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iEstudiante!
FAQ
(Frequently Asked Questions)
and Knowledgebase articles. |
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Having
trouble finding Help?
Estudiante has
extensive help available within the application. This
link will give instructions for finding help.
Search Estudiante
for Topics |
At beginning of a new
school year these Help documents will be
useful:
-Membership
-Course Setup
-SAIS
FY 2008-2009 (FY2009) Changes
Help by Sections(click to
view):
-Maintenance-Setup
-Needs
-Membership
-Absence and Attendance
-Course Setup
-FAQ
-SAIS Links |
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 If you are wanting to
view just a select part of your school data that is not
covered by the standard Estudiante reports, but you are not
expert enough to create your own report, then the Ad Hoc
Report Wizard is for you.Or maybe you want to
customize mailing labels, again try the Ad Hoc Report
Wizard. |
SAIS
Links:
SAIS FY 2007-2008 (FY2008) Changes Each year ADE makes changes to SAIS
submission requirments.
Year End 2008 Integrity Recommendations Ensuring
SAIS data are complete and free of Integrity errors.
SAIS Home Page This
is a good starting point for all your SAIS information.
SAIS
Bulletin Board The purpose of this web site is for
communicating messages to the schools and districts in a
timely fashion. This web site is used for tracking SAIS
announcements, schedules, system status and all information
that schools must know in timely fashion.
Considerations for Establishing a Routine for Managing Data in
SAIS Help with debugging submission problems.
SAIS Transaction Requirements These are the official
definition of the transactions. The Overview is readable
and helpful.
Inside SAIS Newsletters These newsletters are no longer published by ADE
but contain some interesting information on SAIS
issues.
Basics SAIS
Transactions This article provides an understandable
overview of the SAIS transactions. This is a "must read"
for anyone working with SAIS submissions. Subjects
covered: Enrollment, WithDrawal, ReAdmit, YE Status, Summer
WithDrawal, Absence and Attendance.
SAIS
Information Series
There are 15+ articles in this series that will
aid you in your understanding of SAIS.
Understanding ADM Reports In the words of ADE "This
presentation is intended to offer LEA personnel a better
understanding of the ADMS reports and how they interrelate.
The objective is to help pinpoint the sources for errors in
the reports. Along with written explanations, flowcharts are
available to show the logic behind the reports."
SPED Data
Reporting -Reporting
Data for Special Education Students to SAIS. In Estudiante use
SPED Service Transaction in the Needs section of the main
menu.
Reporting ELL Data
- Reporting data for English Language Learners to SAIS.
In Estudiante see Language Participation Service Transaction
in the Needs section of the main menu.
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Frequently
Asked Questions: |
Q: How do I enroll students for a new
year?
Answer |
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What is the procedure for installing Estudiante Updates? |
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When should I submit Summer Withdrawals? |
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How
to setup multiple locations with single CTDS no? |
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What is new with track numbers for FY 2004? |
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I am getting error
msg "...SAIS TrackNo is null". What to do? |
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How
do I get the latest version of Estudiante? |
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What
must I do to for the end of the school year? |
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Why doesn't "Progress Report with Absence" work for HS
students? |
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Can I use commas in text data that is submitted to SAIS? |
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Q:
Are there any
instructions for using BulletProof FTP and where can I
obtain them?
Answer |
Q:
The maintenance area
Initial Period setting option is no longer available
on the SAIS website. What are the schools to do
for the Arizona students that did not get their SAIS
ID's entered during fiscal year 2002?
Answer |
Q: I received the
following error message from SAIS:
"Wrong number of fields." What does this
mean?
Answer
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Q: Do I have to set up new
classes or can I use last year's classes?
Answer |
Q: How do I set up a new
school year's classes?
Answer |
Q: Can I resubmit a transaction to
SAIS?
Answer |
Q: How can I determine what caused an
error?
Answer |
Q: I had a student rejected and the
only thing different about the student is that I used
a comma in his name. Can I include commas in
names? For example, "Smith, John".
Answer |
Q: I get a syntax error when entering grades, what
is wrong?
Q: Are there restrictions on the characters I can
use in Name and in Class Names?
Answer
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Q: When should I submit Summer Withdrawal
transaction? A: At the beginning of each school
year. See details
SummerWD
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Q: What
is new for track numbers for FY 2004?
A: Starting in FY 2004 ADE is limiting the calendar track
number to a maximum value of 4. Prior to version
5675 Estudiante was using CalendarID as the TrackNo submitted
to SAIS. Since there can be more than 4 calendars in
Estudiante this would no longer work. Starting with
version 5675 you must enter the SAIS TrackNo when you define
CALENDARS for Estudiante. As the name implies you enter the
track number that you chose when you defined your school
calendar on ADE/SAIS. When defining your Estudiante
tracks you will select a CalendarID which will imply the
trackno to be sent to SAIS.
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Q:
I am getting error
msg "...SAIS TrackNo is null". What to do?
A: Starting with Version 5675 (6-19-2003) you must enter the
SAIS TrackNo on the define track area of "User Defined" menu. |
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Q:
The maintenance area
Initial Period setting option is no longer available
on the SAIS website. What are the schools to do
for the Arizona students that did not get their SAIS
ID's entered during fiscal year 2002?
A: The Initial Load period is set
by ADE to 9/30/2002 (for fiscal year 2003) for
everyone, no changes are allowed. If dates
are needed after that, you would have to go through
the Support Center and School Finance will have to
approve the need first, before the dates are moved
out (from our side).
The Initial Load period will
eventually be phased out, probably after this fiscal
year (2003).
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Q:
Do I have to
set up new classes or can I use last year's
classes?
Originally, you would just delete or
change previous year's classes for a new year by
changing the date and doing a new roster. At the
request of some of the schools Estudiante has been
changed so that you enter new courses each year and
leave the previous year's classes in the database for
history.
Also see this
Knowledge Base Article
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Q:
How do I set up a new school year's classes? Under Main Menu/User Definitions
add new year information for the following items:
- Setup the Calendar and
School Days. You must have previously setup your
calendar for SAIS through the ADE Common Logon
and have the ADE TrackNo match the calendarID's
used in Estudiante.
- Define the Tracks for
the new year.
- Set the Term Dates. Add
a short description that reflects the year and
term. It needs to be both informative and short
as it appears on several forms and reports.
- Enter data on any new
instructors. Do not delete old instructors. I
will be adding an "inactive" flag to hide
instructors who are no longer at your school.
- Make sure categories
have not changed. These requirements will be
used by Courses and printed on transcripts.
- Add any new Class Names
if you are adding new classes for the new year.
Do not delete any of the old class names. You
can change these names, but the new name will
appear on all reports and forms.
- Check the remaining
User Definitions to verify that they reflect the
correct information.
Under Main Menu/Courses you will define the new
courses for the new year. After that you will add
students to the rosters.
- Under Course
Description you will add all courses you will be
offering for the coming term. Do not delete or
change any previous courses as these contain
your historical information. It is important to
select the correct term for the new year as you
have defined above. The class name will come
from the list you defined above.
- There are 2 ways to add
students to the roster of the defined courses
- Class Rosters options
will allow you to select the course and then add
the names of the students. There is a "Status"
filter at the top of the form that will allow
you to define "Current", "Withdrawn" or "Both"
to show in the roster. This filter also in
determines the students that are available for
selection in the drop down.
- Student Schedule
options allows you to select a student and then
select the courses to enroll the student in.
Note the count of the student already enrolled
in the class.
Also see this
Knowledge
Base Article
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Q:
Can I
resubmit a transaction to SAIS?
A:
There are times when a valid transaction is rejected
by SAIS and can be resubmitted with no change to the
transaction record. One example is when an incorrect
file sequence number is used and all of
the transactions are not processed because the
file was rejected.
Also see this
Knowledge Base Article
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Q:
How
can I determine what caused an error?
A:
If the transaction is rejected by SAIS with the
message "wrong number of fields" is to
determine which field caused the error
(a comma is located in the field) and go to the form
that will allow you to fix the error:
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Correct the data, for example, in the name
field, by going to the Student Information form
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- Go to
Membership Edit for the student
- In the
lower window (the list of transactions) find the
transaction that was rejected. If you have
run SAIS Support step 3 the reason for
rejections will show in the "ADE Response"
textbox. You can click on "View Tran
Status" to get the details of why the
transaction was rejected.
- Click
on "Format for SAIS". You will be warned
that the transaction has already been formatted
and do you want to re-format. Answer Yes.
This will create a new transaction to be sent to
SAIS using the "corrected information" in the
students record.
I hate to recommend technical reading, but
this one gives a good overview of how you must
interact with SAIS: SAIS Student Database
Transaction Requirements - Transaction Overview.
Version 2.0 Last updated June 24, 2002.
You can download from the ADE SAIS web site.
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Q:
Commas in
names or SAIS error message "Wrong number of
fields."
The problem with the record is your use of commas in
the name. ADE/SAIS has a problem handling commas.
Until this is resolved by them, you will not be able
to include commas in names or any other text fields.
The record is for this student is:
Last name="Smith" First name="John, Jr."
Go to this student's information and remove the comma
from the name. Go to membership and reformat the
enrollment transaction. Click on Make File and resend
this student.
You will need to resend the other students in this Seq
#, but do not send Mr. Smith again. Look at the KB
paper "How to
Resubmit files...." on how to do this. Remember to
skip Mr. Steven's record, i.e. select all records
except the one you have corrected.
If the last successful file was Seq#39, so you will
need to use #40 next.
ADE has does not consider this to be a problem and
they don't intend to fix it, it is not an
iEstudiante! problem. |
Q:
Are there any instructions for using BulletProof
FTP and where can I obtain them?
A:
You may download a set of instructions contained in a
Zip file by clicking here. When prompted for the location to
save the file, save it in
C:\Estudiante\Documents\ or "\\Server\Estudiante\Workstation\Estudiante\Documents\".
If you don't have WinZip or another program that
handles "zip" files, click on
www.winzip.com and download an
evaluation copy. |
Q:
I
get a syntax error when entering grades, what is
wrong?
Q: Are there restrictions on the characters I can use
in Name and in Class Names?
A. The problem is with
using the single quote (') in the class name, e.g.
History 1800's. You need to remove all single
quotes (') and double quotes (") from the
class names. These characters have special
meaning to the database server at ADE/SAIS.
Another oddity is the
use of comma's in names in the student information
(or any other field, for that matter)... e.g. John,
Jr., ADE/SAIS will reject this.
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The "with Absence" option on the progress report is
intended for elementary students and those high school
students who are being tracked using "absence". Normally high
schools students are tracked using "attendance" and not
"absence". The "Progress/Grade Report w/Absence" reports
only the absences that you have entered for that student... if
the data is not there, this report option is not
appropriate.
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No, you must avoid using commas in any text you submit to
SAIS as the ADE SAIS applications does not allow commas.
Commas in text fields will result in the transaction and
the file being rejected by SAIS with the error message "Wrong
number of fields... "
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Beginning with FY 2004 Estudiante updates will be available
on the Charterdata.com FTP web site. Estudiante users
will be notified of changes as they are made. Your
school can chose to install the updates at your convenience. The reason for this approach is that there have been many
changes that are either minor or are done at the request of a
particular school and are not considered critical. This
strategy allows schools to schedule their update at times when
they are less busy.
Updating will require a Registration Key which will be
provided by Charter Data.
For more more instructions see the article
Estudiante Updates
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Submit a "Year End Status Transaction" to
SAIS. On the "Student Information" menu double click on
"Year End Status Transaction". Fill-in the
first date of the current membership (the dropdown will
automatically look this up for you). Select the
year end status from the dropdown. Typically this will be P
for promoted or R for Retained... the acceptable options are
included in the dropdown. From the form header
click on "Add New Transaction" Click on "Format
SAIS" in the transaction section of the form. Continue
as with normal SAIS submissions.
All see
Year End Status submit
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