Data Collections Update April 2010. Agenda FY 2011 Requirements (as of April 2010) Student Record Updates General Information Questions & Answers

Data Collections Data Collections UpdateUpdate

April 2010

AgendaAgenda

FY 2011 Requirements (as of April 2010)

Student Record Updates

General Information

Questions & Answers

Pre-ID Data CollectionPre-ID Data CollectionFY 2011FY 2011

There are no additions or deletions to the data

elements collected in Pre-ID.

There will be new and/or revised edits.

No changes to EOCT course listing, but keep flexibility for districts to select courses as required.

Pre-ID Data CollectionPre-ID Data CollectionFY 2011FY 2011

Question:There has been some discussion on the costs vs. benefits of adding the add/edit/delete functionality in Pre-ID. Before a final decision is made, we would like to get your input.

Choose the response that best describes your preference.

A – I would like to have an add/edit/delete function in Pre-ID.

B – I would like to be able to view individual records in Pre-ID without the add/edit functionality.

C – Keep Pre-ID “as is”

FTE Data CollectionFTE Data CollectionFY 2011FY 2011

There are no additions or deletions to the data elements collected in FTE.

There will be new and/or revised edits.

Effective July 1, 2010, data previously collected in December for FTE Cycle 2 are now included in FTE Cycle 1. There is no longer a December collection specifically for special education students.

Special Education ReportingSpecial Education ReportingFTE and Student Record Links

R MjEPORT TYPE Mj'S' IN MjFTE Mj

Primary Area required Mj

Segments Mj

May report program codes P-Z or 1-4 Mj

May report general ed program codes Mj

Primary area required in SR Mj

Program Participation Mj

Hours Per Week required Mj

Related Services required Mj

ALL MjIEP Mj required Mj

Special Ed Environment required MjMay report transported segments Mj

May report inclusion segments Mj

May report itinerant teacher segments Mj

Special ed events required Mj

AYP Mj subgroup Mj

FUNDING Mj

FEDERAL MjREPORTING Mj

ACCOUNTABILITY Mj

R MjEPORT TYPE Mj'S' IN MjFTE Mj

FTE 1 & 3FTE 1

Student Record

AYP

Student Course Profile Data Student Course Profile Data CollectionCollectionFY 2011FY 2011

Student Course Profile (SCP) will become a required data collection for FY 2011.

The file layout for the Student Course Profile (SCP) data collection will be modified to add new data elements and increase the record size.

In FY 2011, courses for students enrolled in grades K-5 will be reported in SCP and Student Record along with courses for students in grades 6-12.

Course numbers for K-5 are in the course board rules.

Student Course Profile Data Student Course Profile Data CollectionCollectionFY 2011FY 2011Rationale for requiring K-5 course data1.Student-Teacher Linkages

A. Federal reporting and funding opportunities requesting student-teacher linkages

B. Data Quality Campaign – Each SEA must indicate whether or not it can match teachers to students by classroom and subject.

C. State Fiscal Stabilization Funds (ARRA) – One of the assurances will require the ability to link students and teachers

Student Course Profile Data Student Course Profile Data CollectionCollectionFY 2011FY 2011Rationale for requiring K-5 course data1.Student-Teacher Linkages

D. Race to the Top – Requires the ability to measure student growth and provide feedback to teachers on how to improve instruction

E. GATES Foundation – Link between teacher and student performance

F. Legislative Inquiries – Requests for data to use in decision making

Student Course Profile Data Student Course Profile Data CollectionCollectionFY 2011FY 2011Rationale for requiring K-5 course data2.Access to Student Data

A. Student ProfileB. Longitudinal Data SystemC. Applications D. Program Analysis

FY 2010 Student RecordFY 2010 Student RecordUpdatesUpdates

E574 – student level record

E410 – program record

E3023 and E3024 – school record

E589 – special education record


E574 – student level record

Adding the special education exit date and event code ('09' or '10') to the field content for E574 detail. Currently this only displays the SWD data element.

Error Detail on Student Records

School Student ID Student DOE ID Field Name Field

Content

Correct0101 - Jenkins Elementary School 123456789 123456789

SWD Monitor Year: Event ID: Event Date

2:09:20081103


E410 – program record

The BEGINNING DATE must be on or after the most current enrollment date for the student.

Exception: If the beginning date on a GNETS record is prior to the first day of school for the student, the record will be accepted without generating E410.

This exception only applies to cases where the student begins attending the GNETS program before the school year begins at the student’s home school.


Error Code Field Error Description

E3023SPECIAL ASSISTANCE STATUS

School is reported as 'N' for Special Assistance but school is listed as special assistance school.

E3024SPECIAL ASSISTANCE STATUS

School is reported as 'Y' for Special Assistance but school is not listed as special assistance school.

E3023 and E3024 – school record

Updated SAS table to add schools for FY 2010

Student Record UpdatesStudent Record UpdatesFY 2010FY 2010

E589– special education record

E589 - If EVENT CODE = ’06 thru ‘10’, the student must have a Primary Area of Exceptionality reported. If date for event ’09’ or ‘10’ is from a prior fiscal year, then no primary area is required.

Modifying logic to produce error based on error description.

Current logic only looks at events ’06’ thru ’10’ if event ‘09’ is reported.

Number of true errors much greater


Special Education History as of 04/12/2010 10:35:57 am for Student ID 123456789Student Name System Id -

NameSchool Id -Name Event Event Date Student

Present at Conference

Parent Present-

Conference

Current Year Event Data

Doe, Jane 923-Gooddata County

0299-Gooddata County Primary

School

09-Special Education Exit

20090827 Yes



School

07-IEP Annual Review

20090827 N Y Yes



School

08-Re-Eligibility Determination

20090827 Yes



School

04-Initial Eligibility Determination

20080829 No



School

05-Initial IEP Meeting

20080829 N Y No



School

06-Initial IEP Placement/Transition Service Begin

20080829 No



School

02-Parent Consent to Evaluation

20080814 No



School

03-Initial Evaluation

20080814 No


Special Education History as of 04/12/2010 10:35:57 am for Student ID 123456789Student Name System Id -

NameSchool Id -Name Event Event Date Student

Present at Conference

Parent Present-

Conference

Current Year Event Data

Lamb, Mary 923-Gooddata County


School

07-IEP Annual Review

200901002 N Y Yes



School

08-Re-Eligibility Determination

200901002 Yes



School

04-Initial Eligibility Determination

20080930 No



School

05-Initial IEP Meeting

20080930

N Y No



School

06-Initial IEP Placement/Transition Service Begin

20080930

No



School

02-Parent Consent to Evaluation

20080901 No



School

03-Initial Evaluation

20080901 No

Currently not receiving E589 in error.

General InformationGeneral Information

FY 2011 Data Collections Conference scheduled for September 1-3, 2010.

Tentative location is Athens, Georgia

Details on sessions, presenters, lodging, and registration will be available in May.

Follow UpFollow UpQuestions & AnswersQuestions & Answers

Follow Up Q&AFollow Up Q&A

With the merger of FTE cycles 1 & 2, will we send one file or two separate files during the same period?

You will send one file. The current layout has all of the data elements in it, but the required cycles are different for specific data elements. The required cycle for all of the data elements that are currently cycle 2 will be changed to cycle 1.


How will this change affect supplemental speech?

This change will not affect the reporting of supplemental speech.

SUPPLEMENTAL SPEECH is marked “Y” (Yes) when a student is reported for more than three segments on the day of the count in a single area of disability and receives speech for less than the major portion of one of those segments


How will primary areas ‘6’ - Autism and ‘8’ – Significant Developmental Delay (SDD) be reported?

Currently, there are no funding program codes for Autism and SDD. When reporting segments for funding, report the segments in the areas in which the student is served.

When reporting data for the Federal Child Count, report the Autism and SDD hours in their respective categories for Hours Per Week and Related Services.


Can you allow us to begin uploading earlier so that we begin to work on errors prior to the actual FTE count date?

We will take this to the development team as a request for the FTE data collection. This is always a consideration and every effort will be made to open early.


Now that we are required to report K-5 schedules, does this mean that we will need to schedule Grade K English, Math, etc?

Yes. When reporting courses for students in grades K-5, send individual course records for each subject area. Valid course numbers for grades K-5 are listed in the SBOE Rule 160-4-2-.03 and 160-4-2-.20


Will we be required to use the different instructional settings (i.e. XX.1, XX.2, etc.) in scheduling courses for student in grades K-5?

In FY 2011, use of the instructional settings in K-5 schedules is not required; however, if you currently schedule students in grades K-5 and use the instructional settings in your scheduling practices, please continue doing so.

If you schedule K-5 courses as XX.0, you may continue to do so.


Will we be required to report final grades for students in grade KK?

No, final grades will not be required for kindergarten students because there are many districts that do not generate traditional report cards for these students.


In FTE cycle 1, both active and withdrawn students are reported. Now that data from cycle 2 will be included in cycle 1, will we be required to report special education data on withdrawn students?

No. The federal child count should reflect students that are enrolled in special education at the time of the count.


What will be the collection timeline for the new Student Course Profile (SCP)? Will it be once a month, three times a year, etc?

Currently, SCP will remain open as it currently operates. The actual timeline for required uploads has not been determined.


Will we be allowed to report multiple teachers for a given section?

Report the teacher of record on the course record. In FY 2011, multiple teachers will not be reported for the same course-section on a student’s schedule.


If we report grades, will it accept the standards-based grading? Can we report standards-based grades in lieu of alpha or numeric grades?

Yes, the edit will be modified to accept standards-based grades.


If a parent revokes consent on the first day of school, the student receives no service in the current school year, is the student exited using a prior year date?

Yes, in this specific scenario, report the exit date using a date from the previous year.

Documents

Data Collections Update April 2010. Agenda FY 2011 Requirements (as of April 2010) Student Record Updates General Information Questions & Answers