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Regular Education Human Resources Special Education December Count Staff Data Collections 2009-2010 Annette Se

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Regular Education Human Resources Special Education December Count Staff Data Collections 2009-2010 Annette Se

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    4. Differences Between Collections Special Ed HR 3 files: Header, Detail and Student Medicaid Fields Administrative Units report data Only Special Ed codes are valid Different Timeline Regular Ed HR 2 files : Header & Detail No Medicaid fields District/BOCES report data Special Ed codes are invalid Different Timeline Me-medicaid fields removed from staffMe-medicaid fields removed from staff

    5. Data Flow Process- Submitting data to CDE Special Education Regular Education meme

    6. Data Flow Process- Submitting data to CDE (continued) Special Education Regular Education meme

    7. Regular Human Resources Data Collection Timeline meme

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    12. Special Education December Count Collection Timeline KristiKristi

    13. TIERED DATE SUBMISSION: This year there will be tiered due dates to help encourage timely submissions and collection completion to meet Federal reporting due dates Opening –November 16th First File Submission - December 14 Passed Level 1 Edits – December 28 Passed all edits (Level 1 and Level 2) – January 6th HR Staff Review of Special Ed Staff Reports – January 11th – 15th Date by which any changes identified by the Administrative Unit must be resolved (data corrected, resubmitted and passed all edits) Any changes requested by the AU after this data will impact Indicator 20 validity - January 20 Duplicates identified by CDE in the Student Duplicate process must be resolved and data approved by the Administrative Unit – January 20 Signed faxed reports received by CDE - January 20 Date collection closes – January 20 for Student and Staff Suggested time lineSuggested time line

    14. Special Education December Count Staff Timeline There will be Indicator 20 Points tied to each submission deadline Please note: All due dates are for the end-of-business at 5:00pm on the date due. Please let us know ahead of time if you require additional technical assistance in order to meet the deadlines.

    15. WHAT DOES IT MEAN TO HAVE VALID AND RELIABLE DATA?

    16. ADE Submissions Overview KristiKristi

    17. Available Resources for Beginners ADE Website: https://ade.cde.state.co.us/ ADE Tutorial/Demonstration: https://cdeapps.cde.state.co.us/doc_login.htm Regular Ed HR Documentation: https://ade.cde.state.co.us/doc_toc.htm#human Creating a File, definitions, edits, training and updates Special Ed Documentation: https://cdeapps.cde.state.co.us/doc_toc.htm#speddec Creating a File, definitions, edits, training and updates KristiKristi

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    21. General Coding Examples How would you code the following… AnnetteAnnette

    22. 1. A general education third grade teacher?

    23. 1. A general education third grade teacher?

    24. 2. A special education teacher who teaches PK for 1 class and Kindergarten for the rest of the day ?

    25. 2. A special education teacher who teaches PK for 1 class and Kindergarten for the rest of the day ?

    26. 3. A Title I 5th grade teacher?

    27. 3. A Title I 5th grade teacher?

    28. 4. A Title I 10th-12th grade English teacher that instructs both regular ed and special ed students?

    29. 4. A Title I 10th-12th grade English teacher that instructs both regular ed and special ed students?

    30. 5. A teacher teaching Chinese for 2 hours to 11th graders?

    31. 5. A teacher teaching Chinese for 2 hours to 11th graders?

    32. General Guidelines meme

    33. SUBMIT EARLY & SUBMIT OFTEN meme

    34. Full Time Equivalent (FTE) Full Time Equivalence (FTE) is calculated individually within their job class category by:

    35. FTE Example John is reported with 6 hours/day and 180 contract days. He is a teacher In the Data Summary Report, the mode contract days is 160 and the mode hours/day is 8 for his job class category (Instructional 201-206) FTE calculated by:

    36. Reading Error Reports Error report is named ‘Failed Edit Checks’ Fixing 1 error may fix other related errors First 100 records pertaining to error will be displayed beneath error message

    37. Reading Error Reports- preliminary Either file length is wrong or there is invalid text Open and review file in textpad (preferred), notepad or wordpad This view is how CDE receives the data Check for column headings (need to be deleted) Check for file length by counting # of bytes

    38. Reading Error Reports- 1st Level Check validity of all reported codes Be sure all SSN’s in the Header File are also listed in the Detail File Be sure all SSN’s in the Detail File are also in the Header File

    39. Examples of 1st Level Edits “If REASON blank, there must be a corresponding detail for each header. A detail record is required for all staff.” This error states that you have an employee in the header file who is not listed in the detail file. The SSN(s) that are listed below this error, need to be added to your detail file

    40. Reading Error Reports- 2nd Level All other edits are listed within this level Related Field Codes are checked for valid correlations Many edits regard the required fields for teachers and validity of each coding combination Please note: All teachers not HQ will generate a 2nd level error

    41. Examples of 2nd Level Edits “STATE CORE CONTENT TEST ADMINISTERED is blank for teacher with Passed Elementary or Early Childhood Content Test Field marked with a yes.” This error is for a teacher who has been indicated as passing the test but there is not a valid state code listed within ADE documentation (definitions)

    42. Examples of 2nd Level Edits (cont) “Teachers teaching grades between K-5th AND 7th-12th, must have separate detail records for each grade range.” Explanation: Teachers in both an Elementary setting (K-5th) and a Secondary setting (7th-12th) must have 2 detail records. This is due to the different HQ requirements at each level

    43. Special Education Error Examples “Student grades are not reported as a grade level for the listed provider.” “Teaching grade level does not match the grades reported in the student caseload.” “If grade level is marked as pre-k, no other grade levels can be reported in the same detail record.  A separate detail record must be used for any additional grades.” NOTE: Use Admin Area Code 0035 for Pre-K grades To correct – update teacher’s teaching grade levels in staff detail file to match exactly with their student’s grades reported in their caseload. To correct – update teacher’s teaching grade levels in staff detail file to match exactly with their student’s grades reported in their caseload. To correct – update teacher’s teaching grade levels in staff detail file to match exactly with their student’s grades reported in their caseload.

    44. Reading Warning Report General warnings Displays data anomalies Does Not have to be corrected. However, it is advised all warnings are checked and verified ensuring that the data reported is correct, despite anomalies Salary warnings Full time salary is not within the salary range in the Salary Matrix Report

    45. Example of a General Warning WARNING: “Total FTE for the district is either 5% greater or 5% less than the total FTE from last year.” Explanation: There has either been more or less staff reported by your district since the prior year. This may actually be the case in your district-so it could be ignored. Or- staff were left out unintentionally and would need to be added.

    46. Understanding the Salary Warning The Salary for comparison is computed: PER RECORD. Example- If there are 2 records for 1 person, each record will be treated individually and not combined. Using FULL TIME Status. Example- If record is 0.5 FTE, salary will be doubled for a 1.0 FTE comparison. The computed salary is compared with the Salary Matrix Report Ranges and warning is generated if they do not match.

    47. Salary Matrix Report Data on report is NOT distributed to any other sources Data ranges are provided by the contacts Data can be changed throughout collection by making changes in the paper document and faxing it to Annette Severson (303-866-6888) AnnetteAnnette

    48. 2009-2010 Data Collection Changes Regular Human Resources Special Education December Count- Staff KristiKristi

    49. Special Education December Count Staff Changes Following Fields No Longer Required Data is now collected on the Cost Report Medicaid Qualified Service Provider Services Provided in Group Setting Average Number of Students in Group Hourly Rate of Benefits for Hourly Employee Benefits for Salaried Employee (Medicaid Qualified) All may be zero-filled

    50. KristiKristi

    51. Changes- Regular HR AND Special Ed December Count Special Ed December Count Required for Job-Class Codes: 202, 216 104, 107 IF School is specified (not District-wide School Code - 9980) If not required, must be zero-filled Regular Ed HR Required for Job-Class Codes: 105, 106, 201, 204, 206, 216 104, 107 IF School is specified (not District-wide School Code -9980) If not required, can be zero-filled, blank or valid coding option. KristiKristi

    52. Changes- Regular HR AND Special Ed December Count KristiKristi

    53. Changes- Regular HR AND Special Ed December Count KristiKristi

    54. Changes- Regular HR AND Special Ed December Count KristiKristi

    55. KristiKristi

    56. Additional Coding Examples How would you code the following….

    57. 6. A teacher who has been technologically assessed to be proficient by technology endorsement in Nov ‘09?

    58. 6. A teacher who has been technologically assessed to be proficient by technology endorsement in Nov ‘09?

    59. 7. A teacher for 6 classes and a librarian for 1 period who has been technologically assessed to be proficient by self assessment in October 2009?

    60. 7. A teacher for 6 classes and a librarian for 1 period who has been technologically assessed to be proficient by self assessment in October 2009?

    61. 8. A teacher who has not been technologically assessed and will not be before February 1st 2010?

    62. 8. A teacher who has not been technologically assessed and will not be before February 1st 2010?

    63. 9. A teacher who has been technologically assessed to be proficient by review of course transcripts in Jan 2010?

    64. 9. A teacher who has been technologically assessed to be proficient by review of course transcripts in Jan 2010?

    65. 10. A teacher who was assessed to not be technologically proficient by peer review in May ‘09?

    66. 10. A teacher who was assessed to not be technologically proficient by peer review in May ‘09?

    67. 11. A teacher who has been technologically assessed to be proficient by the supervisor’s assessment in February 2007?

    68. 11. A teacher who has been technologically assessed to be proficient by the supervisor’s assessment in February 2007?

    69. 12. A teacher who has been technologically assessed to be proficient by a routine supervisor’s review in September ‘09?

    70. 12. A teacher who has been technologically assessed to be proficient by a routine supervisor’s review in September ‘09?

    71. 13. A teacher who has been technologically assessed to be proficient by a routine supervisor’s review in September ’09 and then also a peer review in October ‘09?

    72. 13. A teacher who has been technologically assessed to be proficient by a routine supervisor’s review in September ’09 and then also a peer review in October ‘09?

    73. 14. A teacher who has been technologically assessed to be proficient by a self assessment and a technology endorsement in October 2009?

    74. 14. A teacher who has been technologically assessed to be proficient by a self assessment and a technology endorsement in October 2009?

    75. Upcoming 2010-2011 Changes

    76. Special Education December Count Student 2010-2011 Field Layout Changes Ethnic/Racial Category Racial Category (2 new bytes will be added in 2010) Ethnic Category (For Future Use) – Bytes previously starting at 36 will be moved to bytes 26-27 starting in 2010 No longer required, being eliminated Date entered into Part B (for students under 4) IDEA Part C

    77. 2010-2011 New Racial and Ethnicity Reporting Changes Regular HR Special Ed December Count- Staff and Student

    84. American Recovery and Reinvestment Act (ARRA) Potential 2010-11 Staff Reporting Changes Applicable to all states which accept Phase II State Fiscal Stabilization Funds Eligibility to apply for Race to the Top (R2T) Majority of data is already collected Assessments for Special Ed & English Language Learners Charter school information Schools on improvement, corrective action or restructuring Me Me

    85. Potential ARRA Changes 2010-11 What teacher and principal evaluation systems are used? Are student achievement outcomes included? What performance rating or level did each individual receive? meme

    86. Brainstorm Evaluation systems By district or by school Standard methods for consistent coding Use one or multiple Are student achievement outcomes included? Always, sometimes or never Performance ratings More than satisfactory or unsatisfactory Collection options meme

    87. THANK YOU! Please contact us… Special Ed December Count Kristi Gleason (303) 866-4620 gleason_k@cde.state.co.us Regular Human Resources Annette Severson (303) 866-6824 severson_a@cde.state.co.us meme

    88. Additional Contacts Valerie Carli (303) 866 6711 carli_v@cde.state.co.us Lauren Rossini (303) 866-6688 rossini_l@cde.state.co.us Sonia Vargas (303) 866-6649 vargas_s@cde.state.co.us Regular Human Resources Yoon Shin (303) 866-6755 shin_y@cde.state.co.us Dennis St. Hilaire (303) 866-6840 st.hilaire_d@cde.state.co.us Special Ed December Count bothboth

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