eSchoolData

Good morning,

Typically, when eSchool adds the state assessments to your database, the Maximum Score is out of 100.  We have noticed that some of the Assessment scores have a Maximum Score of 800 which causes student Final Course Grade calculations to be incorrect.

Please take a look at the Maximum Score for your January and June Regent exams by going to Academic > Assessments > edit the Assessment – click in the Maximum Score box showing the 800 and change it to 100.  Click SAVE.

Good Tuesday Morning,

This is just a reminder to ensure ALL assessments, especially the newer assessments are printing on Report Cards/Transcripts. 

Please remember to check the Display On settings for the assessment under Academic > Assessments > Assessments – EDIT the Assessment (there is now an option to update Assessments in Mass via Academic > Assessments > Mass Update Assessment):

Good Monday Morning,

Please ensure the following is complete:

• All Final Standards-Based Progress Reports were run (Reports > Grade Reporting > Standards-Based Reports)
• All Final Standards-Based Report Cards were run (Reports > Grade Reporting > Standards-Based Reports)
• All Final Progress Reports were run (Reports > Grade Reporting > Progress Report)
• All Final Report Cards were run (Reports > Grade Reporting > Report Card)
  • First, confirm the Marking Period Totals were run (Academic > Marking Period Totals) , then your Honor Rolls (Academic > Honor Rolls > Student Honor Rolls) , then Report Cards
• All Transcripts were run (Reports > Grade Reporting > Transcript)
  • First, confirm the Final Class Rank was completed (Reports > Grade Reporting > Class Rank) , then Transcripts

Reports to ensure all Assessments grades have been entered:

• Academic > Performance > Administrative Reports >

Good Thursday Morning,

If you are planning on running summer school and haven’t submitted a request to us for initial setup or rollover, please write to esdhelp@esboces.org with the following information:

1. Semester Start and End Dates
2. Day Code Patterns
3. Period Times
4. Marking Period start and end Dates
5. Progress Report Start and End Dates (if used)
6. Holidays
7. Regents Days (Attendance or Non-Attendance)

Please let us know if you want to keep or delete the sections rollover requests.

**Attached is the Summer School guide with important tips to keep in mind.  

With the release of 12.8, eSchool made an enhancement to the Parent Portal Visibility of the Summer School Portal:

Good Friday Morning,
 
We HIGHLY recommend all Secondary Buildings (High School and Middle School) take a look at the Course Weights Report (Academic > Course Weights > Course Weights – push out to Excel).  This report will allow you to View and Edit the following:
Assessments tied to Courses
The distribution of Marking Period Weights, Assessment Weights, Mid-Term Exam Weights and Final Exam Weights (THIS IS VITAL WHEN THE SYSTEM IS CALCULATING THE FINAL COURSE GRADE IN TEACHER CONNECT – GRADEBOOK)
To view which students are missing a Marking Period Grade, Mid-Term Exam Grade and/or a Final Exam Grade you can use the following reports (reports can be exported and filtered for missing grades):
Academic > Performance > Marking Period Grade Search
Academic > Performance > Administrative Reports – Marking Period Grade Details
Reports > Grade Reporting > Administrative Reports – Report Card Grades
 
 
Additionally:
If your school would like to calculate a Final Course Grade for students WITH the Regents Exam Assessment and WITHOUT the Regents Exam Assessment, you will need to use Semester Averages: 
At the course level (Scheduling > Courses > Courses) you can set the weights to include the Regents.
When the teacher clicks the calculator for the Final Course Grade, the weights set at the course will be calculated.
 
Using Semester Averages (System > Grade Reporting > Average Formulas), we can set weights using Marking Periods, Mid-Term and Final Exam.
The Semester Average column will appear in Teacher Connect – Gradebook in the Report Card Entry screen.  It will be identified with a  symbol.
To Calculate the Semester Average, teachers can use the calculator option (Very similar to the option used when calculating the Final Course Grade).
For Grading Period Options, please ONLY use either Semester 1, 2, 3 or 4.
 
When all grades are in, the teacher would click the Final Course Grade calculator, and compare that grade to the semester average grade.
If the semester average grade (without the Regents) is higher, the teacher can overwrite the Final Course Grade.
 
 
If your school would like to redistribute weights and compare those to the weights assigned to the course, you will need to use Course Semester Averages:
There is a way to apply Course Semester Average Formulas (this would be by course instead of by building).  Under Scheduling > Courses > Courses – click on the View icon – click on the Average Formulas button.
You would follow the same steps as creating a Semester Average at the building level, however, please note that any Semester Average created at the Course level will OVERRIDE a Semester Average created at the Building Level. (a workaround for this would be to use a different Semester Average option)
Course Semester Averages will include Assessment Weights.  This allows for a different distribution of course weights with the Assessment included.  (Example: Final Course Grade Assessment Weight is 10%, with the Course Semester Average, the Assessment Weight can be increased or decreased to see how that affects a Final Course Grade.)
 
Suggestion:
Have teachers grab all Semester Average Columns in their Report Card Entry screen and move them next to the Final Course Grade column.  This allows them to keep track of each column and is easier to compare the grading options.
 
**Please note: The logic of the Building Semester Average column does not allow for you to include the regents weight. So, you would have to include it in the course, and use the two columns to compare. Then the teachers would look at the two and make the decision of what should go in the Final Grade column – the semester average WTHOUT the regents, or the calculated Final Grade WITH the regents.  Course Semester Averages allow you to re-distribute Course Weights including the Assessment Weights.
 
 
Please feel free to give us call or email us with any questions you may have.

Good Wednesday Morning,

With the upcoming June 2026 Regents Exams, you will want to make certain that the appropriate Regents Exams are tied to the correct course in your Master Schedule Report.

Two reports that are very helpful, are the Course Weights report and the Generic Course List:

• Academic > Course Weights > Course Weights (Option to view in Excel and options to View and Edit as necessary) this report allows you to view Course Options, Course Weight Distribution for Final Course Grade and Assessments assigned. 
  • • Please ensure the course weights equal to 100 (this includes Marking Period Weights, Assessment Weights, Midterm Weights and Final Exam Weights).
    • These weights are what make up a student’s Final Course Grade.
    • If a course should not have a Midterm – ensure the course option is set to False and there is no weight assigned using the report.

• Reports > Scheduling > Administrative Reports – Generic Course List, this report allows you to view the state course codes, Course Optional Fields, Course Options and Assessments assigned.

To retrieve your Regents CSV Preprint File if you haven’t already done so, go to Academic > Performance > Administrative Reports – Regents CSV Preprint File Layout for Regents Administration.

Good Monday Morning,

Our training sessions for Summer/Fall 2026 are officially ready for you to register!

Attached is the eSchool training flyer for the Summer/Fall of 2026, please share it among your staff as you see fit. We are continuing the hybrid format for most these trainings (there are 2 trainings that are in-person ONLY), we’ve created two links on https://datacentral.esboces.org/Events:

• In-Person link is for anyone who would like to attend the training in-person, which will be at the Westhampton Beach, DeFeo Building (Building#2).  The address is in my signature, and attached are directions. 
• Remote link is for anyone who would like to join the training via zoom.

A full description of our training is on the registration site when enrolling.

*Included in the list is the MTSS training that we couldn’t reschedule after it was snowed out last season.

**Once we have the official date for eSchoolData’s 2026 User Conference, we update our flyer and forward all details.

Please make sure anyone who would like to register for a class does so at least 48 hours in advance.   Our trainings will begin promptly at their start time.  Only registered participants will be admitted into the session.

If you have any questions, please feel free to contact us.

Have a great and wonderful day!

Good morning,

We hope everyone had a great extended weekend!

By now, many of our districts have completed PHASE 1 and have proceeded to PHASE 2 in prepping for the Upcoming School Year (2026-2027)

PHASE 2 includes:

• If you haven’t done so already, please fill in the MP and PR dates for the 2026-2027 school year for each building (it is attached - one per building) and email it back to the helpdesk. We will ask you to confirm once complete.
• Please send the information below to anyone in your district responsible for the tasks listed:

• Do NOT transfer students between district buildings for the 2026-2027 school year.  Use the scheduling school and grade and students will move to the correct school during the grade advancement process.  If you actually transfer the students prior to grade advance, they will most likely have overlapping enrollment records.
  • Pre-school students with a disability who are NOT receiving summer services must remain a PS student until 8/31 because they are “eligible” for services.   The grade level has to be manually changed to K on 9/1.

• Grade advancement can occur before, during or after Summer School, but the Bit Flip (roll into the next year), we recommend you schedule after Summer School has been closed out.  We also ask that the secondary schedules are loaded prior to you scheduling your grade advancement.
• If you have not already given us permission to perform the course rollover for all schools in the district, please do so as soon as possible.
• All students in all buildings must have a scheduling school and grade.   Each student can be updated individually (Student > Profile > Profile Tab – Edit).   Entire grade levels in each school can be updated en masse (System > Scheduling > Mass Update Scheduling) OR you can utilize Feeder Patterns for entire schools (District > Schools > Feeder Pattern).  (See Power Point attachment called Scheduling School and Grade.)
• All graduating seniors should have a Credential type and Career Path assigned.  The Post Graduate Plan is optional. The graduates should also have a blank scheduling school and grade.   The PGP, Credential type and Career Path can be done individually via the Student Profile OR for multiple students via Program > Mass Student Info Update. 

I am also attaching a few guides to assist you.  The End of Year Reports User Guide is from the eSchoolData help screen.  I know that many of you are used to saving the reports recommended years ago so I am also attaching an old guide as well. 

***If ready, we are taking appointments for district grade advancements – by email only.  This is the process that moves students into the next grade/building.

We can schedule three advances per day:  9am, 11am or 1pm.

As stated previously, please make sure that every student has a scheduling school and grade with the exception of graduating students.  The graduates need a blank scheduling school and grade and a diploma type and career path.  (Post graduate plans are optional.)

Don’t forget to do all Final grade reporting runs (report card, rank, transcripts, etc.) prior to the grade advance. 

Bit Flips are scheduled after your entire district has been Grade Advanced. 

When ready, please send your requests to esdhelp@esboces.org to schedule your appointment.

·     We are accepting requests for appointments for grade advancement for both - seniors only, and full advances.  We are only able to perform three per day 9am, 11am and 1pm.  

*** Reminder:

• Office Hours from June 29^th through August 31^st are from 8am-3pm

Please write to esdhelp@esboces.org if you have any questions.

Good morning,

As we gear up for the 2026 June Regent Assessments, we want districts to ensure they have the correct Regents Event Type assigned to the appropriate days in their school calendars.

• You will receive an email, if you haven’t already, with a list of these days and the event type assigned for you to confirm or let us know if any changes need to be made.  If you can, please let us know as soon as possible. 

It was previously reported that the Attendance Report via the Student Profile page did not have an option to display year 2026.  Please note eSchoolData resolved this issue with the release of 14.3.0.

If you have any questions or concerns, please feel free to email us at esdhelp@esboces.org.

This is a quick reminder of the Semester Averages (Average Formula) and how they allow users to calculate the Final Grade for students.

How to calculate a FINAL GRADE for students WITH the Regents exam and WITHOUT the Regents exam.

• At the course level (Scheduling > Courses > Courses) we can set the weights to include the Regents.  – WHEN TEACHERS RUN THE CALCULATOR IN THE FINAL GRADE COLUMN, THE REGENT ASSESSMENT WILL BE INCLUDED.

• • When the teacher clicks the calculator for the final course grade, the weights set at the course will be calculated.

• Using Semester Averages (System > Grade Reporting > Average Formulas), we can set weights using Marking Periods, Mid-Term and Final Exam. (PLEASE ONLY USE THE SEMESTER AVERAGE OPTIONS, NOT THE FINAL AVERAGE OPTION)

• • If you set up an average to only include marking periods, that weight can appear as a column in the teacher’s gradebook.

• When all grades are in, the teacher would click the final calculator, and compare that grade to the semester average grade.

• • If the semester average grade (without the Regents) is higher, the teacher would overwrite the final grade.

**Please note: The logic of the Semester Average column does not allow you to include the regents weight. So you would have to include it in the course and use the two columns to compare. Then the teachers would look at the two columns and make the decision of what should go in the Final Grade column – the semester average WTHOUT the regents, or the calculated Final Grade WITH the regents.

**Using Course Level – Semester Averages: users can see how a redistribution of weights that include the regents would calculate a Final Grade

A reminder that if you have completed the Rollover for the 2026-2027 school year and you make changes to the current master course list, you will need to make those same changes to the 2026-2027 master course list in order to see those changes reflected.

We want to hear from you!

Please use the link below to provide feedback for our upcoming User Meeting:

eSchool User Meeting Survey LINK

To register for the User Meeting, please do so on https://datacentral.esboces.org/Events

(May 15^th 2026)

**Agenda will be available soon**

This is a gentle reminder for your teachers’ entering grades for completed half-year courses.   In addition to calculating the marking period grade, the teacher must also enter a final grade for the course.   Please be sure to adjust course weights as needed under Academic > Course Weights (very important step!).   There are a couple of reports that can be used to ensure this is done – Academic > Performance > Administrative Reports > Marking Period Grade Details OR Academic> Performance > Marking Period Grade Search (Filter for blanks  in either report).  Please pass this information along to the appropriate staff members.

There are many factors that go into accurate grade reporting runs, some of those factors tend to be overlooked.  Hopefully, the following reports can be of good use. 

Students will not generate Progress Reports, Report Cards, SBRC, SBPR

• If they live in a household that is Inactive or Deleted.
• If they reside in an active household but are not assigned a relationship to a guardian.
• If they reside in an active household, are assigned a relationship to a guardian, but the guardian does NOT have the correspondence flag checked.

The following reports will identify those scenarios:

1. Reports > Enrollment > Administrative Reports – Inactive or Deleted Households with Active Students (Reports generates with results from all buildings)
   1. This report returns a list of inactive or deleted households with students who are currently enrolled in a building.

2. Reports > Registration > Students with Undefined Guardians (Report can be ran by building or at District Level)
   1. Several tabs exist:

                                                   Undefined Guardians – click SEARCH

No Correspondence - click SEARCH

No Custodial Relationship - click SEARCH

3. Reports > Registration > Administrative Reports > Students with No Residential Guardians (Report can be ran for all buildings)
   1. This report provides a list of students who have all guardians living outside the household. If even one guardian assigned to the student resides in the household, the student will not be listed.