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SIS vendors supporting choice schools must have the following reports and functionality in their SIS
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to assist auditors that perform the September and January Enrollment
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Audits:
(For additional details, visit the Private School Choice Programs-September Enrollment Audit page).
1. User and Role Access Report:
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SIS should provide details of the function and data security privileges granted to specified users or roles. The report must identify each user and their role, and include who has administrator rights. The individual with administrator rights is the only individual who should be able to add new authorized users.
All teachers and staff must have a separate username and password.
The teachers cannot have access to add pupil names.
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2. Official Attendance Records:
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SIS should provide a listing of all kindergarten through grade 12 pupils enrolled in the school by grade level that identifies the attendance for each pupil. The official attendance records should have the attendance for every day of the school year. As part of the September and January Enrollment Audits, the school will need to provide the official attendance records for the count date (
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3rd Friday in September and
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2nd Friday in January) or any day before and after the count date. The official attendance records must have an identifier of who is a Choice student or the school must have a separate Choice Identifier Report. See below for information on the Choice Identifier Report requirements.
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3. Choice Identifier Report:
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If the official attendance records do not include the Choice identifier, the school must have a Choice Identifier Report from the SIS. The Choice Identifier Report should provide a list of pupil names and their Choice program participant indicator on the count date (
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3rd Friday in September and
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2nd Friday in January)
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.
SIS
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must track changes to the Choice
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Program Participant indicator for students who are choice participants for only part of the year (the choice identifier should not be year-specific).
SIS
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must have the ability to track changes to the choice identifier locally in the SIS, but only send the
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most recent Choice Program Participant indicator to WISEdata Portal.
For more details, see the studentSchoolAssociation use cases: 4.0, 5.0, and 6.0.
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4. SNSP Identifier Report (optional):
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SIS should provide a list
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of pupil names, and their Special Needs Scholarship Program (SNSP) identifier if available in the SIS.
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5. Original Classroom Records:
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The school must have classroom grade books or other records maintained by teachers identifying daily attendance or absences, grades, or other indications of instruction such as progress reports. Some schools may want a report from the SIS that is an original classroom record. The original classroom record must be a different report than the official attendance records.
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6. SIS Data Changes Report: SIS should provide a list of changes made to SIS data. This list of changes should include the change made (including the student identifier such as the student name, id, etc., if applicable) and the SIS user that made the change. This list of changes should include changes to the attendance data. SIS vendors may choose to provide separate reports to show changes in student data and in attendance data.
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7. Backup and Recovery:
SIS
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users must demonstrate their ability to backup and restore the school’s final data.
all student records and attendance must be retained for 6 years
3 years
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(the current year and the last 2 years
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) must be accessible for editing through the SIS.
SIS
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must perform secure automated backups (at least monthly) and easy restore options for their schools.
SIS
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users must demonstrate their ability to perform a manual backup and to restore the
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manual and/or automated backups. That test should be documented, even if it is just a screenshot showing the data restored.
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