the student’s last name, first name, middle name and suffix (Jr.

III, etc.) as it appears on his birth certificate, adoption papers, or legal document of

name change.

Alias Name – This can be a nickname or the student’s name before it was changed by

adoption, marriage, etc.

Mailing Address –The student’s mailing address must be entered and every effort should

be made to keep this address as up-to-date as possible. This address is used in the

mailing of final report cards. It is also used in the mailing of free/reduced lunch

applications.

The student information short form should be sent to parents three times a year to allow

parents the chance to update their mailing address.

The Student Information

box will appear.

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Formatting Rules:

Street Number and Street Name should be on the first line of the address along with the apt. or lot number. If the parent did not indicate whether it is a lot or apt number, then use the “#” instead. Please make sure you use the correct abbreviations.

Street - ST Road - RD Avenue - AVE Boulevard - BLVD Highway - HWY Drive – DR Court – CT

Lane - LN Extension - EXT Circle – CIR Square - SQ Place – PL Estate – EST North - N

South - S East - E West – W Northeast – NE Northwest – NW Southeast – SE Southwest - SW

The majority of addresses should have one of these abbreviations at the end. There are a few exceptions. For instance, address beginning with Rue would not. The town of Tangipahoa and Natalbany should only have PO boxes. You should not have a street address with Natalbany or Tangipahoa as the city. Highway and Avenue should be spelled out if it precedes the names of the highway or avenue such as Highway 1064 or Avenue F. It should be abbreviated if it follows the name of the highway or avenue such as Old Baton Rouge Hwy or Merry Ave. DO NOT abbreviate the name of a street. For example, Martin Luther King Dr should never be entered as MLK Dr or M.L.K. Dr. Railroad Ave should not be entered as RR Ave. The zip code must be correct for the town. The town should be correct for the street address, etc. Do not put LA next to the city. There is a separate place for state.

Never use punctuation.

Physical Address –

The physical address should be the 911 address where the student resides.

The same formatting rules apply to this address except the lot or apt number should be

placed on the second street address line.

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Miscellaneous – Phone number is the only field we require. If the student does not have

a home phone, they need to provide you with the phone number of a neighbor or family

member.

Other - we do not use

Once all information has been entered, click on the “Close” button.

If an alias name was entered, it will show up on this line.

The Father of the student as recorded on the enrollment document.

Enter Father’s Name, Father’s Address and Father’s Phone #’s. (You may copy the

address from the student).

Father’s Employment and Father’s Military information are optional.

When all data has been entered, click “Close”.

The Mother of the student as recorded on the enrollment document.

Enter Mother’ Name, Mother’s Address and Mother’s Phone #’s. (You may copy the

address from the student).

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Mother’s Employment and Mother’s Military information is optional.

The Legal Guardian of the student.

If one of the parents is the guardian, you should click on the “Copy from Mother

Information” or “Copy from Father Information”.

If both parents are the guardian, you may choose “Copy from Mother Information” or

“Copy from Father Information”. Then, if you wish, you can change the first name field

to include both parents.

If neither of the parents are the guardian, then enter the legal guardian(s) information

here. This information should be taken from court document that appointed this person

as guardian.

If the student is emancipated, then enter the student’s name under the guardian field.

Make sure you have the legal documents before doing this.

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Every student should have guardian information completed.

Every student must have emergency information entered. Make sure the parent fills this

information out on the enrollment form.

This can be a relative, friend or neighbor. This information will be used in case the

parent/guardians cannot be reached during an emergency.

The “resides with” field is optional. The name of the person that the student resides with

should be entered in this field as well as their relation to the student. There is also a

check box indicating whether or not the person they live with has custody papers.

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Every student should have a homeroom teacher. This field is usually populated before

school starts as part of the scheduling process.

If a student is added after school starts, then the homeroom will need to be entered.

Click inside the homeroom field and a box will appear with all homeroom teachers.

Scroll down the list until you find the correct teacher and click on that teacher’s name.

The teacher’s name should now appear in the homeroom field.

If you don’t see the name of the teacher in the list, then “x” off the list and type the

teacher’s name in the box.

Click “ Save”.

Note: If you typed the teacher’s name in the box, then that teacher will appear in the list

of names the next time you bring it up.

The counselor field is optional. If you wish to enter it, then follow the procedures for

Homeroom.

Special Codes – Up to 10 special codes can be entered on one child. Click the box to

choose the special code.

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Other Special Codes – This section is entered by the School Food Service Department.

DO NOT change this information

.

Other student information –We do not use this section.

Below is the list of special codes.

EX – Exchange Student AD0 No Wheel Chair L8M Leap gr8 mail failure SE – Alt Assess. Not LEAP or

IOWA tested PO1 Title 1 OP1 4/8 L21 Fail – 8 gr campus

AS – Special School PO2 Invalid OP2 8 gr L21 Fail – 9 gr campus GT – Gifted & Talented PO3 Starting Points OL1 Op 3 Pre GED Level One HB - Hospital or Home Bound

Has IEP PO4 Even Start OL2 Op 3 Pre GED Level Two

HR – Home Serviced – No IEP PO5 8(g) block grant OL3 Op 3 Pre GED Level Three HS – Home Serviced – No IEP PO6 Locally Funded OL4 Op 3 Pre GED Level Four RA – Grades 0-12 (Special Ed

Aide) PO7 Head Start (4 yr olds) OL5 Op 3 Pre GED Level Five

RC – Grades 0-12 (61%-100%

time) Tested PO8 Head Start (3 yr olds) OL6 Op 3 Pre GED Level Six

RE – Grades 0-12 (22%-60%

time) Tested PO9 LA4 (formerly Early

Childhood Development) ALT Alternative School

RI – Grades 0-12 (1%-21%

time) Tested P10 Rural Education

Achievement Program (REAP) Top Tops student

RS – Grades 0-12 (Resource

Speech Only) P11 Education Excellency Fund

(EEF) COA Certificate of Achievement

AD1 Non Spec Ed (504

Qualified-Non Dyslexia) P98 Other ATH Athletics

AD2 Non Spec Ed (504

Qualified-Dyslexia) SE1 Preschool Special Ed UA1 User assigned one

AD3 504 ADHD SE2 Special Ed Infant Program UA2 User assigned two AD4 504 Math TAN TANF (or LA4 Pre-K

Program) UA3 User assigned three

AD5 504/Social/Emotional L1E Leap gr10 eng failure UA4 User assigned four AD6 504/Medical L1M Leap gr10 math failure UA5 User assigned five

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AD7 504/Other L4E Leap gr4 eng failure UA6 User assigned six AD8 504/Referred L4M Leap gr4 math failure UA7 User assigned seven AD9 Wheel Chair L8E Leap gr8 eng failure UA8 User assigned eight

Below is a list of Club Codes.

4H 4-H DNR Do Not Report JRT Jr ROTC TRM Tri-M

ABA Abalone DRL Drill Team JSN Just Say No TTS Talent Search

ACT Act ETJ Southern University (ETS)

Junior High

JVC Jr Varsity

Cheerleaders

UPD Upward Bound

ART Art Club ETS Southern University (ETS)

High School

KEY Key Club VAB Varsity Basketball

BBS Big Brothers Big

Sisters

FBA Future Business Leaders

of America

MIL Millionaires VAC Varsity Cheerleaders

BDW Bring Down the

Walls

FCA Family Career Leaders of

America

MKT Mock Trial WEL Welding

BLD Builders FFA Future Farmers of

America

NHS National Honor

Society

WOC World Culture

BND Band FHA FHA PEP Pep Squad WRT Writers

BOK Book FLA Flag Team PHP Photography YMC YMCA

BRJ Broadcast

Journalism

FRE French Club QUZ Quiz Bowl YES Youth for

Environmental Sanity

BTA Beta GAT Gifted and Talented REN Renaissance GUP GEAR UP Parent

Survey

BTJ Jr Beta GEC GEE Sci SAD Students against

Drunk Driving

GUM GEAR UP Pre-

Alg/Alg

BSA Boy Scouts GEE GEE SCI Science Club GUF GEAR UP Family

Events

CCT Character Counts GEM GEE Math SCM Spirit

Committee

GUE GEAR UP English

CED Report as PD

Entry

GEL GEE ELA SDA Students against

Drugs and Alcohol

CEN 21st Century

Learning Center

GES GEE SS SEP Student

Enrichment Program

Up to 10 school clubs may be

entered on a student.

Click the down arrow and choose

the correct club.

Click “Close” when you are done.

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CHS Chess GPA Gpa SGA Student

Government

CIA Fellowship of

Christian Athletes

GRI Girls United SGD Secret Garden

CLA Classical GUA GEAR UP Attnd

afterschool program

SKO Skills Option

COE Coe GUC GEAR UP College Visits SMP Sigma Mu Psi

CRA Crackerjack GUJ GEAR UP Job Awareness SPA Spanish

CRC Cross Country GUT GEAR UP Tutoring SSC Social Studies

Club

CRS Crimestoppers GUS GEAR UP Student Survey STD Student Council

CTB Citizen B INT Interact STR Strategist

DCE Dance Team J4H Junior 4-H TEC Technology

DEC Deca JRB Junior High Basketball THE Thesbian

DIV Diversity JRC Jr. High Cheerleaders TRK Track

Note: If code 5 is chosen, be sure to put a message in the comment section.

Below is the list of alarm codes. 01 Mother may NOT pick up 08 Permission to paddle 15 Sickle Cell Anemia

02 Father may NOT pick up 09 Birth Certificate needed 16 Heart Murmur

03 Allergic to wasp stings 10 Residence verification needed 17 Hemophiliac

04 Allergic to bee stings 11 Other paperwork needed 18 Allergic to Fire Ants

05 Alarm – Refer to comments 12 Allergic to penicillin 19 Food allergies

06 Takes medication at school 13 Allergic to peanuts 20 Diabetic

07 Can not be paddled 14 Has asthma 21 Seizures

Up to 10 alarm codes may be entered on a

student.

Click the down arrow and choose the correct

code.

Click “Close” when you are done.

Once the Code(s) have been chosen, click on the

“Close” button. The “alarm codes” field will show the

code(s) that was chosen and the field will turn red.

This is to alert you that there is something about this

student that you need to be aware of.

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The student ID field is generated by JPAMS. Never change this number. The Student ID

is the field that links all of this student’s information together.

The SS Number is the student’s social security number. This number should be taken

from the student’s social security card. If you find that this number was previously

entered in error, please call M.I.S. to change it. We have to notify School Food Service

about the change. You can change the number yourself if you catch the error on the

same day that you entered it.

It’s very important that the social security number be entered correctly. A lot of reports

and “matching programs” are depending on it to be correct. The number you enter is

sent to the State Department, who in turn uses it for the TOPS scholarship and for LEAP

testing. The State Department uses this number to match against the Food Stamps file to

determine which students are “directly certified” for free lunches. The SSN is also sent

to the School Food Service Department.

If the student cannot provide you with an SSN, you will need to create a temporary SSN.

To do this, double-click inside the SSN field. A pop-up box will appear asking if you

want to create a temporary SSN. Click on “Yes”. A number will be assigned for you.

If you create a temporary number, the student will eventually need to bring a copy of

their SSN number to you. At that point, you would follow the procedures for “Changing

a Social Security Number”.

The grade level that the student is placed in should be chosen from the drop-down list.

Special Education students that are not working towards a diploma are to be given their

“age appropriate” grade level.

The gender of the student should be taken from the birth certificate and chosen from the

drop down box.

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The race/ethnicity of the student should be

taken from the registration form. You may

enter up to two races.

If the child has only one race entered on the registration form, choose that race by

clicking on the down arrow and clicking on the correct race. You will immediately be

taken to a second pop-up screen called “Secondary Ethnic”. If the child had a second

race indicated on the registration form, then choose the second race by clicking in the

box.

The birth date of the student should be taken from the birth certificate.

To enter the birth date, click inside the birth date field. A “Birth Information” pop-up

will appear.

Click inside the birth date field on this screen.

Click inside the race code and a pop-up

screen will appear.

Click on the “Close” button.

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We do not use the rest of the fields on this screen.

Click on the “Close” button.

The locker number is optional. Click inside the locker number field. A “Locker

Information” box will appear. Enter the locker number.

A calendar will appear. Click on the correct date (you

can choose the correct year, then the correct month to

find the birth date).

Once you have chosen the correct birth date, this

calendar box will disappear and the birth date will now

be in the birth date field.

The birth date as well as the student’s age will

appear in the birth date field. This student’s birth

date is September 6, 2001 and is 6 years old.

Click on “Close.”

Click inside the

“Transportation” field. A

pop-up screen will appear.

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We do not use the following fields:

This is the date that this student master record was last changed.

This field displays the total absences for the students. AYTD stands for “Attendance

Year-to-Date.” It also displays the current date.

We don’t have advisors in our school system but this field has been used for things like

the temporary homeroom teacher.

Click inside the field and a pop-up will appear that contains a list of all teachers. Click

on the teacher that you want to choose and that teacher’s name will appear in the

Advisor field.

When you click inside the Entry Date field, you will receive this warning box.

You may choose the type of

transportation.

Enter all other information as needed.

Click on “Close.”

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Entry Code - Choose an Entry Code by clicking on the down arrow in the entry code box

and choose the correct code.

Here is a list of the entry codes:

EO C7 Gain Entry or Other not meeting

any other code criteria

E9 C8 Entry ONLY to

take GEE

H2 D3 Outside State Disaster

Enrollment – Katrina

E1 E1 Original enrollment within same

district

A1 A1 Entry under

SBESE Academic

School Choice Policy

H4 D1 Gain Within District

Disaster Enrollment – Katrina

E2 E2 Gain from outside state:

Registered after the last day of the prev

school

A2 A2 Entry under

SBESE Unsafe School

Choice Policy

H5 D1 Gain Within State


E4 C2 Gain from within district:


school

NR NR Receiving SPED

Services Only – Not

Reported On SIS

H7 D2 Entry from Non Public


E5 C3 Gain from within the state:


school

F1 NR Student Paid

Tuition – F1 VISA

D7 D4 Gain Within District –

Disaster Rita

B6 C4 Re-entry into school: Stu has not

registered at any other public school

since exit

EV NR Sped Evaluation

Only-Not Reported on

SIS

D4 D4 Gain Within State

Disaster Rita

E7 C5 Entry or gain from a Non-public

school within state

PP NR Parental –Not

Reported on SIS

D5 D5 Entry from Non Public –

Disaster Rita

E8 C6 Entry or gain from home school

from within state

AE NR – Adult

Education – Not

Reported on SIS

D6 D6 Gain outside state –

Disaster Rita

This is warning you that you should not pull

up an old enrollment record and simply

change the enrollment date. Instead, you

should follow the consolidated re-enroll

procedures.

Click on “OK” and the

following Entry Information

screen will appear.

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Special Notes:

A rollover is a student that either ended the prior year at your school or at a feeder

school.

Code E1 is only to be used for rollovers or beginning kindergarteners or pre-schoolers.

Entry Date – Enter the Entry Date by clicking inside the white box and choosing the

correct date from the calendar. Once you click on the date, the calendar will disappear

and the date will be inside the Entry Date field.

Note: The Entry Date should be the first day that the student attends a class at your

school. Do not enter the date that the student registered. The only exception would be

kindergarteners. If all kindergarteners at your school start several days after the first

day of school because of testing, then enter their entry date as the first day of school.

Otherwise, we will receive an error from the State Department because all Original

Enrollments must have the first day of school as their Entry date.

Transferred From – This field is mandatory even though JPAMS dose not require it.

This should be the name of the school where the student transferred from. If the student

is from out of State, then choose the state’s name from the list (choose the one that has a

SITE ID listed, even if it says Katrina Displaced). The school or state MUST be chosen

from the dropdown menu. If you cannot find a particular school or country, please email

one of our staff and we will add it for you.

Address, City, State and Zip – The address of the school that the student transferred

from may be entered here. This field is optional.

You may either scroll down to find the

name of the school or click on the first

few letters of the school name using the

keypad on the screen.

Click on “Insert School” and the school

name will now be in the “Transferred

From” field.

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Date Request Sent – This should be the date that a request for records was made. This

field is optional.

Date Request Received – This should be the date that the transferring school sent you

the records. This field is optional.

US Entry information should be entered on students that were not born in this country

and on students that are “Limited English Proficient”.

This information should be obtained from the Home Language Survey form that every

student must fill out when registering for school.

Entry Date – This is the date that the student first entered the United States.

Country of Birth – This is the country that the student was born.

Language Code – Required – Click inside the language code field and choose the

primary language spoken by the student.

Home Language – Optional - Click inside the home language field and choose the

language spoken in the student’s home.

Native Language – Optional - Click inside the native language field and choose the

language of the student’s native country.

Correspondence Language – Optional - Click inside the correspondence language field

and choose the language that the student uses to correspond.

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Other Languages – Optional – Choose as many of these fields as necessary to indicate

other languages spoken by the student.

English Proficiency –Click inside this field and choose whether the student is:

- Fully English proficient

- Limited English proficient or

- LEP passed first parts of ELDA.

Funding Source – Code indicating title of program denoting the primary funding source

for instructional language services for students identified as Limited English Proficient

(LEP).

Notes: • This field must be filled whenever English Proficiency Code = 02.

• If English Proficiency Code = 01, this field must be left blank.

• SIS will track former LEP students, students identified as having a limited

proficiency in English at some point in their school career, for two years following

their last reported LEP status. This is done to comply with State and Federal

reporting requirements. This tracking will begin in the 2005-2006 school year.

• If students qualify as LEP but refuse LEP services use code 13.

Click inside the Funding Source field and a list will appear with the following options:

01 Title One Basic Program 08 MFP Only

02 Even Start 09 8(g) Block Grant

03 Migrant Education 10 8(g) Competitive Grant

04 Special Education 11 Local Funding

05 Vocational Education 12 Other State Services

06 Title VII Bilingual Education 13 NO Services Provided

07 Emergency Immigrant Program 14 Title III

Choose the correct reason for funding.

Migratory Status – We do not use.

- Not part of the registration process. See section below on

“Promoting/Retaining”.

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This should always be the site code for your school. It should be preset by the system and

will not allow you to change.

The District ID is always 053 for Tangipahoa Parish.

The year should always be the year you are working in, usually the current school year.

Note: Be very careful choosing the correct year after school ends and before it begins

the following year. It is very easy to get confused on which year you should be working

in. If your school has “rolled over”, you should probably be working in the next school

year. If not, you will probably be working in the current school year.

- not part of the registration process. See section below on

“Changing social security numbers”.

- not part of the registration process. See section below on

“Changing social security numbers”.

You will receive the following message.

Now that all fields have been entered,

click on “SAVE.”

Click on “OK.”

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You have successfully entered a new student into JPAMS!

Used for classes that stay with the same teacher for the entire school day. This type of

scheduling is most often used for grades Pre-K – 4. Self-contained scheduling uses the

courses assigned to a teacher in the Master Schedule. Every course assigned to a

particular teacher will also be assigned to the student.

Please be patient. It takes this screen a minute or two to come up.

From the Student Master Screen, you will

need to click on the word “Name”.

Then choose “Schedule”.

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At the bottom of this screen is a master schedule screen. Click on the “SC” button on

the right side of the screen.

On this screen, you will see a list of teachers to the left and a list of students to the

right. Find the student that you are trying to schedule and place a checkmark in the

“select” box next to their name. Then click on the teacher’s name that you want to

schedule that student to.

You will get the following message.

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You will have to “x” off the scheduling screen and pull it back up in order for the

student’s schedule to appear.

Block Scheduling (Departmentalized) Used for classes that stay together all day but

rotate from one teacher to another. This type of scheduling is most often used for

grades 5 – 8.

A block will have the homeroom teacher’s name as the block name. Every

class/teacher that that particular group of students go to each period will be listed in

the block. For instance, if Ms. Smith’s homeroom stays with her the first three periods

and they take Reading, English and Spelling. Then they go to Ms. James for the next

two periods, taking Science/ Studies and Math, then the block will look something like

this:

Click on “OK.”

You will get a message telling you

that the scheduling is complete.

Click on “OK.”

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Note: Before you can block schedule, you must have your blocks already set up.



At the bottom of this screen is a master schedule screen. Click on the “BLK” button

on the right side of the screen. A setup screen will appear.

From the Student Master Screen, you will need to click

on the word “Name”.

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Click on the teacher’s name first.

Next, click inside the HMRM field, next to the

student’s name. The teacher’s name should now

appear in the HMRM box.

Once the teacher’s name appears, you can “x” out of

the block scheduling screen and return to the student

master screen. If you pull up that student’s schedule,

you should see every class that the student will be

going to each period.

Fill out the questions. If you aren’t

sure, use the example above (which

are the defaults) and click “OK.”

Click on “ONESTU”.

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Student Request Scheduling is used by all High Schools and some Jr. Highs.

Student Schedule Maintenance allows you to add one class/section at a time to a

student’s schedule.


From the Student Master Screen, you will need to click on

the word “Name”.


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Used mostly by high schools. It allows you to enter requests for a student and will

create the schedule for you.

Click on “Schedule” and choose number 19, “Student Pattern Board Scheduler”.

First, click inside the SEM1

column for the period that you

want to add a class.

Next, scroll down the Master

Schedule until you find the class

that you want to add to the

student’s schedule. Click on that

class.

The class will now appear in the

student’s schedule.

Repeat the process until all

periods have been filled.

On the setup screen, make sure your year is

correct and press “OK.”

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Once you have found your student, a master schedule will appear at the bottom of the

screen.

To add requests, click on the subjects that you want to add from the master schedule

list. Those subjects will appear in the top part of the screen.

To delete a request, click inside the “D” column that is highlighted in pink, next to the

request that you wish to delete.

To find the student,

click on the “Find”

button.

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If you decide you want to unscheduled a class, you can click on the “S” and it will

turn back to an “A”, indicating that the class is not scheduled.

To unscheduled all classes, you can either click on every “S” or you can click on the

button.

The student below is completely scheduled.

You can right click on one of the S’s to see the teacher. If two or more teachers

appear, you may choose which teacher you would like this student to have.

The SBLC Code should be entered at the end of the school year, after it is determined

which students have failed and which students have been promoted. They should be

entered before your students are rolled-over to the new school year. Students marked as

retained will not be placed in the next grade.

The letter “A” will appear for every period

that the class is offered, both 1st semester

and 2nd

semester.

In this example, Account II is offered only

2nd

period each semester.

You can either click on the A to schedule

the student in each class or you can click

on the “Auto Schedule” button at

the top of the screen.

All schedule classes will have an “S”

instead of an “A”.

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High Schools:

If you are a high school that rolls-over in the spring, you can still put your SBLC

Codes in at the end of school and roll-over a second time. Rolling-over again does

not affect your schedules. They will not be erased.

Let’s say you have an 8th

grader that rolled over to your school in the spring and

you entered a schedule for him/her. You then rollover in June after your school

and the feeder school has entered their SBLC codes in. This student now has a

“retained” code entered. The schedule will not be erased. You just will not be able

to view it.

If the feeder school then decides that they will promoted the student, because of

passing LEAP or summer school, you would have to roll the student back over to

your school. The schedule will then be re-attached to the student’s record. You

will not have to reenter it.

Below is a list of SBLC codes.

F Retained – Student not

promoted

L Retained – Failure of State

Testing – LEAP Grade 04

N Retained – Failed both

academic and LEAP

T Retained – Failed to Pass Exit

Exam (Seniors)

E Retained – Failed LEAP –

Option 1 Elementary Grade 08

K Promoted – To grade 6 passed

Coursework and LEAP

X Retained – Decision by School

Committee-SBLC

H Retained – Failed LEAP –

Option II HS Campus

M Promoted – To grade 5 without

Basic/Approaching Basic on

LEAP

B Retained – Due to Parental

Request

G Promoted – Failed LEAP –

Option III HS GED Path

R Promoted – To grade 5 passed

Coursework and LEAP

V Retained – Due to Attendance

Violation

O Promoted – Administrative

Assignment

I Promoted – Placed with

intervention

P Promoted – Placed by School

Committee-SBLC

A Retained – Administrative

Assignment

U Promoted – To next grade

without achieving LEAP

requirements

S Promoted – Pending Summer

School

D Retained – Insufficient

Carnegie Units (Seniors)

W Retained – Insufficient grade

information to promote

Z Retained – Pending Summer

School

Q Promoted – Promoted due to

limited retention

Y Retained – PROMOTED TO

NEXT OPTION 3 GED LEVEL

C Promoted – Pending Course

Credit

J Retained – In Grade 8 on

High School Campus

1 Retained – Failure of State

Testing – LEAP Grade 08

To add an SBLC code to a student’s record, you must first “pull up” the student’s

record. To do this, click on the “FIND1” button at the bottom of the Student Master

screen.

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Scroll down the list until you find the student that you are looking for.

Double-click on the student’s name to view the record.

Click inside the SBLC Code field and choose the correct code. Click on “Save.”

If you need to change the social security number, please call our office and let us

change it for you. This is because we need to notify the school food service department

each time a social security number is changed in the system.

Once we have changed the student’s social security number, the student’s old social

security number will be placed in this field. This is for viewing only. DO NOT change

this field.

Once we have changed the student’s social security number, the date of the changed will

be displayed here. This is for viewing only. DO NOT change this field.

Students should be dropped from JPAMS as soon as the parent/guardian notifies the

school that the student is leaving and all information (grades, attendance, discipline) has

been completed in JPAMS.

Do not keep a student enrolled in JPAMS because the student owes the school money.

The next school cannot enroll a student until the previous school has dropped him/her.

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Before actually dropping the student from JPAMS, you may want to print a Leave/Entry

Package. This will allow you to print documents that are helpful in the adding/dropping

process.

From the Student Master screen, choose the student that you want to print the package

for.

Click on the “Action” button at the bottom.

Then choose” Leave/Entry Package.”

At the setup screen, you may choose to print as many pages as needed.

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This package can be placed in the cumulative folder, it may be sent to the next school or

it may be used to notify teachers, lunchroom staff that the student is entering or exiting

you school.

To add an SBLC code to a student’s record, you must first “pull up” the student’s

record. To do this, click on the “FIND1” button at the bottom of the Student Master

screen.

Scroll down the list until you find the student that you are looking for.

Double-click on the student’s name to view the record.

When you click inside the leave date field, the follow “Leave Information” pop-up

screen will appear.

Leave Code - Click inside the Leave Code field and a list will appear with the following

options:

L0 18 E No Show 16 18 D Pregnancy 64 12 E Transfer to

Correctional Institution

L1 97 E Waiting Transfer of

Paperwork

17 19 D Religion 65 13 E Transfer to

Vocational/Tech

L2 08 E Transfer within

District/pub/charter/Lab

18 99 D Environmental 66 14 E Transfer to

Parochial/Private

L3 09 E Transfer within

State/pub/charter/Lab

19 97 D Exit Reason Unknown 67 15 E Reassignment from one

grade to another

L4 10 E Transfer Out of State

or Country

20 15 E Exit grade for

reassignment to another grade

68 16 E Transfer to Home

Study/in school private study

L8 07 E Death or

Incapacitation of Student

21 03 E Illness: Student intends to

return to school

69 97 E Unqualified for

Program–Exit Reason Unknown

01 21 D Illness Health 22 17 E Finished all but GEE 70 04 E Senior Graduation

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Problems Completed Carnegie Rqmts

02 21 D Physical Disability 26 19 E Exit from non-mandatory

attendance program

71 05 E GED Graduate-

Discontinued-use code 80

03 21 D Emotional 27 17 E Completed Carnegie

Rqmts not GEE

72 06 E SAME as 62 Above,

Certificate of Achievement

04 21 D Mental 28 06 D Entered Criminal Justice

System

73 20 E Transfer to Early

College Admission Program

05 02 D Behavioral 29 07 D Failed Required Test 74 21 E Transfer to State School

06 01 D Academic Difficulty 30 08 D Lack of appropriate

curriculum

80 05 E GED only (typically

Adult Education Centers)

07 08 D Lack of Appropriate

Curriculum

31 09 D Lack of childcare 81 22 E Completer-

GED/Industry Certificate

08 17 D Poor Student/Staff

Relations

32 10 D Lack of transportation 82 23 E Completer-GED/Local

Skills Certificate

09 16 D Poor Peer Relations 33 11 D Language difficulty 83 24 E Completer-Industry

Certificate Only

10 030 D Dislike of School

Experience

34 13 D Military 84 25 E Completer-Local Skills

Certificate only

11 15 D Parent/guardian

influence

35 20 D Substance Abuse 85 26 E Completer-Certificate of

Completion

12 14 D Needed at home 60 01 E Expelled 86 27 E Exit under SBESE

Academic School Choice Policy

13 04 D Economic Problems 61 06 E Graduation/Early

Graduation

87 28 E Exit under SBESE

Unsafe school choice policy

14 05 D Employment 62 06 E Certificate of Achievement 88 29 E Exit due to disaster

event – Katrina

15 12 D Marriage 63 11 E Transfer to Adult Ed 89 30 E Exit due to disaster

event - Rita

Choose the code that best describes the reason the student is leaving.

Special Notes:

Students that transfer to the Juvenile Detention Center should be coded as “Transfer

within District/pub/charter/Lab, not as “Transfer to Correctional Institution”

Leave Date - Enter the Leave Date by clicking inside the white box and choosing the

correct date from the calendar. Once you click on the date, the calendar will disappear

and the date will be inside the Leave Date field.

Note: The Leave Date should be the day after the student’s last day in class at your

school. Do not enter the date that the parent/guardian notifies you that the student has

left or is leaving your school. Do not use the date that you receive request for records.

For students that stop attending school, do not use the date that you determine the

student needs to be dropped. Always use the day after the last day in class.

The only exception to this rule is when the student is suspended for a number of days and

then does not return to school. You may use the day after his last day of suspension as

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the leave date. However, be careful when doing this. If you know the student began

attending another school on the second day of his suspension, then put the second day of

his suspension as the leave date.

Transferred To – This field is mandatory even though JPAMS dose not require it.

This should be the name of the school where the student is transferring to. If the student

is going out of State, then choose the state’s name from the list (choose the one that has

a SITE ID listed, even if it says Katrina Displaced). The school or state MUST be

chosen from the dropdown menu. If you cannot find a particular school, please email

one of our staff and we will add it for you.

If the student is leaving to go out of country, it is okay to type the name in.

Date Request Received – This should be the date that the transferring school sent you

the records. This field is optional.

Date Request Sent – This should be the date that a request for records was made. This

field is optional.

Click the “SAVE” button.

You may either scroll down to find the

name of the school or click on the first

few letters of the school name using the

keypad on the screen.

Click on “Insert School” and the school

name will now be in the “Transferred

To” field.

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