Welcome KSIS Mid-Year Training

WelcomeKSIS Mid-Year Training January 8, 20148:00 a.m. (CST)/9:00 a.m. (EST)

Welcome and Housekeeping Becky Jenkins KIDS, Division of Enterprise Data

EILA Credit/Lync Assistance • EILA Eligible Training • Registered participants are eligible for EILA credit. Online training evaluation survey must be completed for credit to be awarded. • If participating in a group setting, email a sign-in list to Linda Burton. • Lync Assistance • If you need assistance with your Lync connection, audio or visual settings, contact the KETS Service Desk: • (502) 564-2002 (local) • (866) 538-7435 (toll free) • Email: ketshelp@education.ky.gov • Important: Meeting link should be opened using Internet Explorer, not Chrome or Firefox.

Questions and Information • Have a Question? Post it in the Lync chat window and it will be answered during the Question and Answer period at the end of the session. • Presentations from today’s Mid-Year Training • Available online: http://education.ky.gov/districts/tech/sis/Pages/KSIS-Training.aspx

KSIS Mid-Year Training: Agenda

Infinite Campus New Interface Changes E.1402 Lisa Rhoton, Client Executive Infinite Campus, Inc.

Preschool Annie Rooney French, Preschool Consultant Office of Next Generation Learners Division of Program Standards

Objective • To help the district data entry people ensure that preschool children eligible for funding will show up in the IC count.

Preschool Enrollment • Eligible children include 3s and 4s with an active and locked disability, and 4 year-olds who whose family income is up to 150% of poverty. • Other children may be enrolled, but they are not counted for funding purposes.

Other Children Enrolled • Other preschoolers are enrolled if they are receiving services such as: • Special Education only (“N”) • RTI/KSI (non-income eligible) • Head Start in school building • FRYSC child care • Over income preschool (if space is available) • Other: Title I, Tuition, ELL, universal preschool

Grade 97, 98 or 99? • To determine the grade of the child, look at their age on October 1st. • A two year old on Oct 1 with a disability who turns 3 after Oct. 1 is in Grade 97.

State Exclude • There is no need to click on State Exclude. • Preschool is not included in the state reporting counts.

Serving Eligible Children • Remember districts cannot have a waiting list and must serve all eligible children. This includes 3 and 4 year-olds with disabilities. • However, districts are not required to enroll at-risk children who turn 4 after October 1; those children would be at-risk during the following school year.

State Format ExtractSpring Enrollment The Spring Enrollment on March 1st counts all eligible 3 and 4s.

Funded Categories • Y4 At Risk – up to 150% of poverty, must be 4 years-old on or before Oct. 1, 2013 • Y2, Y3 and Y4= Grade 97, 98 and 99 • SL= Speech Language Disability with an active and locked IEP. • MMD= Mild to Moderate Disability including developmental delay

Funded Categories • Sev=Severe Disability • Total Disability=sum of all three categories of disabilities for the 3 age groups • Total Eligible=the sum of the disabilities combined with the sum of the at risk 4s

What shall we do when children are not showing up in the detail list?

Is the child’s name not showing in the detailed list? • Is the IEP active and locked? • Are all the fields filled out (disability, Conference Summary evaluation date? • Is the Setting “Home”? • Is the child a special ed only student, Enrollment Type “N”? • Is there a preschool tab?

Name showing but no “1s” • Check to see that the child is actively enrolled. • Is the IEP active and locked? • Does the date of enrollment for children match the IEP date (unless the 4 year-old is income eligible)? See RTI/KSI slide for more details. • Is there a preschool tab for the child?

Name showing but no “1s” • Is the child a Head Start student (not enhanced)? • Does the IEP information match the enrollment information (grade, school)?

KSI/RTI • If a child is in KSI/RTI, he/she isn’t eligible to be counted until there is an active and locked IEP, unless the child first enrolled as an income eligible 4. • When the IEP is active, if the child wasn’t already an income eligible 4, then end date the initial enrollment using the W01 code, and reenroll the child using the R01 code. Remember also give the child a new preschool tab with the new date of enrollment and end date the previous preschool tab.

Must be enrolled on March 1 • The count is for children who are enrolled on March 1 regardless of when they entered. • If a child has left the school district before March 1, he/she will not count for funding purposes.

Head Start • A child enrolled as Head Start will not be counted in the Preschool Spring Enrollment Count. • For the 2013-14 school year their name will show up in the Detailed report but there will be no boxes with a “1” regardless of other boxes checked in the preschool tab.

Spring Enrollment Count • For children enrolled on March 1 • Data will be pulled March 10, 2014 • KDE will contact the districts with the count pulled • Districts will verify accuracy • Corrections completed by March 28, 2014

Questions? • Please contact your KDE preschool consultant in your RTC region if you have questions or concerns: Phone (502) 564-7056 • Anderson RTC – Melody Cooper x 4763 • Ashland RTC – Sally Shepherd x 4716 • Berea RTC – Annie Rooney French x 4736 • Calloway RTC – Sally Shepherd x 4716 • Simpson RTC – Melody Cooper x 4763 • Administrative Support – Kim Wiley x 4710 • Branch Manager - Bill Buchanan x 4702

Questions? • Have a Question? Post it in the Lync chat window.

2013-14 Safe Schools Windy Newton, Systems Consultant IT Office of Next Generation Schools &Districts Division of Student Success

Requirements 2013-14 • Resolutions mapped to the state code of SSP7: Restraint and SSP8: Seclusion have been added to the data standards and reporting for Safe Schools. • Data collection of Restraint and Seclusion custom tab must be completed for any incident resulting in Restraint or Seclusion.

Requirements for inclusion in Safe Schools Reporting • Incidents with law or board violation selection from one of the following categories: • Assault or Violence • Guns or other weapons • Controlled substances (including alcohol or tobacco) • Bullying or Harassment • Incidents with state resolutions of one of the following: • Expulsion, with services – SSP1 • Expulsion, without services – SSP2 • Out of School Suspension – SSP3 • In School Removal – INSR • Restraint – SSP7 • Seclusion – SSP8

Data Standards • A list of the select law and board violations can be found in the 2013-14 Safe Schools Data Standards on the KDE Safe Schools website. • The data standards provide users with details as to what data must be entered into IC for safe schools reporting purposes. Descriptions and screenshots are part of the document.

Communication • KDE’s primary point of contact for Safe Schools data collection is the Safe Schools Coordinator for the district. • All notifications sent to Safe Schools Coordinators are also sent to the KSIS Point of Contact. • It is the district’s Safe Schools Coordinator’s responsibility to communicate important notifications regarding data entry and standards to the school users in their districts.

How is the data used? • The data is reported to the Kentucky Center for School Safety • The Office of Education Accountability • Legislative requests • U.S. Department of Education • School Report Card > Learning Environment tab > Safety Tab

School Report Card • This data will be reported on your district and school report cards via Open House for 2013-14. • The 2012-13 data is populated currently for each school. • It is very important that schools and districts verify their data during the verification window for Safe Schools reporting and during the verification window for School Report Card.

Corporal Punishment • If your district does not implement Corporal Punishment according to board policy, the resolution code should be end dated via Behavior > Admin > Resolution Types • This will prevent users from selecting as a resolution in error.

Multiple Resolutions • Scenario: • Student receives a resolution of In-School Removal • During serving of INSR, student receives an Out-of-School suspension before INSR has ended • INSR resolution must be end dated or end timed prior to the start of the SSP3

State Resolutions • Require a selection of a law or board violation on the event detail • Require a start date and time • Require an end date and time

Restraint and SeclusionResolution ID • Why is this important? • This is the primary data element that will connect the data entered on the Restraint/Seclusion tab to the data entered on the Behavior Detail. • The student level custom report will not generate if the IDs do not match. • The data is required according to regulation.

Restraint and SeclusionResolution ID • The resolution ID field on the Restraint and Seclusion tab must be manually entered • Where do I find it? • The resolution ID is an auto-generated number assigned to a resolution when saved in the Behavior Management Tool. • Within the student’s Behavior Tab, click on the hyperlink to the appropriate incident (this will open the incident detail).

Restraint and SeclusionResolution ID continued • Click on the ID hyperlink within Incident Detail. • This will open up the incident within the Behavior Management Tool, the Resolution ID will be found within the Events and Participants section of the Incident.

Restraint and SeclusionResolution ID continued • Enter this resolution ID on the Restraint and Seclusion Tab in the Resolution ID field. The resolution ID on the R/S tab and the Behavior detail must match!

Recorded WebEx Session • KDE has developed and posted a recorded WebEx session detailing the steps described in the previous slide. • This can be found on KDE’s Safe Schools Data Collection and Reporting website.

Safe Schools Extract • The Safe Schools Extract is located via KY State Reporting | Safe Schools. • The validation report should be run monthly and distributed to schools for clean up of error/warnings prior to the end of the school year.

Validation Checks • Errors– Indicate problematic data that will NOT pull on the report • Warnings – Indicate problematic data that WILL pull on the report Districts should work throughout the school year to clean up errors and warnings.

Safe Schools Extract: Report Errors • Error 1: Resolutions – Missing Start/End Dates and/or Start/End Times This error will appear anytime a student has a state resolution without a resolution start/end date and/or start/end time.

Safe Schools Extract: Report Errors • Error 2: State Resolutions without a Law or Board Violation Selected This error will appear any time a student has a State Resolution without a selection of a Law or Board violationwithin the Event Detail

Safe Schools Extract: Report Errors • Error 3: Events without a Participant This error will appear anytime an event with a qualifying Law or Board violation does not have participant selected. • To resolve this issue: find behavior incident and add participant, if applicable; otherwise the incident should be deleted.

Safe Schools Extract: Report Errors • Error 4: Student Behavior Incident Date is not within Enrollment This error will appear for any student offender with a qualifying behavior incident date outside the student’s enrollment dates. • To resolve this issue, verify incident date as compared to enrollment start/end dates. If this is a non-reported incident, such as attendance letter for documentation purposes, the error can be disregarded. • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

Safe Schools Extract: Report Warnings • Warning 1: Out of School Suspension/attendance dates and/or times Inconsistent This warning will appear for students who received a state resolution of SSP3 and the start/end date/times of the behavior resolution are not consistent with the check-in/out date/time within the student’s attendance. • NOTE: the Suspension/Attendance Linkage report will assist. • Check-in/out date/times are the authoritative elements for this data.

Safe Schools Extract: Report Warnings • Warning 2: Missing Demographic Data This warning will appear for students who are missing one or more of the following demographic fields: • State Student ID • First Name • Gender • This error should really never occur, if it does a ticket with IC Support should be open to resolve the demographic issue. • This warning will be removed in a future release.

Safe Schools Extract: Report Warnings • Warning 3: Student Behavior Resolution Date not within Enrollment This warning will appear for students who have a behavior resolution start/end date outside of the enrollment start/end dates. • For validation purposes, users should verify the dates of the resolution are within the dates of an enrollment record. • A future update will change the logic of this error to compare the incident date to any district enrollment, not just the current school enrollment.

Welcome KSIS Mid-Year Training