2018-19 End of Year (EOY)Training Module 1 – Data Collection and Review

1. 2018-19 End of Year (EOY)TrainingModule 1 – Data Collection and Review Returning Contacts

2. Agenda – Module 1 Your Presenter Ryan Hartung- ryanhartung@csi.state.co.us303-866-6973 End of Year (EOY) Purpose (slides 3-6) General Submissions Information (slides 7-11) Data Collection and Review (slides 12-18) Purpose: Provide information on the collection, entry and review of data General Notes (slides 19-21) Timelines and Deadlines (slide 22)

3. Purpose of the End of Year Collection The student end of year snapshot collects the educational information for all students attending in the current school year.  Information collected includes:

4. Data Used to Determine EOY data is used to calculate the following rates (school, district, and state levels): *This information is used for school performance and accreditation ratings CDE Resources on how these are calculated • Graduation, completion, and dropout rates definitions and calculations (PPTX) • Dropout rates calculations (PPTX) • Explanation of Anticipated Year of Graduation (AYG) (PPTX) • Graduation and completion rates calculations (PPTX) 

5. Data Used to Determine (con’t) EOY data is also used to determine stability and mobility rates CDE Resources on how these are calculated • https://www.cde.state.co.us/cdereval/mobility-stabilitycurrent

6. Mobility Calculation The student end of year snapshot collects the educational information for all students attending in the current school year.  Information collected includes:

7. General Submissions Information

8. Data Submissions in 4 Steps Module 1 Repeat steps 1-3 until data is complete and accurate!

9. General Collection Resources * - The CSI End of Year Page contains several EOY specific resources that will be helpful to complete the collection.

10. End of Year Collection Resources

11. End of Year Files To create the EOY snapshot, each school will be submitting some or all of the following interchange files, which will be extracted from their SIS: *Only submitted by schools that have either AP Courses, Postsecondary Programs or are CSI Designated Title I Targeted Assistance Schools.

12. SIS Data Collection and Review Process

13. SASID Request Process Information on SASID Attainment, a request template and links to the CDE RITS page can be found on the CSI Website: https://resources.csi.state.co.us/sasid-edid-requests/

14. Data Entry in SIS/Update Process PowerSchool users can access the CSI PowerSchool/Data Collection Mapping Guide to identify which fields need to be filled in so that when a state file is extracted, there are no (or few) blanks on the file Infinite Campus users can access the state reporting resources in Campus Community. Each resource includes a Report Layout section, in which the last column of the report (Campus Interface) identifies where the data needs to be entered into Infinite Campus Screenshot of Mapping Guide for initial SD fields Screenshot of Report Layout section of the SSA File

15. Data Review in your SIS Reviewing specific areas will vary, but for EOY it is important to check: • Blank Fields • Advanced Course Completion (ACC) Data • Retention Codes • Free and Reduced Lunch (Comparison with October Count) Sharing the various SIS reports with appropriate school staff can help validate data further (ex. Cass rosters to the teachers to review data) For tips on using Excel features to further review data, please review the Using Excel for Importing and Reviewing Data module

16. SIS Search Features to Review Data • Please make use of the search features in your SIS to check your data before extracting and submitting to CSI. • Some key searches: • Search for exit codes: If you used an 11 or 13, make sure you have adequate documentation (i.e. confirmation of attendance) from the receiving school • PS: ExitCode=# • IC: student.endstatus=# • Search for retention code: Confirm that retention code = 1 did not roll over from the prior year • PS: CoRetentionCode=# • IC: es.retained=# • Search Entry and Exit codes for unique situations • Exits due to illness, excessive absences, etc. • Some codes require that the student return in that same school year • Infinite Campus users – see Ad Hoc Reporting resources in Campus Community. For Ad Hoc Reporting/basic searching assistance, please reach out to: Mina Parthasarathy, SIS Support Coordinator, parthasarathy_m@csi.state.co.us (provide a phone number in emails to Mina)

17. Data Review in your SIS

18. SIS Setup Review As you are completing the EOY Collection and run into issues, ensure that the setups have not changed since October Count or necessary changes are not incorrectly impacting your data. It is important to review the setups of each SIS by reviewing the below links and ensuring accuracy: PowerSchool State Reporting Setup Instructions: https://docs.powerschool.com/USACO/state-reporting-setup Campus Community System Administration Resources: https://community.infinitecampus.com/knowledge-base/?tool=system.admin&version=Campus.1901

19. General Notes (Thoughts to Consider)

20. Data Review in your SIS • All students who were reported in the 18-19 October count MUST be included on the EOY report. • Check for students who are in your SIS for 18-19, but never actually attended. Mark these students as “Exclude from State Reporting” in your SIS! They will negatively impact accountability rates if you do not. • PowerSchool- select the student, select the State/Province – CO tab, choose Yes for the Exclude from State Reporting dropdown, then Save/Submit. • Infinite Campus- select the student, click on the Enrollment tab, click the current line of enrollment, check the No Show checkbox, click Save.

21. Consistancy Between OC and EOY Collections

22. EOY Collection Timelines and Deadlines

23. Thank you for Reviewing this Module Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us • Module 1 has now been completed. Please access Module 2 when you are ready to extract files and submit to CSI