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Student Record Collection

Student Record Collection. 2019-2020 Updates Virginia Department of Education Office of Educational Information Management June 2019. Agenda. Updates & Clarification to Data Elements Retired Data Elements for 2019-2020 New Data Elements and Codes for 2019-2020 Questions.

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Student Record Collection

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  1. Student Record Collection 2019-2020 Updates Virginia Department of Education Office of Educational Information Management June 2019

  2. Agenda • Updates & Clarification to Data Elements • Retired Data Elements for 2019-2020 • New Data Elements and Codes for 2019-2020 • Questions

  3. Updates & Clarification to Data Elements for 2019-2020

  4. Serving Division/Serving School Changes • Divisions 280-299 will no longer be used for Special Ed Tuition Reimbursement purposes • The serving division/school should reference the physical setting for all students • New division/school numbers will be reported for Private School Special Ed students • 600/8000 will no longer be accepted • Division/school numbers will be published for these facilities as soon as possible

  5. PK Experience for KG Students • Accurate PK Experience! • PK Experience data is being published on the School Quality Profiles • If a student has a public PK experience in your division (reported with a PK Funding Code while in PK), then that information supersedes the data collected by the parent during kindergarten registration

  6. Aggregate Days Unscheduled • Another attendance option to use other than present or absent, since the student is not expected to be in school on these days • A pupil shall be counted present only when he is present for roll call or is in attendance for approved participation at approved school-sponsored field trips or other approved activities or events. (8VAC20-110-40). • A student is absent when he was expected to be present but is missing for roll call or is not in attendance for school sponsored activities.

  7. Retired Data Elements for 2019-2020

  8. Retired Data Elements Formerly NAEP Homeroom Identifier Formerly Unexcused Absences Formerly MOP flag (transitioned to MSC) Formerly MOP Number of Classes Formerly Credit Accommodation Flag Formerly Attendance Plan Code Formerly Attendance Conference Code Formerly Court Referral or Proceedings Filed Code

  9. New Data Elements and Codes for 2019-2020

  10. New Data Elements Unexcused Absence - Truancy Unexcused Absence – Locally Defined Attendance Plan Flag 2019 Attendance Conference Code 2019 Court Referral Code 2019 Early Intervening Services Flag Seclusion (private school, special ed) Restraint (private school, special ed) Locally Awarded Verified Credits Special Permission Locally Awarded Verified Credits Credit Accommodation Codes Intensive Support Services Code (Formerly special ed tuition reimbursement)

  11. Unexcused Absence - Truancy • The cumulative number of absences where student whereabouts are unknown and not supported by parent • Some examples include: • Student is at a friend’s house • Student may show up to school but does not enter

  12. Unexcused Absence – Locally Defined • The cumulative number of absences where student whereabouts are known or supported by the parent, but administration or local policy still deems the absence unexcused • Depending on local policies, some examples could be: • Participation in non-school athletic activities where the student misses school – i.e. a travel tournament • Vacation/out-of-country trips that may include students visiting relatives (some divisions excuse this, others do not) • Community events where a student may be volunteering their service during school hours • College visits

  13. Attendance Plan Flag/Code 2019 • A flag to indicate whether a plan was jointly developed to resolve the student’s nonattendance when the student accrues five unexcused absences for the year. Such plan shall include documentation of the reasons for the student’s nonattendance. • Codes: • Y/N – was a plan created – would be required for every record OR • 1 – Yes plan was created • 2 – No plan was not created • Null • Edits: • Valid Code • Code would be required if sum of at least 5 between Unexcused Truancy and Unexcused Locally Defined

  14. Attendance Conference Code 2019 • A code to indicate whether a conference was held, with or without a parent, within ten school days from the date of the tenth unexcused absence. The conference shall include a principal, or principal’s designee, and incorporate a multi-disciplinary team to address concerns and plan additional interventions to address nonattendance. • Codes: • 1 – Conference held within 1o days of 10th absence with parent • 2 - Conference held within 1o days of 10th absence without parent • 3 – Conference held but not within 1o days of 10th absence with parent • 4 - Conference held but not within 1o days of 10th absence without parent • 5 – Conference not held • Edits: • Valid code • Check against sum of 10 for Unexcused Truancy and Unexcused Locally Defined

  15. Court Referral Code 2019 • A code to indicate whether the student is making progress in improving attendance, or for circumstances in which the parent is intentionally noncompliant, the parent is referred to court; or for circumstances in which the student is resisting parental efforts to comply with compulsory attendance requirements, the student has been referred to court. • Codes: • 1 – Progress Monitoring • 2 – Student referred to court • 3 – Parent referred to court • Edits: • Valid Code

  16. Early Intervening Services Flag • A flag to indicate whether the student received CEIS or CCEIS services at any point during the school year. (IDEA Part B) • Edits: • Y/N – receives services • Notes: • The schools of students with a Y will be checked against lists of divisions required to set aside funds (CCEIS) and divisions who elected to set aside funds (CEIS) • Schools on the CCEIS and CEIS list will receive fatal errors if no students have Y • EOY only

  17. Seclusion • The cumulative number of times that a student in a private school for students with disabilities was put into seclusion, as per the Regulations Governing the Operation of Private Schools for Students with Disabilities. • Edits: • Must be a valid number between 0-9,999 • Check serving division/school to ensure private school for students with disabilities • Allow null for public school students • Notes: • EOY only

  18. Restraint • The cumulative number of times that a student in a private school for students with disabilities was restrained, as per the Regulations Governing the Operation of Private Schools for Students with Disabilities. • Edits: • Must be a valid number between 0-9,999 • Check serving division/school to ensure private school for students with disabilities • Allow null for public school students • Notes: • EOY only

  19. Locally Awarded Verified Credits • The cumulative number of locally awarded verified credits earned by a student, in accordance with the Board of Education’s regulations and guidance, Guidance Governing the Use of Locally-Awarded Verified Credits. • Edits: • Blank or valid number (<= 6) • If primary disability code is blank, valid number <= 3 • Notes: • EOY and Summer only

  20. Special Permission Locally Awarded Verified Credits • The cumulative number special permission locally awarded verified credits earned by a student with disabilities, in accordance with the Guidelines for Standard Diploma Credit Accommodations for Students with Disabilities. • Edits: • Blank or valid number (<= 6) • Primary disability code cannot be blank • Notes: • EOY and Summer only

  21. Credit Accommodation Codes • A state assigned code to indicate any and all credit accommodations that a student with disabilities used to earn credits required to graduate with a Standard Diploma. • Codes: • 1 - Courses Taught in Two Parts - Two standard credits for one sequence in a content area • 2 - Expanded Score Range for Expedited Retake - Students with a scaled score between 350-374 are eligible for an expedited retake on that test with the exception of English Writing • 3 - Economics and Personal Finance - Personal Living and Finance (3120) substitutes for Economics and Personal Finance (6120) • 4 - Alternative Assessment - VMAST (EOC English Reading*) *VMAST EOC Reading assessment will no longer be available after the 2018-2019 school year • Edits: • Blank or valid code • Primary disability code cannot be blank • Notes: • EOY and Summer only

  22. Intensive Support Services Code • A state assigned code which designates a program, through which students with Intensive Support Needs receive special education services and which allows the student to be claimed for reimbursement funds. (Formerly known as the special education regional tuition reimbursement program). • Edits: • Blank or valid code • Required if First/Second/Summer Semester Tuition Reimbursement is not null • Notes: • Collected on Spring (1st semester), EOY (2nd semester) and Dec. 1 Child Count (summer semester)

  23. Intensive Support Services Codes 1 – Cooperative Centers for Exceptional Children 2 – Middle Peninsula Regional Special Education Center 3 – Laurel Regional Program 4 – Northern Neck Regional Program 5 – Northwestern Regional Education Program 6 – New Horizons Regional Education Center 7 – Piedmont Regional Education Center 8 – Shenandoah Valley Regional Program 9 – Southeastern Cooperative Education Program (SECEP) 10 – Northern Virginia Regional Special Ed Program 11 – Henry Co Public Schools/Martinsville Regional Program 12 – Roanoke Valley Regional Board 13 – Region I Consortium

  24. Intensive Support Services Codes, Cont. 14 – Rockbridge Regional Partnership 15 – Stafford/Fredericksburg Regional Partnership 16 – Caroline/King George Regional Partnership 17 – Far Southwest Regional Partnership 18 – Mid Southwest Regional Partnership 19 – Near Southwest Regional Partnership 20 – Westmoreland Regional Partnership 21 – Fairfax Regional Partnership 22 – Potomac Regional Partnership 23 – Fauquier Regional Partnership 24 – Highlands Regional Partnership 25 – Eastern Shore Regional Partnership 26 – St. Mary’s Infant Home Disclaimer: These codes are not finalized and may be updated

  25. General Information

  26. SRC Website HTTP://WWW.DOE.VIRGINIA.GOV/ (Information Management>Data Collection> Student Record Collection) All support documentation will be updated on the website as soon as it is finalized

  27. General Contact Information Email: ResultsHelp@doe.virginia.gov Answered from 7:00 AM t0 4:30 PM Checked every 15 minutes (last check at 4:15 PM)

  28. Specific Office Contact Information • New Attendance Regulations • Email: michael.gregory@doe.virginia.gov • Phone: (804) 225-4543 • Early Intervening Services • Email: spedprogramdata@doe.virginia.gov • Seclusion/Restraint • Email: hank.millward@doe.virginia.gov • Phone: (804) 371-0525 • Locally Awarded Verified Credits/Special Permission LAVC/Credit Accommodations • Email: jeffrey.phenicie@doe.virginia.gov • Phone: (804) 786-0308 • Intensive Support Services • Email: angel.lewis@doe.virginia.gov • Phone: (804) 225-2043

  29. Questions?

  30. Feedback • Email: ResultsHelp@doe.virginia.gov • All feedback from these webinars will be collected for review and consideration. • Updates to the proposed SRC based on these webinars will be sent out to SRC Contacts via email and listed in the Tuesday Telegram

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