NERIC SchoolTool Team

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FAQ information is updated often to respond
to the evolving needs of our districts.

FAQ Archives

What's NEW! 

NOTE: ALL NERIC and Mindex trainings can now be found on the Trainings at a Glance page.

• New Instructor Type Code

• Student Enrollment: 8300 Compulsory Age Student, not attending, no documentation.

• Regents Next Generation Learning Standards (NGLS) Algebra I Course and Examination guidance. 

Question: How do I report the new instructor type code?

ANSWER:  In Scheduling > Master Schedule > Editor, please select the Faculty History Icon (clock) to update the Instructor Type Code.

This template (Course Instructor Assignment) requires a start date identifying the date when the teacher became the "Teacher of Record" for the course and exited the course permanently.

Substitute teachers:

Report substitute teachers if they are estimated to work more than 40 continuous days in the school with "SUBSTITUTE" in the Instructor Type Code. These individuals would be serving as teacher of record for a course/section until a permanent teacher returns or is hired

College Instructors:

If a college instructor is teaching a course and students are receiving credit, a district, charter school, or BOCES teacher or administrator should be reported as the teacher of record and "COLLEGE" should be reported for the Instructor Type Code. (i.e. dual credit)

Teachers who are identified as a primary instructor for a course/section and are reported with either of these codes will be excluded from the annual course-certification match process.

Question: How is a student enrolled with an "8300 Compulsory Age Student, not attending, no documentation" enrollment type and an unknown grade level?

ANSWER:  If the enrollment type does not exist in your drop-down menu, please call the SchoolTool team for assistance creating a new enrollment in Maintenance > Census > Enrollment Type.

Exit the student's current enrollment and use "400: Compulsory age student, stopped attending" as the Exit Reason. Then add a new enrollment with the 8300-enrollment type, use the district level provider with "Is Placed" enabled.  The student's grade level will remain the same for the remainder of the current school year.

If the student is still compulsory age (16 or younger) in the next school year, enroll them in the new school year using the 8300 Enrollment type, use the district level provider with "Is Placed" enabled, and "Unknown" as the grade level.

Question: Are Regents Next Generation Learning Standards (NGLS) Algebra I Course and Examination in SchoolTool?

ANSWER: Yes. NERIC recommends you take the following steps now to ensure reporting is correct for this and future years:

1. Run the Custom Export “RIC - Algebra I Course with 02052CC” to see what courses currently have the 02052CC course code.

• Save the results of this export (or note the ID/Name of the courses) for reference in steps 2 and 4 below.

2. For each 02052CC course in the export, we suggest you make the following changes in the course catalog. 

• Change the state course code to “02050 - Algebra I”

• Add the new “Regents Algebra I” State Assessment, (First administration in June 2024)

• Remove the “Regents Common Core Examination in Algebra I” from the course (Last administered Jan 2024)

  • Any January Algebra I Common Core Regent scores can be added manually to the student record.

3.  Create new courses (with unique local course codes) for the 24-25 school year and future years. 

• Algebra I NGLS (02050) (with Regents Algebra I State Assessment)

• Geometry NGLS (Mindex will add new state code and assessment in the 24-25 school year)

• Earth & Space Sciences to be optionally used in 24-25 (Mindex will add new state code and assessment in the 24-25 school year) 

• Life Science: Biology to be optionally used in 24-25 (Mindex will add new state code and assessment in the 24-25 school year) 

4. After September 2024: Since the state course code mapping in SchoolTool is not year-specific, we suggest you change this year's Algebra I courses back to 02052CC once reporting 23-24 data freezes.  

   • • Refer to export or notes taken in step 1.

NYSED MEMO "Implementation Schedule for New Regents Examinations in Mathematics, Science, and English Language Arts" https://www.nysed.gov/sites/default/files/programs/state-assessment/memo-implementation-schedule-new-regents-exams.pdf

End of Year Pre-School Transitions:

• • The NERIC Data Warehouse Team created a fantastic presentation on the End of Year Pre-School Transitions and the CPSE scenarios that may impact your district for reporting purposes.  If you missed this presentation please use the link below to watch the recorded session:  

DW End of Year Pre-School Transitions (video)

• • A copy of the PowerPoint presentation can be accessed here: 

Pre-School Transition PowerPoint   

Question: Where do we add information for the Partner Project Program Fact DW export?

ANSWER: Partner Project Program Fact information is added the in the same place the P-Tech and Smart Scholars were entered previously. On a student record - Census > Student Tab > choose Other in the Enrollment dropdown menu. Records started in a previous school year must be ended (use no later than 6/30/2022 as an end date). Start a new record or edit a record that was started this school year and add the following information as required.

• Select the Program (4026, 4037 or 4047)

• Enter Start Date

• Provider

• Project ID

• Program Duration – P-TECH Program Service records only

• Project Start Date

• Program Selection Criteria 1

• Other Program Service information is optional for program service record setup

• The Smart Scholar/Smart Transfer questions are the same as the P-TECH except there is no Program Duration question.

The Partner Project Program Fact records can be added in Batch in Census > Batch Program Services > Batch Add Program Service > Other.  Complete the entry by adding all the same information as you did for an individually added record.  

Question: How do I report the student’s County of Residence?

ANSWER: The County of Residence will export depending on the Primary Parent’s district of residence.  Your district of residence in SchoolTool has a default County of Residence. To determine your default County of Residence, go to Maintenance > District > District Options.  The County of Residence will be other than the default if the student’s primary parent is from another district.

Question: How do we enter Science Investigations?

ANSWER: User-Defined Assessments - Mindex has provided the ability for you to enter Science Investigations User Defined Assessment screens for entry by teachers or staff.  

Please select HERE to view a how-to document.

Mindex video on the NYS Science Investigations (Entry of scores for teachers starts at 2:12 - 5:08) HERE  password = Science (w/ capital S)

Question: Where do I enter the Post-Grad Plan for exiting PTECH and Smart Scholar students?

ANSWER: Individually in the student record by searching the student in Counseling > Notes Tab – select Post Graduate Plan or Batch Add in Counseling > Batch Post Grad Plan.  Only students with one of the Program Service records for P-TECH or Smart Scholars will export to DW.

DROP/WITHDRAW/SWITCH - what is the difference when I change a student schedule?

Drop:

When a course is dropped, the course is removed from the student schedule. The course information (all progress report and marking period grades) will remain on the Counseling > Grades tab (Show Dropped Classes checkbox at bottom). The course will not appear on report cards after the marking period in which it was dropped. Nor will it be seen on permanent records or transcripts. A Drop is intended to suppress a course as though it did not happen.

Withdraw:

A withdraw is typically chosen when a student is unable to continue the course or finished early, but should get credit for any accomplishments to date. You can withdraw a student from a course at any time. If the course is withdrawn after a marking period ends, any submitted marking period grades will remain and continue to print on the report card. The marking period during which the student was withdrawn may not show a grade, but may instead display a district-designated withdraw code (e.g. W ABS (withdraw–absent), WP (withdraw pass), WF (withdraw fail), etc.).

Switch:

Use a switch when a student is moving from one section of a course to another section of the SAME course. A switch can only be used when changing sections in the same course. For example, if a student is scheduled in section 1, period 1 of a course and needs to be moved to section 2, period 2 you would use a switch. When switching from one section of a course to another section, all grades (marking period and progress report) from the original section will switch to the new section. The switch creates a seamless continuation of the grades without gaps. Students switched to a new section that is taught by the same teacher can have their grade book assignments imported into the new section as well. Once the switch is made, history of the original section remains and can be seen in Counseling > Course History.

Where do I find settings for reports like Transcripts, Report Cards, and Mailing Labels?

To verify report settings, go to Maintenance > Application > Report Format.

How do I manage Special Appeals?

Following NYS guidelines, there is a new Special Appeal process for students who passed a Regents course and scored between a 50 - 64 on the Regents Exam. SchoolTool has created a best practice workflow for districts to assist with entering this information for students whose Special Appeal has been approved. Use an Assessment Note to show a Special Appeal (SA) on the student's transcript while still reporting the actual numeric Regents score to NYS.

Managing Special Appeals in SchoolTool

Questions on reporting requirements should be directed to the NERIC Data Warehouse team at 518-862-5409 or dwhelp@neric.org 

Question: How do I populate new NYS Digital Access Survey records?

ANSWER - See below for two options to create new User Defined Screen records on students for the NYS Digital Access Survey.

Option 1) HOME > BATCH USER DEFINED: Use the following link to download the How To document: Creating Annual Digital Resource Records

Option 2) IMPORT A FILE: Select the “Digital Resource Downloads” link available from the Document Library. Follow the directions in the "DigResource_ImportToSchoolTool_Template" to create a file and import to SchoolTool for all students.

    NOTE: Digital Resource surveys are due January 26, 2024 for the 2023-2024 school year. Related: NYSED Reporting Timeline

Question: How can I populate missing NYS Digital Access Survey records?

ANSWER - We recommend using the Level 0 'Missing Surveys' report to determine which students lack a reported survey for the current school year.  To obtain this report, contact the NERIC Data Warehouse team at 518-862-5409 or dwhelp@neric.org 

Option 1) HOME > BATCH USER DEFINED: Export the Level 0 Missing Surveys student list and create a notepad file with just the student IDs listed (exactly as they are entered in SchoolTool).  In SchoolTool, select Home > Batch User Defined and Batch Add survey records using the “From File” advanced search criteria. NOTE that you may need to add the District or Enrollment History criteria to ensure all students are found. 

• For information about the "From file" criteria, search the Help ? from the SchoolTool Census > Search screen.

• For help exporting your IDs, contact the NERIC Data Warehouse team.

• For help with Batching or Importing, please contact the NERIC SchoolTool team.

Option 2) IMPORT A FILE: Use the Level 0 Missing Surveys report and select the “Digital Resource Downloads” link available from the Document Library. Follow the directions in the "DigResource_ImportToSchoolTool_Template" to create a file and import to SchoolTool for only those students.

Question: How do I see what records are completed for this School Year’s NYS Digital Access Survey?  
ANSWER – NERIC has created a custom export called Digital Access Checklist. The filters may need to be adjusted to pull this school year's data.

• To add this as a favorite go to Home > My Reports and select the EXPORTS [tab]. 

• Select the radio button for ALL REPORTS. 

• You will see the list of exports that you have permission to view. 

• Go to “Digital Access Checklist” on the right-hand side and click the check favorite box. 

• Now hit the SAVE icon. 

• You have now created a favorite and can quickly view this report anytime.

Question: What date do I use for the End Date of the NYS Digital Access Survey?

ANSWER - When importing or using the Batch User Defined, leave the End Date field empty (aka 'Current') until the end of the School Year if possible.  Otherwise, use the date you entered the record on the student, or a date in the past during the current school year.

When the export is run, it will use the most recent NYS Digital Access Survey record for each student. Note that UDS records will only be included in the export if they have an End Date or if at least one question has been answered (even if the record does not have an end date). In cases where students have multiple UDS, the record with the most recent end date will be used.

This quick (3 minute) video demonstrates how to use Home > Batch User Defined to input the End Date: How to END Digital Resource Survey Records 

When the “Show in Mobile App” checkbox is enabled (recommended), the End Date is automatically updated depending on how it was submitted

• Submitted from a Student Record: The End Date will be disabled when adding or editing on a person record. The End Date will be pre-populated with the Current Date.

• Submitted from the Mobile App: Users will not see the End Date field, but it will automatically be filled in behind the scenes using the date the UDS was submitted.

• Submitted from the Online Pre-Registration Sessions: The End Date will be automatically filled in with the date the Online Pre-Registration session was accepted into SchoolTool using the Census > Receive Student Data sub-module.

Questions on reporting requirements should be directed to the NERIC Data Warehouse team at 518-862-5409 or dwhelp@neric.org

Question: A user is having trouble logging in.  What should I check?

• If using Google/MS, verify they are clicking the button first (not typing in the username/password boxes).

• Is the user entering the full email/user name, exactly as shown in SchoolTool on their Faculty > Accounts tab? 

• Is their email spelled correctly?

• Has the user tried clearing and restarting their browser? How to Clear Your Browser docs can be downloaded from our Document Library  page. Chrome, Firefox and Edge docs are available.

• If the user is a parent, they should type their home email and password into the boxes rather than clicking the Google/MS button. 

• If the user is a parent, they must be assigned to the SMS Parent group on their accounts tab. 

• Check with your Tech department to confirm new user setup has been completed.

Google Classroom Integration Guides:

Mindex - How-To Guide Syncing Google Classroom

NERIC Teacher Guide on Roster Sync and Assignment Import (NEW Grade book)

Google Sign-In and Google Classroom Recorded Webinar:

https://youtu.be/1UXTFDYAX5o

Google Classroom Integration Troubleshooting

• *NEW* - If you cannot see the G icon, please verify with your district database Admin that the district has a paid Google Workspace for Education Plus License. 

• Students must have an email in SchoolTool that is part of the district's G Suite for Education domain. 

• Distance Learning students who may have a different school email in SchoolTool will not sync.

• If a teacher received the following Error message after clicking the Roster Sync icon: “Error processing request: An item with the same key has already been added”

• Not all students have GSuite email addresses, so need to enter the missing emails

• Only Assignments and Quiz Assignments in Google Classroom can be imported to SchoolTool. NOT Questions or any other “Classwork” in Google Classroom.

• Assignment Scores must be "Returned" in Google Classroom before they can be imported into SchoolTool.

• Currently, there are two methods to copy an assignment from one Google Classroom to another: "Reuse assignment" and "Add Assignment to additional classrooms".  For the purposes of importing assignments to SchoolTool, we recommend using the "Add assignment to additional classrooms" method.

  • If using the "Reuse assignment" method and the assignment has already been imported into one SchoolTool grade book, then it cannot be imported to any other SchoolTool grade books.

  • If SchoolTool Google Classroom features were functional before, but now all users receive an error (e.g. "configuration error" or similar) when trying to use roster sync or assignment import, it is recommended to review the G-Suite service account created during the implementation of the SchoolTool Google Classroom feature. The Service Account must be both active and designated as Super Admin for SchoolTool Google Classroom features to function correctly.

In the Grade Book, when I click the G icon, there is nothing to select (it is grayed out and blank). What do I do?

Either the SchoolTool Roster has not been linked to Google, in which case Sync the Roster, then import the grades 

OR the SchoolTool Roster is linked to a Google Classroom that is archived. In this case, unlink the roster then sync to the correct Google Classroom. Classes cannot be synced to courses that are archived.

Google Classroom Known Issues/Bugs

Bug 149149:  Google Classroom assignments with Video Attachments will not import assignment grades

Workaround: Remove video prior to importing assignments

Bug 149685:  Apostrophe in student's SchoolTool Email does not allow the Roster Sync to add the student to the Google Classroom

Workaround: Remove the apostrophe from the student email

FAQ Archive Link