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Data Collections Conference

Data Collections Conference. Student Record Update FY 2011. Student Record. Student Record provides a year-end, cumulative record of student program participation and various activities for the fiscal year.

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Data Collections Conference

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  1. Data Collections Conference Student Record Update FY 2011

  2. Student Record • Student Record provides a year-end, cumulative record of student program participation and various activities for the fiscal year. • Student Record provides data used in the AYP determination process, state report card, federal reporting, program audits and evaluations, and open records requests.

  3. Student Record • System • School • Student • Course • Discipline Comprised of Nine (9) Record Types • Enrollment • Special Education • Program • Address

  4. Student Record Timeline • February 2, 2011 – Transmission window opens • February 11, 2011 – Initial transmission of Student and Enrollment records • April 8, 2011 – Deadline for duplicate resolution • June 15, 2011 – Deadline for Student Record transmission

  5. Student Record Uploads SR – How Districts Upload Initial Upload SYSTEM SCHOOL STUDENT ENROLLMENT Anytime ADDRESS DISCIPLINE Second Deadline SPECIAL ED PROGRAM Often Last Due to Grades – May COURSE

  6. General Changes • Adding GTID to all record types where it is not currently listed • Adding GTID and student name to error report for selected errors on all record types • Reviewing existing edits and business rules related to program requirements • Adding new reports and revising existing reports

  7. SUMMARY OF CHANGES

  8. STUDENT LAYOUT ELL Status • New Edit – Student reported as ELL = Y in FTE 1 or 3 but is not identified as ELL in Student Record. • New Edit – Student reported as ELL = N in Student Record, but was reported ELL = Y in previous Student Record.

  9. STUDENT LAYOUT Date Entered 9th Grade • New Edit – Student’s date entered 9th grade is in the current fiscal year, but the student is not in 9th grade.

  10. STUDENT LAYOUT • Definition of “born in the USA” will change to the following: Any state, District of Columbia or Puerto Rico. • Any student not born in one of these geographic locations will need to enter a Date of Entry Into US School. • This will also affect the definition of immigrant student.

  11. STUDENT LAYOUT Environment Code • Must equal one of the following codes:  ‘1’ - Resides in a local institution for neglected ‘2’ - Resides in a local institution for delinquent ‘3’ - Is homeless ‘4’ - Is an unaccompanied youth • Unaccompanied Youth will be included in the count of homeless students on the student level reports. • All homeless students are eligible for FREE meals.

  12. STUDENT LAYOUT Environment Code • Values for Environment Code are mutually exclusive. • Funding is associated with correctly coding the student’s environment code. • If student is homeless at any point during the school year, then report the student as homeless in Student Record.

  13. STUDENT LAYOUT Homeless Primary Night Shelter • Must equal one of the following codes: 1 - Shelters 2 - Doubled-Up 3 - Unsheltered 4 - Hotels/Motels 5 – Other • Report a Primary Night Shelter for environment codes 3 (homeless) and 4 (unaccompanied youth) • Primary Night Shelter - “Other” category is removed

  14. STUDENT LAYOUT International Exchange Students • Resident status in FTE (‘7’ – International Exchange Student) • School Entry Code = ‘O’ • When student transfers to another district during the current school year, the student will resident status and entry code • School entry code cannot be used for more than one school year.

  15. STUDENT LAYOUT International Exchange Students • Withdrawn student as of the last day of school with withdrawal code ‘X’. • Not eligible for Special Education or ELL services • Not included in immigrant student counts. • Allow missing date entered 9th grade and do not include in calculation for graduates. • Enter the primary language and place of birth

  16. STUDENT LAYOUT International Exchange Students Main questions to be answered via collection of data: • Who are these students? (identification of resident status) • Where are they? (System and school codes) • How long have they been here? (Enrollment data) • Where are they from? (Place of birth) • What is their primary language? (Primary language)

  17. COURSE LAYOUT • Report course data for students in grades K-12. • Final grades are optional, NOT required, for students in grades K-5. • If you report final grades for students in grades K-5, both standards-based grades (E, M, N) and the traditional grades (A,B,C,D,F) are valid.

  18. COURSE LAYOUT • New Edits • WBL course reported for student whose grade level is less than 10th grade. • Modified Edits • Numeric grades – require numeric grades for courses with credit hours greater than zero. See SBOE 160-4-2-.13 • ELL Delivery Model (EDM)- Add new EDM – Sheltered Content

  19. DISCIPLINE LAYOUT New Report Safe and Drug Free Schools • SB 332/HB1103 – Disciplinary and placement actions taken regarding students who brought a weapon to school. • Number subject to disciplinary or placement action • Age and grade level of such students • Students' race and gender • Students' special education status, if applicable • Type of weapon involved • Type of discipline administered • Type of placement given the student, if any

  20. ENROLLMENT LEVEL New Edit • The student was not reported in either FTE count, but the student has enrollment record(s) with beginning or ending date(s) in current fiscal year and was active on the FTE 1 or FTE 3 count date. Issue is whether or not student should have been reported.

  21. PROGRAM LAYOUT Modified Edits • Adding Career Academy as a program type • Revising the Alternative Education program codes to reflect new board rule. • Crossroads no longer valid.

  22. REMINDERS • (e) Secondary School Credential - a document awarded to students at the completion of the high school experience . • 1 . High School Diploma • 2 . High School Certificate - the document awarded to pupils who do not complete all of the criteria for a diploma or who have not passed the state assessment • requirements as referenced in Rule 160-3-1-07 Testing Programs – Student Assessment, but who have earned 23 units . (THIS IS NOT A RETAINED 12th GRADE STUDENT) • 3 . Special Education Diploma

  23. REMINDERS Students assigned to alternative education programs or non-traditional programs are not reported in Student Record as withdrawn from the home school. If a student attends an alternative education/non-traditional program, the enrollment record reported in Student Record should have no break in enrollment. REASON: The alternative education/non-traditional program (school code  6XXX) is not a “school.” It is a program. Student data must be reported through the home school.

  24. Questions & Answers

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