No. 123      Institute for Learning

To insure more accurate student information for articulation, an analysis of the Student Information System (SIS) database has been conducted jointly by the district’s Facilities Planning office, the Integration Reporting office, and the Management Information System (MIS) staff. A review of the student’s address, resident location (RESLOC), and Special Residence Code (SAP/SEC/SIT) was completed in early March. Any information that has been changed, added, or deleted since then is not included.

The attached information needs to be reviewed by staff and corrected. The data will be used for integration enrollment reports; facilities planning reports; enrollment forecasting; Magnet, VEEP, and Choice Wait Lists; and the electronic articulation process for each school. The corrections should be made in the AERIES database; the corrected information will then upload to SIS. Special resident code is ‘SEC/SAP’ and the resident location number is ‘Geo-Loc’ on the AERIES Supplemental screen.

The SIS articulation process reflects the board approved enrollment procedures. Students who are nonresident Choice, VEEP, and Magnet will be automatically articulated into the regular feeder when the student reaches the highest-grade level of the school they are attending. Students are NOT articulated in feeder pattern:

• when the feeder school is a total school magnet (student must apply through the magnet enrollment process),
• when students are enrolled via child care affidavit (does not include VEEP or Magnet),
• when students are attending an overflow site,
• when students do not live within the district boundary.

In these cases, the student will be returned to the geographical school of residence at the time that the student reaches the highest-grade level of the school attending (articulating elementary to middle, middle to high school).

The Student Information Systems (SIS) has been checking Special Residence Codes to make certain they are valid for your school. If an inappropriate Special Residence Code is assigned, you will see a message "Special Residence Code not valid for your school" on SIS enrollment screen or on your AERIES Upload report. The Help Desk can assist if you have questions about what codes are valid at your school. At total school magnets all students must have the magnet Special Residence Code.

The following is a list of attachments and instructions on how to make corrections. The first 3 attachments will be under separate cover and will be mailed to each individual school site.

1. Attachment 1, under separate cover, is a list of students with addresses that cannot be matched to a resident location code because the address is not valid. The last column of this attachment shows a reason code. If the code is 4 the error is an invalid street number; a 7 indicates an invalid street name. For correct street spelling information, please refer to the Facilities Allocation website at http://www.sandi.net/facplan. Then, click on the "School Boundaries" button and choose "Street Name Spellings." The address field has been expanded in Aeries so it is no longer necessary to Abbreviate addresses. Assistance is also given here on how to abbreviate long street names. A separate list of students who have addresses outside the district is included as Attachment 3.
2. Attachment 2, under separate cover, is a list of students with incorrect resident location codes. The appropriate code is provided to assist you in making the correction. If the student’s correct resident location code number indicates the student is a nonresident student, a Special Residence Code needs to be entered. If the corrected residence location changes the student to a resident student, the Special Residence Code is not necessary.
3. Attachment 3, under separate cover, is a listing of all students with addresses outside of the district. Interdistrict Attendance Permits are required for all students living outside the district and they must be renewed annually. The Special Residence Code should be one of the following: 4J (School Choice), VP7 (VEEP), MS7 or MP7 (Magnet).
1. Attachment 4 (attached) is a listing of Special Residence Codes and how to use them. Four new codes have been added for 2000-2001. The new codes are:

• CR Nonresident charter school students (i.e., Tubman and Museum schools).
• CH2 Choice students that have designated a priority into a school by indicating a specialized course.
• CG Student with a Caregiver Affidavit (an affidavit that allows a minor to reside with a non-parent (generally a relative) who is authorized to enroll the minor in school and consent to school related medical care). NOTE: A Caregiver Affidavit is not the same as a Child Care Affidavit.
• MSC Student with a Caregiver Affidavit at a total school magnet.
• MPC Student with a Caregiver Affidavit at a program within a school magnet.
• VPC Student with a Caregiver Affidavit at a VEEP school.
• BT Bilingual student transfer-neighborhood school does not offer a bilingual program.

If you have any questions about coding, please call Sandra Robles at 619-725-5654. If you have questions about addresses, please call Roy MacPhail at 619-725-7370.

Your prompt attention to these concerns is appreciated.

PT:SR
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Attachments (4) (Attachments 1, 2, and 3 under separate cover)
Distribution: Lists A, D, E, and F