Extended School Services (ESS)

Common Questions and Answers for School ESS Coordinators

1. For which students do I need to enter ESS data?

Regardless of an ESS program's funding source, any student who is served through an ESS program must have his/her data entered into Infinite Campus.  The purpose of the ESS Service Record is to make sure this data is collected and available for data entry, which is usually done by the School ESS Coordinator.

2. Where do I enter the ESS data?

School ESS Coordinators need appropriate access rights in Infinite Campus.  If they don't have them, contact the District ESS Coordinator.

• IC Old Look > Index > Student Information > PLP > General > Search Student > Intervention Tab

• IC New Look > Search for and select a student > Main Menu > Student Information > PLP > SE/Intervention

3. How do I check for errors in my ESS data?

You should start by running a report in IC.

• IC Old Look > Index > KY State Reporting > KDE Reports > PLP Intervention Data

• IC New Look >  Main Menu > Reporting > KDE Reports > PLP Intervention Data
  Start Date: 07/01/2024
  End Date: Today's date
  Grade: All
  Intervention Type: ESS
  Content Area: All
  File Type: XLS

• You can look through the report yourself for missing data, or you can copy/paste the data into the district's   ESS Error Finder   and it should highlight any likely errors for you.  Be sure to follow the instruction in the tool itself... And "Paste values only" when you move your data to the tool.

4. How often do I create a "New Status" in IC?

You should only create a new status if the school year changes, or if the content area is different, or if the intervention program is different.  You DO NOT create a new status if you just want to update the Total Hours Served.

5. What if an ESS tutor addresses multiple subjects in one tutoring session?

When you're working on ESS data for the normal school year, remember that each subject needs a separate ESS entry.  Occasionally, ESS tutors will put "reading and math" at the top of an ESS form, and this can create problems if you don't know how much time was spent in each subject.  Ideally, the tutor will spell this out for you; realistically, you may have to use your best judgment.  So if a student was at after-school tutoring for 90 minutes, and the top of the ESS Service Record reads "Reading and Math," you'll need to split those 90 minutes into two separate ESS entries: 45reading/45math, or 30reading/60math, or etc.

6. What if an ESS student transfers to another school mid-year.  What "results" do I select?

This depends on the circumstance...  

• "Continuing in Intervention" - Choose this option if the student was identified and assigned to specific ESS interventions based on benchmark data or other progress monitoring data.  This applies to Daytime ESS (DTW) students and/or Tier II or III ESS intervention students.

• "Successfully exited intervention" - Choose this option if a student only participated in the ESS program voluntarily. (e.g. A high school student who stays after school for tutoring in a specific subject, to keep from falling behind.)

7. Does KDE have any specific guidance on data entry?

Yes: KDE Guidance for ESS Fields