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SIS 2000+ Address/School Mapping

The Address/School Mapping procedure is a simple linking of three data elements: geo code, grade level, and school site. The linking of these elements is necessary for the implementation of enrollment validation in the Student Editor.

Enrollment validation

A "valid" enrollment requires that a student be enrolled at their predetermined "School of Residence". This predetermination is made by first creating geo codes to represent geographical areas within the district. Then, when new Household addresses are entered into the database during the enrollment of students via the Student Editor, the geo codes are assigned to those addresses in the 'Address Entry' dialog or, if address validation is used, the geo codes are pre-assigned to valid address ranges in the Address Validation Table Editor and thus automatically linked to valid addresses as they are entered.

The next step takes place in the Address/School Mapping application. In this mapping procedure, school sites are linked to geo codes and grade levels so that the School of Residence is defined for a student of a specific grade level living in a specific geo code area.

Enrollment validation is activated, according to district policy, by setting two preferences in either the Address Validation Table Editor program or the Preference Editor program before enrollment begins.

When the Validate enrollment preference is set to "On", enrollment is validated at the moment the address is saved in the enrollment procedure. The geo code of the student's address is compared with the student's grade level. If both values are mapped to the target school site (logged on site) then the enrollment is considered valid. If there is an error, a warning message appears.

Prerequisites:

• The Address Validation Table Editor application must be installed in the SIS 2000+ shell and the Use households and Enrollment validation preferences set to "On". See Address Validation Table Editor, Step 2, "Set Preferences".
• All school sites in the district must be defined in the School Editor application.
• Define geo codes that will be used for the district in the geocodes table using the Table Editor (Fig. 1). With the exception of the Geocode field itself, the other fields, for storing various types of geographical reference data for the code, are optional.


Fig. 1


• Geocode -

User-defined code.
• Tigerid -

Name of corresponding "Tiger" file (Transportation Dept. file type)
• Zipplus4 -

Corresponding full Zip Code (no hyphen)
• Latdegree -

Latitude
• Longdegree -

Longitude
• Mapcoord -

Map coordinates
• Descript -

User-defined description of the geographical area within the district.

• Verify that all Household addresses have the correct geo codes assigned: If the Validate household addresses preference is set to "On" then correct geo codes for address ranges must be entered or edited in the Address Validation Table Editor. If the Validate household addresses preference is set to "Off" in Address Validation Table Editor then appropriate geo codes must be entered for each student address at the time of enrollment. See Student Editor, Sec. 2, "Enter a New Student", Step 2.4, "Create a New Student Record"

Fig. 1 - read-only mode

Screen layout:
Each entry line in the list reflects three data elements that have been associated (mapped) together. A Grade level for each Geocode used in the district has been associated with a School site within the district. This school site thus becomes the "School of Residence" for those students of the specified Grade that live in the specified Geocode area. The list is sorted alphanumerically by Geocode and then numerically by Grade code.

2.1 Activate the entry mode
Click on the Add command button to open the 'Edit Address/School Association' dialog (Fig. 2).


Fig. 2

2.2 Enter data
Select a Geocode to be mapped from the drop-down list of predefined codes. Select a Grade level to be associated followed by the School to be designated as the School of Residence for that grade (Fig. 3). (Available Grade codes have been predefined in the Track Editor application)


Fig. 3

2.3 Save
Click on the Done command button to save the association. The view will revert to the main screen displaying the new entry in the list according to its alphanumeric order in the Geocode column (Fig. 4).


Fig. 4 - new entry added to list

2.3 Repeat
Repeat Steps 2.1 - 2.3 for every grade level for each geo code being mapped. After the last save the view will revert to the main screen displaying a list of all associations. Each Geocode in the district should have a School site assigned for all Grade levels (Fig. 5)


Fig. 5 - Geo code 55555 is completed for all grade levels

Fig. 6 - entry selected

• To edit an association, click on an entry in the list until it is selected by a small pointer in the far-left column (Fig.6). Click on the Edit command button to open the 'Edit Address/School Association' dialog (Fig. 2). Make changes and then save the changes by clicking the Done command button (or Cancel to abort).
• To delete an association, click on an entry in the list until it is selected by a small pointer in the far-left column (Fig.6). Click on the Delete command button. In the 'Confirm Delete' message that appears (Fig. 7), answer "Yes" to proceed or "No" to cancel.


Fig. 7

4.1 Activate search
Click on the Locate School command button to open the 'Household Search' dialog (Fig. 8).


Fig. 8

4.2 Enter search strings
Enter address data some or all of the fields. The search engine will only respond to street names in the Street field. Do not use address prefixes (N. S. SW, etc.) or suffixes (St. Lane, Blvd., Ave., etc.) Do not enter suite number (Apt. #6, etc.). Click on the Find command button to begin the search.

4.3 Select target address from retrieved addresses
A successful search will open the 'Household/School Lookup' screen (Fig. 9). A list of candidate Household addresses (based on the search strings entered) will be retrieved and displayed in the upper half of the screen. Select an address by highlighting the entry with a mouse click. The School of Residence for each grade level residing at that address will be displayed in a list in the lower portion of the screen. Click on Done to exit the lookup and return to the main screen.


Fig. 9

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