Edlink 360 Frequently Asked Questions.Pdf

EdLink 360

Frequently Asked Questions

September 23, 2021

EdLink 360 Frequently Asked Questions Table of Contents

TOPIC: EdLink 360 General ...... 3 TOPIC: EdLink 360 Extract File Creation...... 4 TOPIC: School Calendar Data ...... 6 TOPIC: Student Attendance Data ...... 7 TOPIC: Student Demographic Data ...... 8 TOPIC: Student Enrollment Data ...... 9 TOPIC: Student Homeless Data ...... 9 TOPIC: Student Free Lunch Data ...... 10 TOPIC: Mentor Teacher and Resident Teacher Data...... 11 TOPIC: Data Submission Schedules ...... 11 TOPIC: StaffIDs ...... 12 TOPIC: EdLink Security and Dashboards Access ...... 13 TOPIC: Whitelisting of IP Address ...... 17 TOPIC: PowerSchool sFTP Credentials ...... 18

EdLink 360 Frequently Asked Questions

TOPIC: EdLink 360 General 1. Why am I having to change the way Currently, the multiple systems we are using now are outdated and I submit school reporting data? we do not have a single source of truth in our collection. EdLink 360 What is the benefit of switching to will create a single source truth, increase overall usability, and EdLink 360? reduce multiple logins over several programs. The EdLink 360 data warehouse will help program evaluations and produce meaningful reports.

2. When will data begin to be In August 2021, EdLink went live and school systems began reported to the EdLink 360 data preparing extracts for loading to EdLink 360. warehouse 3. Where can I go for general Please review these EdLink Resources posted on the EdLink 360 assistance with EdLink 360? Support page. • Frequently Asked Questions (FAQ) • 7-Week Training Series • Extract layouts and SAMPLES • User Guides for Attendance, Student and Staff Data • 7-Week Training Series – slide deck and recordings • Office hours and monthly webinar slide decks and recordings

You can also email [email protected] if you have specific questions.

4. How do I navigate the Dashboards After logging into EdLink 360 at https://reports.edlink.la.gov/Dashboard/, these are the dashboards located under the waffle :

Select the Waffle - Usage and Data ○ Data Processing dashboards • File Errors dashboard for error correction • File Rejection Errors dashboard for error correction ○ Data Quality • Data quality measures for the various categories (e.g. school calendars, students, enrollments, courses, course offerings, etc.) ○ Data Validation dashboards ○ Student Data Validation (e.g. Enrollments, Special Populations, Attendance, etc.) ○ Class Data Validation (e.g. Class Counts, Classes Missing teachers or students, etc.) ○ Assessments Data Validation (e.g. KEA, K3, LEAP 2025, etc.) ○ Data Reports

○ Enrollment and Free/Reduced Lunch Counts ○ Potential Dropout Reports

Select the Waffle - Essentials o School System o School Directory o School System Calendar o Enrollment o Enrollment Overview o Enrollment Reports o SPED o Students with Disabilities o Accommodations o Student List o Diverse Learners o Homeless Students o English Learners o 504 Students o Attendance o Attendance Overview o Discipline o Discipline Overview o Students o Student Search

Select the Waffle - Dropout Correction

TOPIC: EdLink 360 Extract File Creation 1. What are some things that I Please review the Getting Started Checklist for EdLink 360 and need to do to get started Getting Started Checklist for 2020-2021 Data Submissions to submitting the EdLink 360 EdLink 360 posted on the EdLink 360 Support page. extracts?

2. What are the types of EdLink EdLink 360 extracts use both standard, extension and partial 360 extract files that must be file extract specifications. created for submitting data to EdLink 360 data warehouse? Please refer to the section EdLink 360 Extract File Details located in any of the EdLink 360 User Guides (Students, Staff, Calendars and Attendance) posted on the EdLink 360 Support page

3. What are the EdLink 360 extract Please refer to the section EdLink 360 Extract File Attributes located file attributes? in any of the EdLink 360 User Guides (Students, Staff, Calendars and Attendance) posted on the EdLink 360 Support page.

4. There are numerous data Most data elements currently in the legacy systems are also elements in the legacy systems. included in the EdLink 360 extracts. Please refer to the section Where are these data elements Legacy Systems and Crosswalk to EdLink Extract Files in each user identified in EdLink 360? guide. This section maps each data element found in the EdLink 360 extract to the corresponding data element found in the legacy system records. For example data elements included in the enrollments.tsv and enrollments_ext.tsv extracts are mapped to the legacy SIS Enrollment record (record type 040).

For data element information, please refer to the following sections in any of the EdLink 360 User Guides (Students, Staff, Calendars and Attendance). • APPENDIX A – Data Elements which includes a detail description of each data element. • APPENDIX B – Table Lookups which includes a detail list of each table used for code and description lookups. • APPENDIX C - Data Elements provides a mapping of data elements to certain tables that contain the code sets or values for that data element.

5. Where, how, by whom and EdLink 360 extracts should be delivered nightly by 7:00pm in when should the EdLink extract most instances. Please refer to the section Delivery Schedule files be submitted in order for and Uploading Of Files to the PowerSchool sFTP server in any data to the available in the of the EdLink 360 User guides (Student, Staff, Calendars and EdLink 360 data warehouse? Attendance) posted on the EdLink 360 support page:

6. PowerSchool was launched for Double check with your vendor that your scheduling or the 2021-2022 School Year; vendor system has rolled over to the 2021-2022 School Year however, all of my files are and that your extract contain “2021-2022” in the rejecting? SCHOOL_YEAR field.

TOPIC: School Calendar Data 1. How should calendar data be School calendar data is reported in the calendars.tsv and reported to the EdLink 360 data calendars_ext.tsv extracts. Calendars can be created for an warehouse? entire school system, for Schools within a school system, or Grade/Grouping within a specific school. For information about reporting school system calendar data, please refer to the following posted on the EdLink 360 Support page: • EdLink 360 Calendars and Attendance User Guide • Sample Calendars extract file

2. I am receiving the following Please verify the following: errors when sending the • Ensure you are sending the 3-digit code in the calendars.tsv extrac DATE_TYPE_VALUE field for closures, holidays, • School Calendars missing semesters, etc. closures - Ensure the CALENDAR_CODE submitted on the • Missing or Misaligned student’s enrollment record has a corresponding Calendar Codes school calendar record submitted in the calendars.tsv extract. If no school level calendars are submitted, the student’s CALENDAR_CODE will default to “DISTRICT” (the district CALENDAR_CODE).

For information about reporting school system calendar data, please refer to the following posted on the EdLink 360 Support page: • EdLink 360 Calendars and Attendance User Guide • Sample Calendars extract file

TOPIC: Student Attendance Data 1. How does the reporting of In the legacy Student Information System (SIS), for each attendance data in the legacy processing period, the total number of absences are reported Student Information System in the Enrollment record (record type = 040). (SIS) compare to the reporting In EdLink360, Attendance data is reported in the of attendance data in EdLink attendance.tsv extract which includes records of student 360? absences (negative attendance) and tardies reported at the site level for each day or half day in the school year calendar when a student is expected to be in attendance. Attendance data (absences) should be reported at the home school site, although a student may be enrolled in a program at another school site. For information about reporting attendance data, please refer to the following posted on the EdLink 360 Support page: • attendance.tsv extract file • EdLink 360 Calendars and Attendance User Guide (review the details about each data element included in the attendance.tsv record) • Sample attendance.tsv extract file

2. What is the key to an The key to records in the attendance.tsv extract are the attendance record in the LOCAL_ENROLLMENTS_KEY, LOCAL_ATTENDANCE_KEY, and attendance.tsv extract? SCHOOL_YEAR fields. LOCAL_ENROLLMENTS_KEY is the unique key for the student’s specific enrollment in the school. Please refer to the enrollments.tsv and enrollments_ext.tsv extracts. Some suggestions for creating the LOCAL_ATTENDANCE_KEY: • In some local systems, each day of attendance can have many attendance records for reporting all of the different check-ins, check-outs, tardy to class, tardy to school, etc. • The record number can be the first attendance record for the given day. • Some vendors have used [DISTRICT_CODE; SITE_CODE; STATE_ID; RECORD_NUMBER] where record number is the database record number of the first attendance record for the given day. This was used to help track down what records make up the given single record for reporting to the state. SCHOOL_YEAR is the academic school year (e.g. 2021-2022)

3. How should truancy data be Truancy is defined as any student having either 5 unexcused reported? days tardy or 5 unexcused days absent within a school semester per RS 17:233. Truancy data should be reported based on tardy and absence data maintained in the local system. Truancy data is reported in the enrollments_ext.tsv extract. In the EdLink 360 Student User Guide, please refer to the data element TRUANCY_INDICATOR for information about how to report truancy.

TOPIC: Student Demographic Data 1. How should Race/Ethnicity data Student demographic data is reported in the students.tsv and be reported? students_ext.tsv extracts. Ethnicity/Race data is reported in the students_ext.tsv extract and is verified against the student’s data in the eScholar Uniq-ID system.

Race/Ethnicity data reported to the EdLink 360 data warehouse is displayed as follows: If the student is Hispanic STUDENT_ORIGIN_IND_HISPANIC=”Y”, HISPANIC will be displayed. Else If the student has multiple races, other than Hispanic, the Ethnicity/Race will be displayed as 'Two or more races' Else If a single race is submitted, the single race will be displayed STUDENT_ORIGIN_IND_ASIAN STUDENT_ORIGIN_IND_BLACK STUDENT_ORIGIN_IND_NATIVE_AMER STUDENT_ORIGIN_IND_PACIFIC_ISLND STUDENT_ORIGIN_IND_WHITE 2. In the 2021-2022 System No. The expectation is that the current status will be sent enhancements document there is a each time data for the student is submitted to EdLink 360 new field (name not yet 100% Virtual determined) to provide a student’s 100% In Person status. Are schools expected to Combination/Hybrid)? collect & report the Start and End dates for each of these scenarios (Virtual, In Person, Combination/Hybrid)?

TOPIC: Student Enrollment Data 1. Currently students who enroll in All legitimate student enrollments that fall within the dates of the school after Oct 1st are not the school’s academic school calendar should be reported to included in the submission of EdLink. Snapshots will be taken and will capture enrollment October class enrollments, but counts and data based on enrollment date (Oct 1, Feb 1 and do need to be included in the EOY). March submission. Will this process continue? 2. If a student enrolls in the school There are no restrictions on when legitimate student after Oct 1st are there any enrollments and exits can be reported. All student restrictions on when or whether enrollments and exits that fall within the dates of the school’s we can report the student? academic calendar should be submitted to EdLink 360.

For new enrollments, students must first be submitted to eScholar Uniq-ID for LASID assignment. 3. What is the definition of the This is the date of the first non-attendance day for a student WITHDRAW_DATE who was previously enrolled in a school district (last day of attendance was the instructional day immediately prior to this day). TOPIC: Student Homeless Data 1. How should homeless data be Homeless services data should be reported in the reported in EdLink 360? homeless.tsv extract file. Homeless services data should be reported to show a specific homeless service was provided at least once during a specific month. For a given student there would be maximum of 21 records for the school year (one for each homeless service 01-21 if that specific service was provided at least once). The homeless service data should be recorded and reported by the end of each month.

TOPIC: Student Free Lunch Data 1. All students in my school eat No. Only report students as free who are: free. Should all students be • Directly certified via SNAP or TANF from DirectMatch, reported free? • DC extended (siblings or children at the same address), enrolled in Head Start or Even Start programs, migrants, runaways, homeless, foster children), • Qualified through income survey forms (if attending a CEP school), or • Qualified through lunch applications (if attending a non- CEP school). For additional information, refer to DirectMatch resources listed here

2. What is the purpose of the The Income Survey can be distributed to families of students Income Survey for CEP Schools? in CEP schools and is used to identify students who are eligible for free or reduced lunch but whose families did not apply for government assistance. The information is used for MFP funding purposes for students enrolled in CEP schools and not for food service free lunch eligibility.

TOPIC: Mentor Teacher and Resident Teacher Data

1. Who are mentor teachers and Mentor Teachers provide directed support to undergraduate what data should be reported in teacher residents through a co-teaching model, post- EdLink 360? baccalaureate teacher residents who are teaching while earning their initial license, or experienced teachers in need of support. Their responsibilities include but are not limited to: providing one-on-one coaching, reviewing instructional materials and student work, and leading frequent observation/feedback cycles.

For information about what data should be reported in EdLInk360, please refer to the Mentor Teacher and Resident Teacher Overview FAQ posted on the EdLink 360 Support page. 2. Who are resident teachers and Resident teachers are candidates from teacher preparation what data should be reported in programs who are participating in a yearlong residency in a EdLink 360? classroom with a teacher of record who holds a valid teaching certificate in the area for which the candidate is pursuing certification.

For information about what data should be reported in EdLInk360, please refer to the Mentor Teacher and Resident Teacher Overview FAQ posted on the EdLink 360 Support page. TOPIC: Data Submission Schedules

1. How often should calendar, The submission of data should not be restricted to any point attendance, student and staff data in time and should be included in the EdLink extracts daily and be included in the EdLink extracts. dropped on the PowerSchool sFTP.

2. Does the above response also Yes. Class schedule data should not be restricted to any point apply to class schedules? in time and should be included in the EdLink extracts daily and dropped on the PowerSchool sFTP. It’s understandable that there may be changes to student and teacher class schedules at the beginning of the school year and some cleanup will be happening. However, this is where the maintenance of the start and end dates are important. If this data is being kept up to date, LDOE should be able to determine what an active schedule record vs. and inactive schedule record. In addition, the schedule start and end dates will be used to leverage student schedule changes to better identify students who should and should not be included in Value Added (VAM) rosters. 11

TOPIC: StaffIDs 1. What types of employees The following types of employees should be submitted to the should be submitted to the eScholar Staff ID system for StaffID assignment: eScholar Staff ID system for 1. Regular employees (employee status code = 01) StaffID assignment. 2. Contracted employees (i.e., contracted teachers, related services personnel, etc.) (employee status code = 03 or 04) 3. Post-secondary employees (for which the district collects SSN) (employee status code = 02) 4. Long term substitute teacher reported to PEP as a regular employee (employee status code = 01) 5. Resident teacher (employee status code = 07) 2. What types of employees The following staff should NOT assigned a StaffID: should NOT be submitted to the • Vacant (employee status code = 01; SSN begins with eScholar Staff ID system for 999) StaffID assignment. • Post-secondary employees (employee status code=02; SSN begins with 998) • Short-term substitutes

3. How Should StaffIDs Be For the assignment and reporting of StaffIDs, review the Assigned and Reported? StaffID section of the EdLink 360 support page. • StaffID User Guide • StaffID training

4. Why are StaffIDs Needed? StaffIDs are needed as follows: • A StaffID is required to be reported in all EdLink 360 extract files (staff.tsv, course_offering_link.tsv, payroll_ldoe.tsv, staff_absences.tsv, etc.). • A StaffID is needed in order to establish security to the EdLink 360 dashboards • Please see the EdLink Security FAQs listed below • Please refer to the EdLink security section and resources posted on the EdLink 360 support page

5. How do I determine if there are See the EdLink Security and Dashboard Access section of this security access issues with a FAQ specific StaffID?

TOPIC: EdLink Security and Dashboards Access 1. I am the security coordinator. 1. The school system must submit all staff to eScholar StaffID How do I get permission to grant 2. Security Coordinators should create their EdLink username myself and other users access to and password at: https://My.LA.gov the EdLink dashboards? 3. The EdLink username must be linked to the eScholar StaffID by adding it to the State User ID field in eScholar StaffID. The eScholar data manager should do the following: • In eScholar StaffID, search for the person by the first/last name or by StaffID • Select the appropriate record • Select the EDIT STAFF button at the bottom right of the page • The Customer Defined Field will appear (see under the address section) • Enter the Username created in Step 2 above • Select the UPDATE STAFF RECORD button at the bottom right of the page We are looking into a process to eliminate the manual update/maintenance of this field. 4. The security coordinator should request the following access in EdLink Security (https://registration.edlink.la.gov): • Location: local school system • Application: EdLink Security • Role: Local District • Permissions: Security Coordinator 5. This request will be routed to LDOE. Once it is approved you will receive an email. From: Louisiana Department of Education [EML-SVC-DOE- [email protected]] Subject: EdLink Security Permission Status Update for [applicationName] [roleName] (You may need to check your SPAM folder if you haven’t received the email in 24 to 48 hours after sending your request) You can then request access to the dashboard, and review and approve requests from others in your school system.

6. If the security coordinator wants access to the EdLink dashboard, they should request the following access in: https://registration.edlink.la.gov: • Location: local school system • Application: EdLink 360 • Role: Data Analyst • Permissions: K-12

7. This request will be routed to LDOE. Once it is approved you will receive an email and can access the EdLink360 dashboard by logging in at: https://reports.edlink.la.gov

2. I am not the Security 1. The user must have a StaffID assigned in eScholar. Coordinator. How do I get access to 2. The user should create their EdLink username and the EdLink 360 dashboards? password at: https://My.LA.gov 3. The EdLink username must be linked to the eScholar StaffID by adding the EdLink username to the State User ID field in eScholar StaffID. The eScholar data manager should do the following: • In eScholar StaffID, search for the person by the first/last name or by StaffID • Select the appropriate record • Select the EDIT STAFF button at the bottom right of the page • The Customer Defined Field will appear (see under the address section) • Enter the Username that was created in Step 2 • Select the UPDATE STAFF RECORD button at the bottom right of the page We are looking into a process to eliminate the manual update/maintenance of this field. 4. The user should request the following access in: https://registration.edlink.la.gov: • Location: local school system • Application: EdLink 360 • Role: Data Analyst • Permissions: K-12 5. The school system’s Security Coordinator will review and approve requests made in EdLink Security. 6. See the questions below for logging in to the EdLink 360 dashboards.

3. My access to EdLink 360 has Once an EdLink 360 Role and Permission is approved, the Role and been approved. How long do I have Permission will be applied to EdLink 360 Dashboard for the next to wait before I am able to see Business Day. For example, If the EdLink 360 Role and Permission changes in my dashboard due to my was approved on Wednesday, it will be reflected in the EdLink 360 security? Dashboard on Thursday.

4. What do I need to do to correct In EdLink 360, ensure you: the following error I am receiving when attempting to log into the • Have entered the correct link for the EdLink dashboard? dashboards: https://reports.edlink.la.gov/ • Have a StaffID submitted to eScholar for 2021-22 “Status Code: 405 Method Not school year and it’s linked to your User Name in EdLink Allowed – The method .specified in Security (see the security questions below). the Request-Line is not allowed for the resource identified by the Request-URI” 5. What do I need to do to correct Ensure you have: the following error I am receiving a. Attempted to log in with the username you created at when attempting to log into the https://My.LA.gov not any other username. EdLink dashboard? b. Requested the correct access in EdLink Security: Location: local school system “You do not have a permission Application: EdLink 360 role to access requested Role: Data Analyst application. Please contact Permissions: K12 your local security coordinator c. See the EdLink Security Guide or contact your school for assistance” system Security Coordinator for additional assistance.

6. What do I need to do to correct This error means you have not linked the username you the following error I am receiving created at https://My.LA.gov with your eScholar StaffID. Or, if when attempting to log into EdLink you have previously linked it, it may have been removed or Security or the EdLink dashboards? overwritten and needs to be linked again.

“You do not have a valid User These are the steps to follow for linking the username and ID and StaffID linked. Please StaffID. The local eScholar StaffID data manager will need to contact your local Security assist in getting this set up. They will need the EdLink Coordinator for assistance” username (not the password) created at https://My.LA.gov 1. In eScholar StaffID, search for the person by the first/last name or by StaffID 2. Select the appropriate record 3. Select the EDIT STAFF button at the bottom right of the page 4. The State User ID Customer Defined Field will appear (see under the address section) 5. Enter the Username from https://My.LA.gov 6. Select the UPDATE STAFF RECORD button at the bottom right of the page

7. I forgot my password for the Passwords can be reset at https://My.LA.gov. See the Forgot EdLink360 dashboards. How do I get Password section of the EdLink Security Guide for my password reset? instructions.

8. I forgot my username. How do I Usernames can be retrieved by following the instructions in retrieve my username? the Forgot Password section of the EdLink Security Guide. Enter your email address in the box “Forgot Your User ID.” Your username will be sent to you

9. I am the Security Coordinator for As the Security Coordinator, follow the steps above to request multiple school systems. What do I Security Coordinator access for each of the school systems need to do to get EdLink access? you support. If you also need dashboard access, follow the steps above to request dashboard access for each of the school systems.

10. When I log in to the EdLink 360 Ensure you selected the following access in EdLink Security dashboards and select the waffle, a https://registration.edlink.la.gov: blank screen is displayed. What should I do? d. Location: local school system (not central office) • Application: EdLink 360 • Role: Data Analyst • Permissions: K-12 11 Do individuals needing access to No, it is not necessary to establish the link between the MyLA multiple school systems in EdLink Username and the user’s Staff ID record in every school 360 need to also have Staff IDs system in eScholar Staff ID. EdLink Security confirms that a established in each of those school staff member exists in Staff ID for the current school year and systems in eScholar Staff ID? that they also have a MyLA username associated in the State User ID field of eScholar Staff ID.

12. When I log into the dashboard, When a user logs into EdLink 360, they will always be able to should I see the tables loaded/not see the statewide counts of tables loaded/not loaded. loaded for their district or should I see the statewide counts? If no data has There will be a district filter available in order to select their been submitted, will I see the school system to review their data. After selecting this filter statewide counts? they will be able to see their counts of tables loaded/not loaded. If there has not been any data loaded for the school

system, they will see a No Data Found message.

13. How do I request access to To access student PII in the dashboards, users should request student PII in EdLink 360? access to Name, SSN, Address and DOB in EdLink Security.

14. HELP. I cannot login (blank After verifying your EdLink login credentials, please login using screen, screen blinks, etc.) https://reports.edlink.la.gov/Dashboard/

If there are issues with logging in, try closing all browser sessions, opening a new Chrome Browser and login using https://reports.edlink.la.gov/Dashboard/

TOPIC: Whitelisting of IP Address

1. I understand the (s) that will be Security Coordinators and data managers should be aware of used to drop files on the the servers you will be using to drop files on the PowerSchool PowerSchool sFTP will need to sFTP server for overnight loading to EdLink 360.. These be whitelisted. How do I ensure include local servers as well as any servers used by your the correct IP Addresses have vendor if you are being hosted. been whitelistsed? a. Please verify with your IT staff and/or use whatismyip.com to identify the IP Address(es) that will be used to drop files on the PowerSchool sFTP. b. Once all of the IP Addresses have been identified for your school system, email [email protected] to verify what IP addresses have actually been whitelisted by PowerSchool. c. If all of the IP Address needed have not been whitelisted, Security Coordinators should an email to [email protected] (formatted as per the instructions below). • In the subject line, include the Sponsor Code and Name (e.g. 001 Acadia Parish) and the IP Address or range of IP Addresses for the School System • In the body of the email, include any other pertinent information (e.g. identify other technical contacts and/or vendors who may require whitelisting of their IP Address(es)) NOTE: Home or private IP addresses cannot be whitelisted. When working from a location other than your school system office, work with your IT staff to set up VPN into your school system office.

TOPIC: PowerSchool sFTP Credentials

1. I understand that credentials are Security Coordinators and data managers should be aware of needed in order to access the the username and password needed to access the PowerSchool sFTP server where the PowerSchool sFTP server for submitting files. files will be dropped for overnight a. Username: The username you should be using is your 3- loading to the EdLInk 360. What is digit sponsor code. (e.g. “001” for Acadia). the process for requesting b. Password: If you don’t remember your password or did credentials? not receive a password from PowerSchool during the EdLink 2020-21 Parallel data collections or during the historical file drops for this year or last year, the Security Coordinator should email [email protected] to request a new one (formatted as per the instructions below, please do NOT include your password or any previous passwords you have used. Also do not include LDOE staff on this email as we are not allowed to see your credentials due to security reasons. • Subject: PowerSchool sFTP Credentials request and in the subject line include the Sponsor Code and Name (e.g. 001 Acadia). • In body of the email, include any other pertinent information (e.g. identify other technical contacts and/or vendors who may need credentials, list the sponsor codes and sponsor names if support is provided for multiple school systems, etc.).