The Distribute Student Demographic Information Fields

desertcockatooData Management

Nov 20, 2013 (3 years and 6 months ago)

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Created by WRDC

Page
1

of
5

05/2007


The
D
istribute
S
tudent
D
emographic

I
nformation

F
ields


To
meet the requirements of the Family Educational Rights and Privacy Act (FERPA),

Skyward
added
the following enhancements
:


1.

Options were
added to the General # 1 tab to flag whether the student's
demographic
information should be distributed for Military/Higher Education Use, Public Use or Local
Use.


2.

O
ptions
have been added
to
Data Mining and
the Report Generator range screen to check
whether the report is for Military/Higher Education Use, Pu
blic Use or Local Use
.



The
explanation for each flag can be found
when clicking on the yellow ‘?’

on the Gen

1 tab







T
he Distribute Student Demographic Information flags will be used for Data Mining and the

Report Generator reports
located on the S
M
\
ST
\
RE
\
RG)

menu
. For these reports, districts will
need to decide how the student information will be distributed. For Family/Student Access, the
‘Public Use’ flag will be used when displaying non
-
family students.
*


The ‘Military/Higher Education Use’ f
lag is normally used to exclude student information from
being sent to military recruiters and institutions of higher education.
*
*


The ‘Public Use’ flag is normally used to exclude student information from being sent outside
the district such as newspaper
s and other media.


The ‘Local Use’ flag is normally used to exclude student information from within the district like
yearbook, photographs, sports information such as rosters and programs or articles where
student
s
’ directory information is identified.














Created by WRDC

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The
Public Use flag

*
There is an option in Family/Student Access to display a list of all of the student
s
in a student’s
homeroom.

It includes the student’s name, address, phone number, birthdate, and gender.

To
turn this feature on
go to:

EA+ / Product Setup / FA / ES /
highlight

and open the Entity /
Highlight and open ‘General Information’ /
Edit

H
omeroom
’ /

unc
heck ‘Disable Application’
for
Guardian Options and/or Student Options.



If a parent does not want their student to appear on

this list for Family Access users then set
‘Public Use’ flag to

No


on the Gen1 tab in WESPaC
. When a user outside this student’s family
views the Homeroom link in Family Access they would

not

see that studen
ts name in the list.
Instead a

message appea
rs
in
red

telling the parent (or student)

the number of student names not
being displayed
.



































Created by WRDC

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The
Military and Higher Education flag

**
Several school districts
have
questioned why this flag ha
s

both Military and Higher
Education
rather than have separate flags for each. Below are excerpts from the Department of Education
web site which addresses this issue. Additional information can be found at their web site:
http://www.ed.gov/policy/gen/guid/fpco/hottopics/ht
-
10
-
09
-
02a.html


October 9, 2002

Q. What are the recent changes made by Congress concerning military recruitment of hi
gh

school students?

A. Congress has passed two major pieces of legislation that generally require local education
agencies (LEAs) receiving as
sistance under the Elementary and Secondary Education Act of
1965 (ESEA)
1

to give military recruiters the same access to secondary school students as they
provide to postsecondary institutions or to prospective employers. LEAs are also generally
required t
o provide students’ names, addresses, and telephone listings to military recruiters,
when requested.



Q. What are the requirements of Section 9528 of ESEA?


A. Each LEA that receives funds under the ESEA must comply with a request by a military
recruiter

or an institution of higher education for secondary students’ names, addresses, and
telephone numbers, unless a parent has “opted out” of providing such information (See below
for additional information.)


Section 9528 also requires LEAs that receive fund
s under the ESEA to provide military
recruiters the same access to secondary school students as they generally provide to
postsecondary institutions or prospective employers. For example, if the school has a policy of
allowing postsecondary institutions o
r prospective employers to come on school property to
provide information to students about educational or professional opportunities, it must afford
the same access to military recruiters.


Q. If a parent ops out of the public, nonconsensual disclosure o
f directory information (or any
subset of such information), must the three data elements be released to military recruiters upon
their request?


A. If a parent opts out of providing directory information to third parties, the opt
-
out relating to
name, ad
dress, or telephone number applies to requests from military recruiters as well. For
example, if the opt
-
out states that telephone numbers will not be disclosed to the public, schools
may not disclose telephone numbers to military recruiters.








Created by WRDC

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Repor
ts Generator Reports

(Student Screen / Reports / Report Generator)

On the range screen if
the option

“Is This Report For Internal Use”
is c
hecked

(the d
efault
)
,
the
report wi
ll automatically include
students whose distributed flags
say

‘No

.










If t
he box is
uncheck
ed
,
the
following
options
:

“Is this Report For Military/Higher Education
Use”, “Is This Report For Public Use”, and “Is This Report
For
Local Use” are sensitized. If one
or more of these
options

are checked, then those students whose
flag

wa
s changed to ‘No’
,

w
ill
not show on the report.































Created by WRDC

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05/2007


Data Mining Reports

In Data Mining, these fields are
found under the Gen1 tab / Distribute Demographic Info
.





















When selecting one of the fields and if t
he option is set to ‘No’ then only those students with
‘No’ for this field will display on the report. However, if two or more fields are selected (ie:
“Military/Higher Ed Use” and “Public Use”) and the options for both are set to ‘No” then only
those stu
dents that are coded ‘No’ in
both fields

(Student Screen / Gen1 tab
)

will display on the
report. If students are coded ‘No’ for one
field
and ‘Yes’ for the other

on the Gen 1 tab
, they
will not display
at all
on the report.


All fields

are defaulted to ‘
Yes’

and cannot be removed from the Gen 1 tab
.
These
fields
can be
confusing to districts who use other means
(user
-
defined or student categories)
to keep track of
this type of information.
At this time there is no utility to mass change the Yes’s to No’
s so
district who use other means
should
ignore these flags and
continue using

their own fields when
running
their
reports
.