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Data Reporting Basics for 2020-2021
September 2020
This document can be downloaded via the Training Library on the
System Support page
1
Who are the Members of the Systems Management Team
2
l
Name Role Email
Kathy Noel Director of Information Systems KathyNoellagov
Sherry Randall Data Systems Manager SherryRandalllagov
Tara Baylot SPC SPS SIS systems manager TaraBaylotlagov
Barrett Adams STS and CUR systems manager BarrettAdamslagov
Bernetta Sims SER and TSDL systems manager BernettaSimslagov
Jara Bode
Michael ZanovecPEP systems managers JaraBodelagov
Jayanthi Sothirahah CVR and eScholar systems manager JayanthiSothirajahlagov
Jara Bode
Yaxin LiuAFR JaraBodelagov
Miscellaneous School Finder Secure Portal RetireSplit LASIDs
SystemSupportlagov
Objectives
3
At the end of this webinar you should be able tobull Understand the annual data collection calendarbull Identify the fall collections the systems where the data is collected
what data is collected and understand why the data is importantbull Understand data reporting and the impact to accountability and fundingbull Understand what communication resources are available
Agenda
4
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Open Year Round Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull Other Supports
Legacy Systems
5
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Who are the Members of the Systems Management Team
2
l
Name Role Email
Kathy Noel Director of Information Systems KathyNoellagov
Sherry Randall Data Systems Manager SherryRandalllagov
Tara Baylot SPC SPS SIS systems manager TaraBaylotlagov
Barrett Adams STS and CUR systems manager BarrettAdamslagov
Bernetta Sims SER and TSDL systems manager BernettaSimslagov
Jara Bode
Michael ZanovecPEP systems managers JaraBodelagov
Jayanthi Sothirahah CVR and eScholar systems manager JayanthiSothirajahlagov
Jara Bode
Yaxin LiuAFR JaraBodelagov
Miscellaneous School Finder Secure Portal RetireSplit LASIDs
SystemSupportlagov
Objectives
3
At the end of this webinar you should be able tobull Understand the annual data collection calendarbull Identify the fall collections the systems where the data is collected
what data is collected and understand why the data is importantbull Understand data reporting and the impact to accountability and fundingbull Understand what communication resources are available
Agenda
4
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Open Year Round Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull Other Supports
Legacy Systems
5
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Objectives
3
At the end of this webinar you should be able tobull Understand the annual data collection calendarbull Identify the fall collections the systems where the data is collected
what data is collected and understand why the data is importantbull Understand data reporting and the impact to accountability and fundingbull Understand what communication resources are available
Agenda
4
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Open Year Round Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull Other Supports
Legacy Systems
5
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Agenda
4
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Open Year Round Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull Other Supports
Legacy Systems
5
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Legacy Systems
5
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Understanding the Data Collection Calendar
6
bull Data is collected in several application systems all throughout the school year
bull Most of the application systems are only open during scheduled data collection periods
bull Others are open all throughout the school year with snapshots taken during the scheduled data collection periods
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Data Collection Calendar
7
ALWAYS OPEN Collections
FALL Collections
SPRING Collections
END-OF-YEAR Collections
For assistance contact SystemSupportlagov
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Data Collection Periods
8
Collection Periods Collection Name Application Systems
Daily Collections SPS eScholar Uniq-ID StaffID DirectMatch STS AFR SER
Fall Collections Oct 1 MFPIDEA SPC SIS SER
Oct 1 CLASS SPC SIS CUR PEP
TSDL Fall TSDL
Spring Collections Feb 1 MFP SPC SIS SER
TSDL Spring TSDLSTS
STS Mid-Year STS
CVR CVR SPC SIS CUR PEP
End-Of-Year Collections EOY SPC SIS SER AFR PEP STS
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Always Open Collections
9
System(s) What Data Is Collected
Why The Data Is Important
eScholar Uniq-ID Student demographic and enrollment data
bull For maintaining a unique ID (LASID) for every student in Louisiana
bull For identifying active student enrollmentbull For validating student non-Pii data when
submitting to other LDOE systems
eScholar DirectMatch Student free lunch eligibility when matched to SNAP
bull For identifying students directly certified to receive free meal benefits
eScholar StaffID Staff demographic data bull For identifying and maintaining unique
identifiers for staff
Special Education Reporting (SER)
Special education student data
bull Monitoring the timeliness and appropriateness of services
bull Federal reporting and compliancebull IDEA and MFP funding (snapshots taken
for Oct 1 and Feb 1)
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Always Open Collections (contd)
10
System(s) What Data Is Collected
Why The Data Is Important
Sponsor Site (SPS) District and school information for public and nonpublic schools
bull To link major data collection efforts of all LDOE application systems
bull Data used to produce the school directory
Compass (CIS) Staff observations and evaluations
bull Annual Evaluations
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall Collections
11
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
TSDL Fall Collectionbull Teacher Student Data Link
(TSDL)
Fall class schedules for students taking LEAP 2025 assessments
For pre-gridding Fall LEAP 2025 assessments
Oct 1 IDEAMFP Collection bull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System (HTS)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculations
K-3 Assessment Collectionbull Student Information System
(SIS)
bull Kindergarten entry assessment data
bull K-3 literacy assessment data
Kindergarten growth analysisK-3 Literacy analysis
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall Collections (contd)
12
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Oct 1 CLASS Collectionbull School Calendar System
(SPC)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile Of Educational
Personnel System (PEP)
bull Planned district and school calendars
bull Course databull Student and teacher
schedules for classes offeredplanned for the entire school year
bull Student and teacher CTECDF class schedules
bull Staff salariesbull Staff tenure
bull For calculating value added student growth data (VAM)
bull Workforce Reportingbull CTE-Career Tech Education and
CDF-Career Development Fund counts (funding)
bull Class size reporting (Audit data)
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall Collections - Oct 1 CLASS
13
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Spring Collections
14
Collection bull System(s)
What Data Is Collected Why The Data Is Important
TSDL Spring Collectionbull Teacher Student Data Link
(TSDL)
Spring class schedules for students taking LEAP 2025 assessments
For pre-gridding spring LEAP 2025 assessments
Feb 1 MFP Collectionbull School Calendar System (SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Planned district and school calendars
bull Feb 1 student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Critical for IDEA and MFP funding
bull ED Calculationsbull Attendance reportingbull Discipline reporting
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Spring Collections (contd)
15
Collectionbull System(s)
What Data Is Collected Why The Data Is Important
STS Mid-Year Collectionbull Student Transcript System
(STS)bull eScholar FTP
bull Mid-Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
CVR Collectionbull Curriculum Verification and
Reporting (CVR)bull Curriculum System (CUR)bull Student Information
System (SIS)bull Profile of Educational
Personnel System (PEP)
Teacher and student class schedule and roster corrections
Curriculum Verification and Reporting
for Value Added Model (VAM)
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
End-Of-Year Collections
16
Collection bull System(s)
What Data Is Collected Why The Data Is Important
SIS EOY Collectionbull School Calendar System
(SPC)bull Student Information System
(SIS)bull Homeless Tracking System
(HTS)
bull Final district and school calendars
bull Final student enrollment attendance discipline lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
bull Reporting of finalactual school calendars
bull Reporting of final student data
PEP EOY Collectionbull Profile Of Educational
Personnel (PEP)
bull Final staff data including salary tenure and non-attendance data
Preparation of the Educator Workforce reports
STS EOY Collectionbull Student Transcript System
(STS)
bull End of Year transcriptsbull Student credentials
bull For determining graduation eligibility
bull Important for accountabilitybull For determining admission to
post-secondary schoolsbull Important for TOPS and other
financial aid decisions
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
End-Of-Year Collections (contd)
17
Collection bull System(s)
What Data Is Collected Why The Data Is Important
Dropout Corrections (SIS EOY Prior Year)bull Student Information
System (SIS)
bull Corrections to students who are listed as potential dropouts but who exited as legitimate leavers
Potential dropouts that are not corrected may affect a schoolrsquos School Performance Score (SPS)
AFR EOY Collectionbull Annual Financial Reporting
System (AFR)
Final district financial data bull Preparation of the Annual Financial and Statistical Report
bull To satisfy various fiscal information requirements of the Legislature US Census Bureau National Center for Education Statistics (NCES) and National Education Association (NEA)
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collection Closeouts
18
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collections CloseoutAnnual Financial Report (AFR)
End-Of-Year Collections To close out the 2019-2020 school year
Annual Financial Report (AFR) EOY
2019-2020 Annual Financial Data is
due by September 30 of each year per
Louisiana RS 1792
bull Opens August 19
bull Deadline October 1 (for on-time
submission)
bull Ratings from Finance Audit
bull EXCELLENT if submitted by October 31
bull GOOD if submitted by November 30bull NEEDS IMPROVEMENT if submitted
by December 28
bull UNACCEPTABLE if submitted on or after
December 31
If you have questions contact YaxinLulagov 19
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collections CloseoutStudent Information System (SIS)
End-Of-Year Collections To close out the 2019-2020 school year
Student Information System (SIS)
bull 2019-2020 SIS EOY reopened for Dropout Corrections Exit all 2019-2020 graduates (those who met graduation
requirements between 9119 and 83120) and other legitimate leavers
o Dropout statistics are reported at the school district
level and based on a ldquosnapshotrdquo count of students at
the beginning of the school year
o Ensure the required documentation is on file when properly exiting students
o Refer to Bulletin 111 regarding Cohort Graduation Index Exit Reason Codes and required documentation
Refer to Dropout Training Module and Dropout Training Guidance (in SIS Section)
bull Opens August 6
If you have questions contact TaraBaylotlagov 20
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collections CloseoutSpecial Education Reporting System (SER)
End-Of-Year Collections To close out the 2019-2020 school year
Special Education Reporting System (SER)
Exit count final run
2019-2020 SER Feb 1 MFP Statement of Affirmation Forms
2019-2020 SER Feb 1 MFP Statement of Affirmation Returns (Refer to SER SOA school system summary)
bull Deadline August 31
If you have questions contact BernettaSimslagov 21
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collections CloseoutProfile of Educational Personnel (PEP)
End-Of-Year Collections To close out the 2019-2020 school year
bull Submit final staff data including attendance and tenurebull PEP validation reports were dropped on the DM FTP on 727
and 87bull Other reports will be dropped the weeks of 817 824 and
97bull 2019-2020 EOY Statement of Affirmation Forms
Deadline August 28
Deadline September 16
If you have questions contact JaraBodelagov 22
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Collections CloseoutStudent Transcript System (STS)
STS End-Of-Year Collection For 2019-2020 final transcripts IBC Updates
Student Transcript System (STS)bull Final Student Transcripts for all students
(grades T9-12) including summer school transcripts
bull Graduate transcripts should be verified
Ensure all category requirements have been met
Certify graduates (PublicsCharters) Verify parental consent Verify FAFSA completion
Deadline 91 (All 2019-2020 graduates)
- Students who meet graduation requirements between September 1 2019 and August 31 2020 are considered 2019-20 graduates
- Supporting credentials should be uploaded to the eScholar FTP
bull Beg June LOSFABOR weekly extracts
If you have questions contact BarrettAdamslagov23
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2019-2020 Student Transcript System (STS) Closure for Maintenance
24For assistance contact BarrettAdamslagov
In an effort to prepare for the 2020-2021 data collection periodSTS will close from October 1st through December 1st to make preparations for the first uploads of the 2020-2021 school year STS will reopen for uploads and prior year changes on December 7 2020
During the closurebull System maintenance will be performed
bull Table changesupdates will be made
bull New programmingsystem enhancements will be tested and deployed
Note Please make every attempt to ensure that all corrections to the 2019-20 school year and any prior year requests are made before September 30 2020
If needed STS can be reopened during this time for making corrections Please complete the STS Prior Collection Period Access Request Form and email to barrettadamslagov
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data Collections
25
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data CollectionsAvailable Training
Training Library
bull The Training library contains training modules and videos by topic and by system These
training modules were developed for data coordinators data managers and others
who want to learn more about the systems and how to submit data
New user training modules which are posted in the Training Library on the System Support page
Module 1 LDOE Data Systems Security and Access
Module 2 LDOE Application Systems Overview
Module 3 LDOE Data Collection Timeline and Communications Resources
Online eScholar Training
bull Online eScholar training is available for Uniq-ID DirectMatch and StaffID
Please email SystemSupportlagov for registration information
If you have questions contact SystemSupportlagov 26
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data CollectionsSecurity and System Access
Data Coordinators and Superintendents
bull Ensure the Security Coordinator has been identified If changes are needed notify SecurityDOElagov
to get the proper authorizations to access the LDOE systems
bull Verifyrequest access if there are new staff requiring access to the Secure Portal Send email to
SystemSupportlagov
Security Coordinators
bull Using TAS assign staff within your school system access to systems Add access for new staff Remove
access for staff no longer at the school
bull Pursuant to RS 173914 school systems are required to have a contract or data sharing agreement in
place with private vendors that deliver services in order to share personally identifiable student data
bull Review the 2020-2021 list of data sharing agreements to identify which ones are new andor
expiring
bull For each agreement needing to be completed school systems should
bull Download the addendum get the appropriate signatures and scan
bull Use the JotForm submission link thatrsquos listed to submit the form to LDOE
If you have questions contact SystemSupportlagov 27
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data CollectionsData Manager Supports
Prior to submitting data ensure your vendor has programmed the 2020-2021 System Enhancements posted on the System Support page
Review the contact list and verify there is a contact person for each LDOE Application system
Connect with LDOE system managers for specific system questions (SPC SIS SER STS PEP AFR etc)
Review Sponsor Site report (Available August 15) and verify all requested 2020-2021
updates have been made
bull Certain data can be updated directly in SPS by the data manager (Administrators Name Position Title Email Address Phone number and fax number Website Links Clubs Offered Sports Offered Drop-off and pickup times)
bull All sites are required to be certified in SPS by September 15
bull During the school year any SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month
bull Please refer to the 2020-2021 SPS User Guide for additional information (linked on the System Support page)
If you have questions contact SystemSupportlagov 28
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data CollectionsBenchmark Calendar
Review 2020-2021 Benchmark Calendar (posted on the System Support page)
bull Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System Includes Audits Collection Open Dates Collection Deadline Dates Action Items
In each tab you can review specific information by filtering the columns by COLOR date system and collection
bull Benchmark tab - Lists year-long summary of action items for ALL systems bull Key Dates - Lists major collection dates bull System tab - Lists action items by system
If you have questions contact SystemSupportlagov29
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Preparing for 2020-2021 Data CollectionsData Coordinator Monthly Webinars
Plan to attend the Data Coordinator Webinarsbull Covers such topics as the collection
deadlines guidelines and tips for submitting the data and how to address
bull Scheduled monthly at 1 pm (generally the first Thursday of the month)
bull Reminders are included in the weekly newsletter and posted on System Support page
bull Webinar Link httpsldoezoomusj976397929
bull Phone 408-638-0968bull Meeting ID 976 397 929
If you have questions contact SystemSupportlagov 30
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
eScholar Uniq-ID
31
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID
32
On occasion you may find that through a submission error a student has more that 1 unique ID (LASID) In this case one of the LASIDs should be retired Please complete the RetireID form to retire the LASID
In addition you may find that a student is sharing a LASID with another student In this case the data for the students must be split into 2 LASIDs Please complete the SplitID form to correct the LASIDs
bull Email the completed RetireID form or SplitID form bull RetireID and Split ID requests are processed weekly bull LEAs who reported the retirement or split will receive an email with further instructions on
how to update the information in their local and LDOE data systems
For assistance contact AnanthaLakkakulalagov
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) 2020-2021 Uniq-ID
eScholar Uniq-ID httpslouisianasecureidescholarcomuidlogindo
bull School systems submit their student enrollment with ESSY=2021 and Location Active Flag(Active=1 or Inactive=0)
bull School systems download LASIDs from eScholar into their local systems
bull Uniq-ID student data submissions is required before student data can be submitted to the LDOE application systems which contain student data (eg SIS STS SER TSDL etc) Do NOT include 2019-2020 graduates in the expected enrollment
REMINDER You need to assign a new LASID for a student ONLY IF the student
bull has never been enrolled or not enrolled within the last 5 years in any public or charter school in the State
bull has never received any special education services (SER) in the State -including students previously enrolled in a nonpublic school or preschool students
bull All other students should already have a LASID in eScholar bull You will need to upload these students into eScholar and match their LASID through the Near Match
process
Please refer to the 2020-2021 eScholar Uniq-ID User Guide (linked on the System Support page) for additional information about uploading files running reports and downloading files
If you have questions contact JayanthiSothirajahlagov 33
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) Uniq-ID ndash Master Record Protocol
34
Master Record Protocol
eScholar Uniq-ID system stores current student data in the Master student record
Master record is needed tohellip
Submit student enrollment at the beginning of the school year with the Location Active
Flag =ldquo1rdquo [Active]
Edit student records in eScholar for systems validation
Pull data from the active record for DRC-non summative testing
Itrsquos very important that all online updates made in eScholar are also made in your local
system
During data submission for the student systems (SIS SER STS and TSDL) the validation
process first looks for the Master record and if not found will look for the history record for
the student
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) Uniq-ID ndash Impact of Missing SSNs or Addresses
35
Social Security Number
bull Is not required to be submitted to eScholar however it is important for other reasons such as Financial Aid and Funding
bull Financial Aid
bull LOSFABoard of Regents - for post secondary admission decisionsbull TOPS scholarship
bull Funding
bull Direct Certification- SNAP and TANF near matchingbull Economically Disadvantaged
bull Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages
Address Information
Student address information is not required to be submitted to eScholar however it is important for the matching algorithm and in producing better match results in DirectMatch
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions
36For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What happens if I submit students who are not enrolled this school year Will this cause students to be listed as a ldquodrop outrdquo
This will not cause a dropout problem because lsquodropoutsrsquo are reported in SIS and not in eScholar If you reported your expected enrollments earlier in the 2020-2021 school year but those students are not actually enrolled you should update the studentsrsquo active flag to ldquo0rdquo = Inactive for 2020-2021
What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2020-2021 school year
There is no impact in eScholar However you should update their active flag to 0 = Inactive for 2020-2021
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
eScholar DirectMatch
37
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch
38
For the beginning school year Food and Nutrition staff will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates
bull Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website
bull Once expected andor actual student enrollments have been submitted to Uniq-ID for ESSY=2021 school systems can begin running DirectMatch to match those enrollments to the current SNAP and TANF files loaded to the DirectMatch system
Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches
bull As new students are enrolled or as student information updates are needed additional runs of Uniq-ID and DirectMatch are needed
bull Once the 2020-2021 Oct 1 MFP Fall collection opens for SIS itrsquos important to report lunch status updates to SIS for all students
bull Please refer to the 2020-2021 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID running reports and downloading (linked on the System Support page)
For assistance contact JayanthiSothirajahlagov
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) 2020-2021 DirectMatch SNAP and TANF
eScholar DirectMatch httpslouisianasecureidescholarcomuidlogindo
bull July School Systems will run DirectMatch for SNAP and TANF
bull July SNAP and TANF files will be loaded to eScholar DirectMatch by August 8 2020
bull Run DirectMatch for SNAP and TANF and resolve near matches Upload SNAP matched records into local SIS and food service system Run DirectMatch for any new enrollments during the month
Aug thru June LDOE will run statewide DirectMatch for SNAP and TANF
Please click here for information regarding bull Economically Disadvantaged Definitionbull National School Lunch Program Direct Certificationbull Options for CEP schools
To receive automatic monthly notices when the SNAP file has been loaded to DirectMatch please refer to the CNP Registration for SNAP Update Notifications posted on the System Support
If you have questions contact JayanthiSothirajahlagov 39
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
40For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
How often should DirectMatch be run
bull Can be run as needed for individual students (eg
new students)
bull Suggested to run monthly for all students with a
previous NO MATCH decision in order to get updated
results based on the most current SNAP file loaded
monthly to DirectMatch Refer to SNAP Monthly
Update Schedule
How can I get notifications when the SNAP file is available
bull In order to receive notifications you must first register on the CNP website httpscnpdoelouisianagov
bull Please refer to the instructions listed in the CNP
Registration for SNAP Update Notifications
document
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
41For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
What are some current concerns about the DirectMatch process
bull Coordination of work between the SIS Manager and the Food and Nutrition staffbull Throughout the school year runs of Uniq-ID
and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP and TANF files loaded each month to DirectMatch Ensure students eligible for free lunch are reported to local systems and to SIS
bull Coordination of work between the SIS Manager and Food and Nutrition staff for Chartersbull If any of your school system charters handle
their own food service ensure eligible students are identified and reported properly to local systems and to SIS
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions
42For assistance contact JayanthiSothirajahlagov
QUESTION RESPONSE
We are now in the month of September and I have not run DirectMatch Is it too late
bull It is not too late Because the SNAP data loaded to
DirectMatch is cumulative when you run
DirectMatch you will be matching against all of the
files that have been loaded to the DirectMatch
system for the 2020-2021 school year (beginning
with the June file) to get the most up to date results
bull If you need to know the earliest date a student was
matched to SNAP you can run DirectMatch reports
bull Itrsquos important to run DirectMatch monthly to capture
the SNAP match data each month as it becomes
available
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
2020-2021 Fall Collections
43
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
TSDL Fall Collection
Collection Name Application System ndash What Data Is Collected Schedule
TSDL Fall bull Teacher Student Data Link (TSDL) - Fall class schedules for first-time testers taking LEAP 2025 assessments in December Only The data is used for pre-gridding
bull Please refer to the TSDL One pager
bull Opens August 10bull Deadline
September 23
bull Submit class schedules for first-time testers taking the LEAP 2025 Assessments in December only (Algebra I Biology English I English II Geometry US History)
bull Retesters Handled through the DRC online platform Refer to DRC Online and Portal User GuidesFor instructions please refer to the 2020-2021 TSDL User Guide (linked on the System Support page)
SAMPLE LEAP 2025 Courses from the TSDL User Guide - APPENDIX C
If you have questions contact BernettaSimslagov 44
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Oct 1 IDEAMFP Fall Collection
Collection Name What Data Is Collected Schedule
Oct 1 IDEAMFP bull School Calendar System (SPC)bull Student Information System (SIS)bull Homeless Tracking System (HTS)bull Special Education System (SER)
bull Planned district and school calendars
bull Oct 1 student enrollment attendance discipline attendance lunch status homeless and other indicators (504 ESSA etc)
bull Homeless services data
Opens August 19 (SPC) September 18
(SIS SER and HTS)
Deadline October 23
K-3 Assessment bull Student Information System (SIS) Kindergarten entry assessment results and K-3 literacy assessment results
bull Whatrsquos different from last yearbull Please refer to the 2020-2021
System Enhancements
bull Opens October 14
If you have questions contact SystemSupportlagov 45
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Oct 1 IDEAMFP Fall Collection (contd)
Collection Name Application System ndashWhat Data Is Collected
Schedule
Oct 1 IDEAMFP bull Special Education Reporting (SER) -
IDEA Oct 1 - IDEA Counted Not Counted
New FAPE Counted Not Counted FED Eval
Listing PubPrivate PubPrivate SERSIS
SISSER Cross Check Reports and SERSIS
Cross Check (Child Count Compare) Report
bull IDEA Count Deadline October 30
bull Preliminary Run Date September 18
If you have questions contact BernettaSimslagov 46
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Which Students Can Return
Students with disabilities with a prior year non-terminal exit are allowed to return until age
22 These exits include the following
High School Diploma (Alternate Assessment Jumpstart - L1)
High School Diploma (Alternate Assessment Grandfathered ndash CD)
Certificate of Achievement
HiSet
Students who return
Can work towards a terminal diploma
Can be non-diploma seeking
47
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
How to Report Students who Return
48
Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Oct 1 CLASS Fall Collection
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS bull School Calendar (SPC) ndash Planned calendars bull Opens September 22
bull Student Information System (SIS) ndash Student data for all students enrolled on 101 including enrollment attendance discipline lunch status ED status homeless and other indicators (504 etc) Also includes class schedules for classes offeredplanned for the entire school year including schedules for CTECDF and Interest and Opportunities classes
If you have questions contact SystemSupportlagov 49
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Oct 1 CLASS Fall Collection (contd)
Collection Name Application System ndashWhat Data is Collected
SCHEDULE
Oct 1 CLASS bull Homeless Tracking System (HTS) ndash K-12 and underage Homeless student service data
bull Opens September 22
bull Opens August 10
bull Opens September 22
bull Curriculum System (CUR) - Course data and Class schedules
bull Profile Of Educational Personnel System (PEP) ndash Teacher data including salary and tenure teacher class schedules for classes offeredplanned for the entire school year including CTECDF class schedules
If you have questions contact SystemSupportlagov 50
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Oct 1 CLASS Collection (contd)2020-2021 Interests and Opportunities
The Louisianarsquos ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education exposing them to diverse areas of learning in which they can develop their skills and talents
For additional information about the Interests and Opportunities measure for the 2020-2021 school year please refer to the following one-pager2020-2021 IampO onepager
For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education Visual Arts Performing Arts and World Languages please refer to
2020-2021 IampO course list
If you have questions contact BarrettAdamslagov 51
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Curriculum Verification and Reporting System (CVR)
52
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Curriculum Verification and Reporting System (CVR)
Collection Name Application System ndashWhat Data is Collected
Schedule
Oct 1 CLASS Curriculum Verification System (CVR)
bull Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses
bull Populated by the source systems (SIS CUR PEP) submitted by the school systems
bull Ensures that teachers are able to verify the teacher-student links for accuracy
bull CVR data are used to calculate the teachersrsquo VAM scores VAM scores contribute to 35 of a teacherrsquos overall evaluation
bull Opens September 22
View-only 1
November 2 ndash
December 11 2020
View-only 2
March 1-26 2021
Verification
May 3-21 2021
If you have questions contact SystemSupportlagov
CVR Portal httpsleads13doelouisianagovcvr
CVR helpdesk LDOECVRlagov
53
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Validation Reports and Rosters
Collection Name Data Elements
TSDL Fall TSDL Validation Report and Rostersbull LEAP 2025 testers and course information
Oct 1 MFPIDEA SISSER Validation Report and Rostersbull Enrollment and Special Population counts and supporting rosters
K-3 Assessments K-3 Assessment and exemption counts for Kindergarten Entry and K-3 Literacy Results
Oct 1 CLASS Class size counts and Rosters
If you have questions contact SystemSupportlagov
Validation Reports and Rosters for each collection are made available on the Data Management FTP site for use in verifying data submissions
54
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall CollectionsFrequently Asked Questions
55For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How often does Student data need to
be reported to SIS
Student data should be reported to SIS during all open data collection periods (October 1 MFP October 1 CLASS February 1 MFP End-Of-Year)
I am trying to upload our student
data However I am not able to select
the upload tab on the homepage
What am I doing wrong
Please verify you are using a compatible version of Internet Explorer (IE) For troubleshooting refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide
I am receiving a message ldquoThe
maximum concurrent uploads is 6
There are currently 4 uploads
processing Please try again laterrdquo
What does this mean
A maximum of 6 concurrent uploads is allowed to the SIS system Other districts may be uploading at the same time Try again and schedule your uploads periodically throughout the day to alleviate the problem
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall CollectionsFrequently Asked Questions (contd)
56For SIS assistance contact TaraBaylotlagov
QUESTION RESPONSE
How Do I Obtain A Louisiana
Secure ID (LASID) for a Student
A LASID is assigned to each student by the eScholarLouisiana Secure ID System For information regarding assigning and maintaining LASIDs contact eScholar at LouisianaSecureIDescholarcom
I have a student who has turned 22 Do they count for MFP
If a student turns 22 before the first day of school they do not count for MFP If a student turns 22 any time after the first day of school then they do count for MFP
How is free or reduced lunch data reported in SIS
To determine student eligibility for free lunch they should be matched through the DirectMatch system and reported to SIS Please refer to the Student Information System User Guide for information about reporting a studentrsquos lunch status in SIS
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Fall Collections (contd)Frequently Asked Questions
57For SIS assistance contact BernettaSimslagov
QUESTION RESPONSE
How are my Fall testers identified in my TSDL submission
Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th 2021
What grade levels should be uploaded in to TSDL
It should include any 8th grade students who are earning a credit for a high school course along with 9th - 12th graders taking a LEAP 2025 course for the first time
It should not include students who are taking the grades 3-8 assessments
How are my Spring testers identified in my TSDL submission
Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th 2021
Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions
All retesters are handled through the DRC online platform Call DRC LA HelpDesk (888) 718-4836 If you have questions please contact BryanGendronlagov
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Agenda
58
bull Part I ndash Uploading Data and Ensuring Data Quality
bull Understanding The Data Collection Calendarbull Always Open Collections
bull Fall Collections
bull Spring Collections
bull End-Of-Year Collections
bull 2019-20 EOY Collection Closeouts
bull Preparing for 2020-2021 Data Collections
bull Part II ndash Common IssuesRisks of Inaccurate Data Reporting
bull Common Issues and Risks for Funding
bull Common Issues and Risks for Accountability
bull Common Issues and Risks for Other Reporting
bull LEA Responsibilities for Accuracy
bull LDOE Available Supports
bull Other Supports
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Common Issues and Risks for Funding
System Issue Funding Risks
SIS Incorrectly including or excluding students in Oct 1 or Feb 1 counts
Incorrectly including or excluding courses in data submission
Wrong course codes
LEAs will be over or under allocated funding
Audit flags
SER Incorrectly including or excluding students in Feb 1 count
LEAs will be over or under allocated funding
Audit flags
PEP Incorrectly using objectfunction combinations to classify staff
LEAs will be over or under allocated funding
59
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Common Issues and Risks for Accountability
System Issue Accountability Risks
SIS Failure to exit from enrollment or incorrect exit code
Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers
SER LEAP Connect identification ACT 833 goals
IEP determines eligibility for LEAP Connect (along with actual participation)
Goals for Act 833 determine if student meets test requirements for graduation
TSDL Coding courses Determines what tests students are expected
to test and when they are expected to test
STS Complete transcripts with
grad dates Determines if a student is counted as an on-
time graduate
PEP NA NA
60
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
Common Issues and Risks for Other Reporting
System Issue Other Reporting Risks
SIS Incomplete discipline submissions Unable to identify students attending
alternative schoolsprograms
SER Students not exited timely from
SER Official exit count data doesnrsquot
accurately reflect grads transfers to regular ed etc
TSDL Missing schools amp EOCLEAP 2025
coursesclasses Student tests not precoded
accountability implications
STS Missing graduation dates Incorrect course codespart
numbers
Students unable to attend college or qualify for TOPS
PEP Incomplete teacherstaff
submissions Staff not reported for all schools
Incorrect Workforce Report Data Incorrect data in School Finder
61
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
LEA Responsibilities for Accuracy
Data Managers Finance Office Federal Reporting Office Accountability Lead
Attend LDOE monthly webinars
Run and review system reports for accuracy after each data submission
Review the collection validation reports and verify data
Ensure issues identified via systemvalidation reports are corrected in LDOE state systems before system closes
Develop working relationship with Data Manager
Routinely check in with Data Manager during data submission process on status of student or staff counts
Support data system staff in correcting errors detected in validation reports before submission process closes
Work with local data managers to review reports and check for count issues
Review information in SuperApp for consistency and accuracy
Completeupdate any requested changes
Participate in monthly calls
Work with data managers during data certification
Work with schools to understand data on rosters
Verify accuracy of data certification roster and submit changes to data during data certification
62
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
LDOE Available Supports
Data Managers Finance Office Accountability Staff
Monthly Support Calls Office Hours Dedicated data system staff that flag
concerns and answer questions Data validation reports provided to
LEAs during collections Detailed user guides and training
documents Detailed collection benchmark
calendar and guiding documents posted on System Support page
MFP Student Membership definition for base count or weights provided
Concerns with counts flagged and resolved working jointly with data system staff
Monthly Support Calls
Dedicated data system staff that flag concerns and answer questions
63
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