Data Quality Council Meeting

October 3, 2013Wilkes LabSTC North

October enrollment data collection

Michele Hiester

October Enrollment Low Income

◦ Field 88 (Poverty code) LEA Discretion Used to determine official LI count

◦ Field 33 – Participation in FRL◦ Field 131 – Eligible for FRL – used to submit data

to Federal Government Free/Reduced Lunch Limited English Proficiency

What Is Collected?

October 1 Enrollment◦ Official total public enrollment◦ Planning and policy development

Low Income◦ Official poverty count◦ Teacher loan forgiveness program

Free/Reduced Lunch◦ Official free/reduced lunch count

Limited English Proficiency◦ Title III funds

Why Is This Data Collected?

School Performance Profiles◦ Published report assessing school success◦ Data from this collection are used in this report◦ No appeals for profile data once data is finalized

in PIMS◦ Cognos reports for profiles – Production SPP

Why Is This Data Collected?

Education entities educating public school students submit data to PIMS

October Student Snapshot template◦ Not all Student Snapshot templates are the same◦ October is a true snapshot in time capturing who

was educated on October 1 October Data Collection Timeline

◦ 10/1/13 – 10/18/13 – Submission Window◦ 11/4/13 – 11/15/13 – Correction Window◦ 11/22/13 – Accuracy Certification Statement (ACS)

due

How Is This Data Submitted?

Key Submission Fields◦ Location Code (field #2) 4 digit school number◦ Current Grade Level (field #10)◦ Gender Code (field #15)◦ Race or Ethnicity Code (field #27)◦ Challenge Type (field #34)◦ LEP/ELL Status (field #41)◦ Poverty Code (field #88)◦ Food Program Eligibility (field #131)

How Is This Data Submitted?

Timely and accurate data submission Focus on all purposes of collection, not just

one

Areas of Concern

Staff data collectionTim Wentz

Staff members who are:◦ Active◦ On long-term leave (semester or longer)◦ Long term substitutes who are filling vacant

positions◦ Separated from the LEA between 10/23/12 and

10/21/13 for any reason◦ LEA employees and employees subcontracted

from other entities

Who Is Reported?

Staff members who are:◦ Temporary staff (day-to-day sub)◦ Support staff◦ Security staff (report in June)◦ Staff employed by another LEA that administers a

program to your students

Who Is Not Reported?

Observe all certificated and non-certificated personnel within public PA LEAs and the costs of those positions (captured through salaries not including benefits)

Observe trends related to personnel filling the positions in PA public LEAs.◦ Experience◦ Education◦ Termination, etc.

Why Is This Data Reported?

Staff Template◦ Cumulative record of all staff (terminated and

non-terminated)◦ Required to submit Staff Assignment, Staff

Snapshot and Highly Qualified Teachers (HQT) templates

Staff Snapshot Template◦ Demographic record of all staff for a single year

as of a specific date (October 21, 2013)

How Is This Data Submitted?

Staff Assignment Template◦ Report assignments for a given school year◦ Percent of time allocated to each assignment

Staff Collection Timeline◦ 10/21/13 – 11/8/13 – Submission Window◦ 12/2/13 – 12/13/13 – Correction Window◦ 12/20/13 – Accuracy Certification Statement (ACS)

due

How Is This Data Submitted?

All staff must be:◦ Submitted using a valid PPID◦ Reported for open schools with student enrollments

Staff assignment data is used to update TIMS. All IUs report staff at location code 0000. Report long-term substitutes in the October

collection only if they are filling a vacancy. School security personnel can no longer be

uploaded during the October Staff Collection.

Staff Collection Reminders

PIMS User Manual Volume 1◦ Revised the Staff to Be Reported in PIMS◦ Field 8 – Job Description (required field)◦ Field 44 – Job Class Code Long (revised codes)◦ Field 776 – Email Address (required field)

Data Quality Engine (DQE) Validations◦ Compound Rules◦ Advanced Rules

Staff Collection – New for 2013-14

Data SecurityHow do you know your data is secure?

How do you know your data is secure? Brainstorm with your team and write your

ideas on the top half of the blue sheet. Be prepared to share out.

Activity

Read Examples of Data Security Best Practices

Highlight anything not previously mentioned that you think is a good (and doable) idea.

Activity

What Can You Do to Increase Security?  Using ideas from the handout and

discussion jot down some ideas on the bottom half of your blue sheet that can be implemented tomorrow at your district.

Activity

Final ThoughtsWhat needs to be addressed at the next meeting?