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Education Data Management Reference Manual for Utah LEAs

Education Data Management Reference Manual for Utah LEAs. randy.raphael@schools.utah.gov www.schools.utah.gov/finance/statistics Finance and Statistics Section Business Services Division Utah State Office of Education April 9-10, 2009. TOPICS. Staff Membership Accounting Definitions

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Education Data Management Reference Manual for Utah LEAs

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  1. Education Data ManagementReference Manual for Utah LEAs randy.raphael@schools.utah.gov www.schools.utah.gov/finance/statistics Finance and Statistics Section Business Services Division Utah State Office of Education April 9-10, 2009

  2. TOPICS • Staff • Membership Accounting • Definitions • Key Rules • Data • Collections • Documentation • Calendar • Records Management • Funding Programs • Selected State • NCLB Formula • Data for Planning 4/6/2009

  3. Staff • Emily.Eyre@schools.utah.gov (801-538-7671) • Pupil Accounting • R277-419 Interpretation • Legal Compliance Audit (APP C-5) • CACTUS • Educator statistics • Classroom Materials & Supplies program • Professional Staff Cost program • Shaunna.Ford@schools.utah.gov (801-538-7672) • CACTUS school directory data • Demographic data requests • Finance and Statistics website • Necessarily Existent Small Schools program 4/6/2009

  4. MEMBERSHIP ACCOUNTING • Definitions • Adaptation to Charters • Basic Rules • Interpretations 4/6/2009

  5. Definitions (1) • Membership • being enrolled in a school • Fall Enrollment • total number of students in membership on October 1 • Aggregate Membership • total number of (180-day equivalent) days enrolled for school year and unit of analysis (student, grade, program, school, district, state) • Average Daily Membership (ADM) • aggregate membership divided by 180 4/6/2009

  6. Definitions (2) • Basic Formula • Most MSP funds allocated according to “prior year” plus “growth” subject to “hold harmless” provision • Prior Year • ADM derived from prior Year End Clearinghouse • Growth • Percentage difference between Fall Enrollment derived from October Clearinghouse of current year and Fall Enrollment derived from October Clearinghouse of prior year • Hold Harmless • When growth is negative, prior year ADM is not reduced • WPU • ADM is transformed into Weighted Pupil Unit 4/6/2009

  7. Adaptation to Charters • Fall Enrollment Projection (March) • Basis for K-12 allocation Jun through Nov • Fall Enrollment (Oct 1) • Revises projected K-12 allocations for Dec through end of FY • Special Education Count (Dec 1) • Revises projected SPED allocations for Jan through end of FY • Average Daily Membership (July 15) • Larger of ADM or (projected) Oct 1 membership determines (initial) allocation for following FY 4/6/2009

  8. Part Time Rule (1) • If the student was enrolled for only part of the school day and/or only part of the school year, the student’s membership should be prorated according to the number of hours or periods the student was actually enrolled in relation to the number of hours or periods the typical student could have been enrolled. 4/6/2009

  9. Part Time Rule (2) • As one example, if the student was in membership 4 periods each day in a 7-period school day for all 180 school days, the student’s aggregate membership is 103 days. • As another example, if the student was in membership for 7 periods each day in a 7-period day for 103 school days, the student’s membership is 103 days. 4/6/2009

  10. Ten Day Rule • If the student had 10 consecutive school days of unexcused absences, the student’s exit date should not be later than the school day after the 10th day of such absences and, consequently, the student should not generate membership from that day on. 4/6/2009

  11. Appropriate Useof Exit Codes • If you know the student . . . • transferred, use the appropriate transfer code • is no longer enrolled (anywhere) because of a “situation so serious that educational services cannot be continued even under the conditions of R277-419-4(A)(1)(f)(ii)” [traditionally known as “homebound/hospitalized”], use WD (Withdrawal) — this is the only case in which WD is appropriate • is no longer enrolled in your school, but do not know whether the student transferred, use DO (Dropout) • If you don’t know what happened to the student, • you should also use DO, but UN (Unknown) is acceptable 4/6/2009

  12. NontraditionalDelivery Systems • Unless otherwise provided for in R277-419 • If you grant credit for class, include it in calculation of membership • If you claim membership for a class, include it in the Data Clearinghouse • Normally your school counselor will approve a class before you grant credit . . . • Unless it is an Electronic High School class, in which case you must grant credit 4/6/2009

  13. Charter Membershipby District of Residence (1) • Correct reporting is crucial for two major reasons: • Projection of enrollment • Drives legislative appropriation for public education • Reallocation of revenue from districts to charter schools • Local property tax (“Local Replacement”) • NCLB formula grants (e.g., Title I) 4/6/2009

  14. Charter Membershipby District of Residence (2) • Indicate the district in which the student would be residing, based on the student’s permanent address, if they were not attending the charter school • Does not necessarily mean the district within whose boundaries charter school is located • May legitimately be a district at some distance from the charter school, if the student has moved away from their parents to attend the charter school 4/6/2009

  15. Charter Membershipby District of Residence (3) • In June 2009, the USOE, in cooperation with the Utah Automated Geographic Reference Center (AGRC), plans to launch a web service that will allow a charter school to enter the permanent address (street, city and zip code) of a student and retrieve the name and number of the distict in which the address is located 4/6/2009

  16. Charter Membershipby District of Residence (4) • Clearinghouse Summary Reports • Forwarded by USOE to school district business officials during the data collection period • Shared Responsibility • District — Follow up immediately and directly with a charter school where any concern arises as to the accuracy of the counts • Charter School — Inform the district in question as soon as a student from that district enrolls in the charter school • Inaccuracies in recording of district of residence should be resolved cooperatively among districts and charter schools on an ongoing basis before they become problems in reporting and allocation 4/6/2009

  17. DATA COLLECTIONS • Data Clearinghouse File • Student unit record • CACTUS Database • Teacher unit record • School directory record • Year End Web Survey • Miscellaneous school level and LEA reports 4/6/2009

  18. Data Clearinghouse File • District • School • Student (regular membership, demographics, program participation) • SCRAM (special education) • Course Master (class schedule) • Course Membership (student transcript) • Exit Status Change (to update or resolve status if necessary) 4/6/2009

  19. Clearinghouse Process (1) • LEAs submits data file by: • Going to https://secure.schools.utah.gov • Navigating to Folders\Distribution\School Districts\(your LEA)\Clearinghouse\Uploads • Uploading file from local computer via browser • Notifying Bruce.Hudgens@schools.utah.gov that the file is ready for processing and of the type of processing to be done: • S3 • CTE (which goes into PATI) • Both S3 and CTE 4/6/2009

  20. Clearinghouse Process (2) • Bruce: • Processes file • Sends email to Shaunna and Paul Crawford (charter schools) with link to dropbox from which a Clearinghouse summary report in PDF can be retrieved • Shaunna & Paul: • Retrieve and review report • Forward copy to the designated LEA Business Administrator with notes on data points requiring attention 4/6/2009

  21. CACTUS • Comprehensive Administration of Credentials for Teachers in Utah Schools • Official source of licensed educator data • Assignment, degree, demographics, endorsement, license, Praxis scores, etc. • Official source of school directory data • Whenever any directory information changes, please notify Shaunna immediately 4/6/2009

  22. Creating a New Schoolin Cactus (1) • Send Shaunna email with: • Preferred three-digit school number • Existing numbers cannot be reused • Name • Mailing (and physical) address (if different) • Opening date • And answers to the following questions: • What range of grades does the school serve? • What type of school is it? (in the sense of “program offered” or “basic purpose”) — Reg, Sped, Voc, Alt • Is it a virtual school? • Is it a magnet school? • If it serves Grade 12, does the school offer a regular diploma in its own name? 4/6/2009

  23. Creating a New Schoolin Cactus (2) • And, as soon as possible: • Name of principal (or equivalent with specific title) legally responsible for day to day operation of school • Other contact information: phone, fax, email, website • Communications about Youth In Custody (YIC) facilities, should go directly to: • Travis.Cook@schools.utah.gov (801.538.7711) 4/6/2009

  24. Full Time Equivalent (FTE) Definition • Measure of Labor (not Compensation) • An individual’s FTE in CACTUS is based upon an individual’s contract time worked; not on the individual’s level of compensation • Prorated • An individual that works fewer periods, hours or days (however labor is measured) than the LEA standard for full time employment in the position should be entered as less than 1.0 FTE. 4/6/2009

  25. Year End Web Surveywww.schools.utah.gov/yews • Classified Personnel • Driver Education • Fee Waivers (by school) • Home Schooled • Charter schools do not have any geographic jurisdiction over which they are expected to enforce compulsory school attendance laws, so they have no authority to exempt a student from public schooling for any reason; in short, the student’s district of residence must process home schooling requests • Paraprofessionals (by school) • Teacher Benefits 4/6/2009

  26. DATA DOCUMENTATION • Data Standards • Legal • Technical • Compliance Audits • Fall Enrollment • Aggregate Membership • Transfer Students • Career and Technical Education (CTE) 4/6/2009

  27. Legal Standards • R277-419 Pupil Accounting • www.rules.utah.gov/publicat/code/r277/r277-419.htm • R277-484 Data Standards • www.rules.utah.gov/publicat/code/r277/r277-484.htm 4/6/2009

  28. Technical Standards • Data Clearinghouse File Layout • www.schools.utah.gov/computerservices/Clearinghouse/Clearinghouse.htm • CACTUS Help • www.schools.utah.gov/cactus/cactus_help.htm • Year End Web Survey Help • www.schools.utah.gov/finance/statistics/data_managment/documents/yews.pdf 4/6/2009

  29. Legal Compliance Audits • Utah Legal Compliance Audit Guide • www.sao.utah.gov/lgResources.html (APP C-5) • Fall Enrollment • Are the students really there? • Aggregate Membership • How long were students really there? • Transfer Students • Did they really transfer — or were they dropouts? • Performed by independent CPA licensed to conduct audits • Chosen and paid for by LEA 4/6/2009

  30. CTE Membership Audit • Planned and performed by Emily • One-third LEAs site / desk audited annually • Uses probability sampling of classes • All LEAs edit checked via PATI annually 4/6/2009

  31. DATA SUBMISSIONCALENDAR • Data Clearinghouse • Audit Reports • CACTUS Database 4/6/2009

  32. Calendar (1) • June 29 — CACTUS • Professional Staff Cost • Statistics • Average Salary • Staffing Ratios (denominator) • July 15 — Clearinghouse • Aggregate Membership • Regular • Special Education 4/6/2009

  33. Calendar (2) • July 15 (cont.) • At Risk Programs • Disadvantaged Minority • Economically Disadvantaged • English Language Learner (LEP) • Homeless • Early Graduates • Charter ADM by District of Residence • To determine district contribution to Local Replacement • Assurances Signature Form 4/6/2009

  34. Calendar (3) • July 15 (cont.) • Year End Web Survey • September 15 • Membership Audit Report 4/6/2009

  35. Calendar (4) • October 15 — Clearinghouse • Fall Enrollment by Grade • Foreign Exchange (J-1 Visa) • Charter Economically Disadvantagedby District of Residence • Charter Enrollment by District of Residence • To determine charter share of Local Replacement • November 1 • Enrollment Audit Report 4/6/2009

  36. Calendar (5) • November 15 — CACTUS • Classroom Supplies and Materials • Legislative Salary Adjustment • December 15 — Clearinghouse • Special Education • Cal Newbold @ 538-7724 4/6/2009

  37. RECORDS MANAGEMENT • Immunization • Depository Library Program • GRAMA Training • Organizing Records Management • Public Records • FERPA 4/6/2009

  38. Immunization Law • 53A-11-301. Unless exempted for personal, medical, or religious objections as provided in Section 53A-11-302, a student may not attend a public, private, or parochial kindergarten, elementary, or secondary school through grade 12, . . . in this state unless there is presented to the appropriate official of the schoola certificate of immunization from a licensed physician or authorized representative of the state or local health department stating that the student has received immunization against communicable diseases as required by rules adopted [by the Utah Department of Health] under Section 53A-11-303. 4/6/2009

  39. Immunization Help • Read the Immunization Rule for Students @ www.rules.utah.gov/publicat/code/r396/r396-100.htm • Go to www.immunize-utah.org/provider/school to submit data • Get help from Catherine, Utah Department of Health, at chamilto@utah.gov (801-538-6298) • Know the bottom line • Failure to comply will cost you the WPUs associated with membership of noncompliant students 4/6/2009

  40. Depository Publications • Each political subdivision . . . • publishing a digital version of a state publication shall deposite a digital copy with the State Library • shall deposit copies of each state publication that it elects to publish in a physical format in the numbers specified by the state librarian • Submit government publications • publications.utah.gov/submit.html 4/6/2009

  41. Required GRAMA Training • Government Records Access and Management Act (GRAMA) • The chief administrative officer of each governmental entity shall ensure that officers and employees of the governmental entity that receive or process records requests receive required training on the procedures and requirements of Utah Code 63-2 • Intentional destruction of government records in contravention of retention schedule is a Class B misdemeanor 4/6/2009

  42. OrganizingRecords Managment • Appoint a records officer • Read GRAMA • archives.utah.gov/recordsmanagement/government-records-law.html • Schedule training • archives.utah.gov/recordsmanagement/forms/registertraining.htm • Be aware of online reference material • archives.utah.gov/recordsmanagement • Get immediate expert advice • mmclane@utah.gov (801-531-3862) Michael is the record analyst for local education agencies 4/6/2009

  43. Public Records • For most current and former employees, the following data elements must be disclosed: • Name, gender • Gross compensation, job title • Business address, email, telephone number • Dates of employment, number of hours worked per pay period • Relevant education, previous employment, and similar job qualifications 4/6/2009

  44. FERPA • 53A-13-301(1). “Employees and agents of the state's public education system shall protect the privacy of students, their parents, and their families … through compliance with the protections provided for family and student privacy under Section 53A-13-302 and the federal Family Educational Rights and Privacy Act and related provisions under 20 U.S.C. 1232 (g) and (h) [and 34 CFR Part 99], in the administration and operation of all public school programs, regardless of the source of funding.” 4/6/2009

  45. FERPA:Local Responsibilities • DO . . . • Establish a policy governing protection of family and student privacy in accordance with the state and federal law • Train all staff on implementation of the policy • Designate directory information annually and allow opt out from disclosure • Get prior written consent from parents for any survey of students that covers sensitive areas • DON’T . . . • Include student identifier among directory information • Disclose any nondirectory information except as provided by law 4/6/2009

  46. FERPA:Directory Info Examples • Name, address, telephone number, email address, date and place of birth, photograph • Participation in officially recognized activities and sports • Field of study • Height and weight of athletes • Enrollment status (full time, part time, etc.) • Degrees and awards • Dates of attendance • Most recent previous school attended • Grade level 4/6/2009

  47. FERPA:Sensitive Areas for Research • Political affiliations or philosophies • Mental or psychological problems • Sexual behavior, orientation, or attitudes • Illegal, anti-social, self-incriminating, or demeaning behavior • Critical appraisals of individuals with whom the student or family member has close family relationships • Religious affiliations or beliefs • Legally recognized privileged and analogous relationships, such as those with lawyers, medical personnel, or ministers • Income, except as required by law 4/6/2009

  48. FERPA:Nonconsensual Disclosure • ONLY when ALL of following conditions are met: • Your agency or school has initiated the research in order to • develop, validate, or administer predictive tests; • administer student aid programs; or • improve instruction. • The design and conduct of the study does not permit personal identification of parents and students by individuals other than authorized staff of the research organization. • Disclosed information is destroyed when no longer needed for the purpose for which the study was conducted. • [34 CFR 99.31(6)] 4/6/2009

  49. Technical Assistance • State • 53A-13-302 • le.utah.gov/~code/TITLE53A/htm/53A13_030200.htm • FERPA FAQ • http://www.schools.utah.gov/LAW/Papers%20of%20Interest%20Files/FERPA_Summary.pdf • Carol Lear, Jean Hill @ 538-7830 • Federal (Family Policy Compliance Office) • www.ed.gov/policy/gen/guid/fpco • FERPA@ed.gov 4/6/2009

  50. STATE FUNDING PROGRAMS • Necessarily Existent Small Schools (NESS) • Professional Staff Cost • Classroom Materials and Supplies 4/6/2009

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