Student Transcript System (STS)

Nonpublic User Training December 2019

Introduction

Dr. Barrett Adams – STS Coordinator for public and nonpublic LEAs

Barrett.Adams@la.gov or 225-342-2505 (email is best)

• Questions about timelines, data collection, STS and OTS problems

• Technical issues in STS

• Graduation/transcript problems

Lindsey Bush-Rhodes – Nonpublic Security Coordinator

Lindsey.Bush@la.gov or Nonpublicschools@la.gov

• Creation/Deletion of user accounts

• Unlocking accounts

Assigning & Establishing User Passwords

3For assistance, contact your local LEA Security Coordinator

• Users should reset their initial password using the self-service Password Reset System (PRS). This site can also be used to change or reset a password at any time.

• Users should use the Password Reset User Guide (located here) or their local LEA Security Coordinator when having difficulties with their password.

• Passwords must follow specific rules:• Minimum length: 8 characters• Must contain at least 3 of the 4 complexity categories as follows:

– Upper case characters (A-Z)– Lower case characters (a-z)– Numeric digits (0-9)– Non-alphanumeric characters (e.g., %, &, $)

• Cannot be the same as any of the previous 5 passwords• Cannot contain the user’s ID or parts of the user’s full name that exceeds

two consecutive characters

Basic STS Information

• STS can start with 8th grade students

• STS policies are based off of when a student enters 9th grade

• All Carnegie and Experience credit must be put into STS each year.

• STS works in Beginning School Session Year (BSSY) so 2019-20 would be 2019.

• STS is open from December to October – it normally closes October 1 which ends the year and reopens near December 1 to start the new BSSY.

• Graduation dates before September 1 belong to the previous BSSY so a student that graduates on 8/30/18 belongs to the 2019 BSSY

• You are allowed to work in the current BSSY, but permission must be given to reopen previous school year – please email me the Prior Collection Period Access Request Form found on LEADS when requesting a prior collection to be opened

STS – Basic Timeline

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Mid December – DOE opens STS for the current school year

Mid February – BOR/LOSFA does initial pull of data for number of students in each grade, mid year graduates, and seventh semester grades of seniors

Mid June – BOR/LOSFA does final check of graduates for college and TOPS decisions

End of September – DOE closes STS for previous year

Things to know about BOR/LOSFA

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They need a few key pieces from you to make sure the data is accurate:

• Stateid is the SSN

• The First and Last Name are accurate

• The birthday is accurate

• The parental consent box is marked as yes

• All categories are met for diploma/TOPS award

• The graduation date is error free

• There is an OTS window with a timestamped (S)

BOR/LOSFA starts pulling data in February and get an update on records that were modified each night. So if you make a change to a record, they should receive the update the next day.

LUG

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LUG is shared web portal that you can access to get information without username or password.

The System Support page is the main page that has a lot of information including the training library, webinars, benchmark calendars, and other useful tools.

https://leads13.doe.louisiana.gov/lug/SystemSupport/SystemSupport.htm

The STS page has links specifically for STS.

https://leads13.doe.louisiana.gov/lug/STS/STS.htm

LUG - System Support Page

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LUG – STS Page

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Minimum Computer System Requirements

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Minimum computer system requirements to access the LDOE Application Systems:

• Browser: LDOE Application Systems are optimized for Internet Explorer Version 9.0 or lower or later versions using Compatibility Mode

• Screen Resolution: The optimum screen setting is 1024 x 768 or higher

• To adjust your resolution, right-click on your desktop, click Properties, then Settings

• Adjust the slider to a screen resolution of 1024 x 678 or higher, and then click OK

• Software: WinZip (preferred), PKZip (permitted)

For assistance, refer to any LDOE Application System User Guide

Setting up Internet Explorer

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Users should check the following Internet Explorer (IE) options:

• Go to Tools >> Internet Options >> Security>> Custom Level.

• Make sure the “Allow script-initiated windows without size or position constraints” option is enabled

• Also, make sure the “Display mixed content” option is enabled

• Go to Tools >> Internet Options >>Privacy >> Pop-Up Blocker Settings

• Enter leads3.doe.louisiana.gov in the “Address of Web site to allow” field

• Go to Tools>>Pop Up Blocker Settings>>choose “Turn off Pop-up Blocker”

For assistance, refer to any LDOE Application System User Guide

Setting up Internet Explorer

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The browser should reload the page and begin displaying the page in compatibility view mode.

For IE versions 8 through 10, users must enable compatibility view by clicking the “Compatibility View” icon to the right of the address bar to access LDOE systems properly:

For assistance, refer to any LDOE Application System User Guide

Setting up Internet Explorer

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For IE version 11,

• Click the “Tools” button on the menu bar, and then select the “Compatibility View Settings” option

• Then, in the text box under “Add this website”, enter Louisiana.gov and click the “Add” button

• Finally, close the Compatibility View Settings dialog box and close IE 11. Restart IE

For assistance, refer to any LDOE Application System User Guide

Accessing LDOE LEADS

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• Authorized users also have the ability to access LDOE Application Systems directly through the LEADS Portal at https://leads3.doe.louisiana.gov/ptl/

• Authorized users must enter a User ID and Password on the LDOE login screen

For assistance, refer to any LDOE Application System User Guide.

Accessing LDOE LEADS

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All LDOE application systems for which a user is authorized to access will be displayed. After selecting the LDOE application system, the homepage for the system will be displayed.

LEADS Homepage

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Dropdown

box gives

access to

specific

area

panels

STS Panel through LEADS

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Using the

dropdown menu,

select Student

Transcripts to go

to the STS Panel.

How STS Data Are Used

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By Whom Purpose

High School StaffTo verify courses for determining whether or not students meets graduation requirements.

Colleges and UniversitiesBoard of Regents

College and university admissionScholarship eligibilityFAFSA CompletionParental Consent

LOSFA TOPS Awards eligibility

LDOE Cohort calculations

You can search for a student within your entire LEA by entering the student’s 10 digit Unique ID (State ID/LASID)

Student Transcript System (STS)Homepage

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1: On STS Home Page: Mouse Over “Student Data”

2: Click on “Site List”

Accessing the Site List Screen

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Select the school by Clicking on the Site Code

Information displayed for the school:• Count of Students• Count of Graduates• Certified Status

(Public Only)

Site List Screen

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To Add a New Student, select the Add New Student button

Student List Screen

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Student Data ScreenAdding A Student - Nonpublic Schools

Enter the 9-digit State ID and other Demographic data for the student in the appropriate fields.

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Deleting a Student – Student Data Screen

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Once you are in the student detail screen for the student you need to delete, from the Student Data tab, you can delete the student for that collection year once you select the option Edit Student Record.

Deleting a Student – Edit Student Record Screen

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The Delete All Student Records button is at the bottom. It will remove the Student 020 record, all Transcript 030 records, and all core calculations for the student in the collection year.

Deleting a Student – Pop Up Screen

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This pop up window is to verify you want to delete the student for the collection year. This is a safety precaution to make sure you know you are removing all records for this year.

To print a list of Students at the school with transcripts in STS: 1: Mouse over “Print & Export”2: Click on the desired format of PDF or EXCEL

Student List ScreenPrinting List of Students with Transcripts

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The Diploma and Awards column displays a link to the calculations for each student and a checkmark that appears when all categories are met.

Student List ScreenAward Types

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Graduation Pathways (TU and CA)

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For traditional diploma pathways for students with a grade 9 entry of 2014 and above there are two main paths:

• TU – TOPS University Path - requires 24 units

• CA - JUMP START TOPS TECH – requires 23 units and a Jump Start Pathway

Requires a career option code R01-T15 and at least 1 IBC to graduate

• L1 – JUMP START CARERR DIPLOMA (LAA1) – requires 23 units/experiences

Requires the student to have an IEP in SER indicating LAA1 status

For more information on the Graduation Pathways, click here: TU CA

* New list as of February 2019 make sure you are working from a current list.

Career Option Codes (Pathways)

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When a student is on certain diploma paths (C5, C6, CD, CA), they require a career option code in order to be calculated for graduation.

C5 and C6 uses A01-P04

CD uses CDV

CA uses R01-T10

Note: Any CA student with a blank or incorrect career option code will not be calculated for graduation.

Click on a State ID to see a Student’s Transcript records

Student List ScreenViewing Student Transcripts

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Click on a student’s record to see the Transcript Detail

Student Detail Screen with Transcript Records

A student ‘s record can be edited from the Student Detail Screen

Blank under “Award Usage” signifies the course was not used toward Core Progress

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Transcript Record Detail Screen

Transcript can be edited from Transcript Detail Screen by selecting Edit This Transcript

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Edit Transcript Screen

To update, modify the student’s information in the selected fields then select Update Transcript record button.

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Core Progress can be accessed from Student Detail Screen

1: Mouse over “Student Data”

2: Mouse over Student’s Name from dropdown--Popup will appear with list of Awards

3: Click on Core Progress you want to view

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Core Progress ScreenTU Example

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Core Progress ScreenTC Example

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Core Progress ScreenMouse Over Relative Grade Points

1: Mouse Over Relative Grade Points to see how they were calculated

2: Popup appears with Relative Grade Point Calculation

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Update Menu: Certify Graduate Transcripts and Student Reassignment

Update: 1: Certify Graduate Transcripts2: Student Reassignment

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Help Menu: Core Reference Tables and STS User Guide

Help: 1: View Core Reference Tables2: View STS User Guide

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Upload Screen

Beginning School Session Year: Select the school year being loaded: only years open for collection will be available

Validate Only: Nothing is added to or changed on STS: only to check if your data is error free

Delete all existing students: Should be rarely used. Only use this if you are sending a complete file with every student in your district. Do Not use with any partial file.

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View Upload Screen

Last 20 upload submissions will be displayed on the View Upload Screen

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Upload Error Highlighting

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STS – Parental Consent

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• Parental Consent is a checkbox in STS and does not require an upload.

• Students without consent are ineligible for TOPS.

• You can get this as early as possible (9th) and only need it once unless a parent opts out.

• The list of students without parent consent will be sent on your validation report.

8th Grade

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Only students in 8th grade can be in STS.

• Leave 9th grade entry blank (can not be a future year)

• 7th grade credits can be entered in the 8th grade record using the correct year

• Classes can be either graded or P/F, but can not be both

• EOC subjects the student must pass the EOC to earn the credit

• It is probably easier to enter students manually than to batch upload them at first

• The main reason for entering data on 8th grade is so they do not lose the credits in the transfer – the accountability points fall on the sending school not the receiving school

New STS Enhancements

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• New GPA calculations

• Letter Grade and Course Code determine quality points

• DE courses need DE sites on the course sponsor earned and course site earned

• No longer requiring Met GEE/EOC for nonpublics

• OTS rejection reason table

• Export Summary to Excel

• Core Progress Report with full PII for nonpublics

• Export 050 IBC Records to Excel

• Official and Unoffical Transcripts with PII for nonpublics

• Exporting transcript data in excel

New GPA Calculations

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Overall GPA – now is cumulative and unweighted so all courses except for P and E will be included in the overall gpa calculation

The BOR modified 5 point scale for the diploma path will now be a true 5 point scale. So if a course is identified by LOSFA as a 5 point course, the table below shows you how they will be treated.

Overall Diploma (TU or CA) TOPS (TC or TJ)

A 4.0 5.0 5.0

B 3.0 4.0 4.0

C 2.0 3.0 3.0

D 1.0 2.0 2.0

F 0.0 0.0 0.0

Changes in Transcripts

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When selecting the correct course code:

• please use the latest diploma pathway from Louisiana Believes

• the course that works in the Core Reference Table

• make sure the course code is the correct one

• Course Type indicator does not imply if a course is a 4 point or 5 point course

Reminder – If you offer a DE course, please put the 400 level sponsor and site code in the course sponsor and site earned (see next slide).

New Change – Starting in 2019, we will use the letter grade and course code to determine the quality points earned for each calculation. So, if you choose the regular course code for a class and the student earns a B, we will input a 3.0 for that student.

Changes in Transcripts

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Official Transcript History Box

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Any student with a graduation date, should have an Official Transcript History box.

For nonpublics:

• FAFSA and GEE should not apply to you this year.

• You should see the time stamp and (S) for each student meaning that are in OTS

• If you see an error in this box, please correct it.

New Reports

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At the student screen, the new reporting tools will be found in the Print & Export tab.

• Export Summary – replaces the Q06 – see video tutorial on how to use this report to full potential

• Core Progress Report – replaces the Q04 and now sorts by last name with full PII for nonpublics

• Extract from History – will allow you to pull historical information from a student from other nonpublic LEAs

• Print/Export Transcripts – Allows you to print the official and unofficial transcripts of all students as well as some other functions.

Core Progress Report

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The new Core Progress Report is divided by grade and award type. This will allow you get your report in less than a minute.

To see the 12th grade TC TOPS award report, you would select the See Report button on the right.

Core Progress Report

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The Core Progress Report for nonpublic schools will show the full PII for:

• Name

• ID (SSN)

• Birthday

Please have the counselor, teacher, parent, and/or student check that the information is correct and that parental consent is Y.

FAQ

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Questions Answers

My account is locked can you unlock me? Please email Lindsey.Bush@la.gov or

Nonpublicschools@la.gov as they are your security

coordinator.

I need to add a new account to my school, what do I

need to do?

Please send the Access Form (found on LUG) to

Lindsey.Bush@la.gov or Nonpublicschools@la.gov

as they are your security coordinator.

Can we use L1 for our students? Probably not, the L1 curriculum is for the severely

disabled population which nonpublics traditionally do

not serve.

What if a student/parent does not have or will not

provide an SSN to the school?

Please remind them that the SSN is required to

match students to colleges and TOPS. If they refuse,

you can make a fake SSN with a 99+7 unique digits.

What do I do if the SSN was incorrect in STS? You cannot edit the SSN in STS. You would have to

create a new student with the correct SSN, enter the

transcript information, and delete the incorrect SSN.

Where can I find this PowerPoint, the training videos,

and other material about STS?

https://leads13.doe.louisiana.gov/lug/STS/STS.htm

Contact Information

For questions regarding STS, please contact Barrett.Adams@la.gov

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