Welcome! 2010 NCES Common Core of Data Non-Fiscal Coordinator Training

1. Welcome!2010 NCES Common Core of DataNon-Fiscal Coordinator Training • Presented at the 2010 NCES Summer Data Conference

2. Contact Information

3. Role of CCD Coordinators • As a CCD Coordinator you have the responsibility for providing data that accurately portrays the state of public elementary/secondary education in your state to the: • United States Department of Education, Institute for Education Sciences, National Center for Education Statistics, Common Core of Data (CCD)

4. The Common Core of Data • NCES’ annual collection of basic data on public schools systems in the states and state-level jurisdictions in the US and affiliated land areas. • CCD nonfiscal information is obtained from state-level education officials through the EDEN/EDFacts data collection system.

5. CCD Surveys/Components • Public School Universe - Information on all public elementary and secondary schools in operation during a school year including school location and type; enrollment by grade and student characteristics; number of classroom teachers. • Local Education Agency (School District) Universe - Information for the universe of LEAs including phone number; location and type of agency; current number of students; number of high school graduates and completers in the previous year. • State Aggregate Nonfiscal -Information on all students and staff aggregated to the state level including number of students by grade level; full-time equivalent staff by major employment category; and high school graduates and completers in the previous year.

6. Where Can I Find the CCD? CCD Home Page http://nces.ed.gov/ccd/ Home page includes links to CCD data & documentation, publications, school & district locators, address files and Build-A-Table (BAT)

7. Other Features on CCD Website • State Coordinator’s Corner — Coordinator Contact Information — Links to SEA web sites • About CCD • Table Library • NCES CCD Staff Contact Information

8. How are CCD Data Used by Researchers? • CCD data are cited in many nationally recognized reports. • Many Federal programs use CCD basic info rather than doing a survey. This saves government and local administrators time and money.

9. How are CCD Data Used to Help Schools? • Several federal programs and charitable foundations use CCD lists and information in selecting schools and school districts to receive funding, computers, and other instructional equipment. • They use the NCES ID to verify that the school is legitimate

10. Examples of Organizations that Provide Money to Schools using CCD • E-Rate • Private Grants • Private Organizations (Verizon, Bill & Melinda Gates Foundation, Hollywood Video and other merchants with “good student” rewards)

11. Rural Education Achievement Program (REAP) • Every school in the 50 states and DC is assigned a locale code based on the reported location address of a school (or mailing address if location address not provided) • This code is a critical factor in eligibility. • If the district address is reported for a school, the school may not receive the funds

12. The CCD Process from EDFacts to NCES • Key Players • National Center for Education Statistics (NCES) – CCD Data Stewards • EDFacts – collects the CCD Non-Fiscal data, and sends data extracts to the U.S. Census Bureau. • U.S. Census Bureau – edits the CCD Non-Fiscal Data, and works with EDFacts and CCD Coordinators to verify data and revise errors. • ESSI and Kforce – works with NCES to publish the CCD data.

13. The CCD Process from EDFacts to NCES • States submit CCD data to EDFacts. • Please review your Match, Summary, and Edit Reports in EDFacts. • For the most part, Census edits match EDFacts edits. • Once a state submits their Directory, Grades Offered, and Membership data to EDFacts, then EDFacts sends all of that state’s CCD data to the U.S. Census Bureau for review. • Census loads the data into its CCD Processing System for analysis.

14. The CCD Process from EDFacts to NCES • Census analyzes and produces three CCD files for NCES for each school year: • Preliminary file with approved Directory. • CCD file with all data approved except dropouts and completers. • Dropout and Completer File.

15. The CCD Process from EDFacts to NCES • Preliminary File Review • School and Agency Match • All match errors must be resolved. • Census will attempt to resolve your match errors without contacting states; however we may not be able to resolve all of them without your help. • Edit Reports • All critical errors. • Invalid Addresses and Phone Numbers. • Changes in School / Agency Type and Charter field.

16. The CCD Process from EDFacts to NCES • CCD File Review • Summary Reports • Cross file errors (Students and Staff) • SNF<LEA, SNF<SCH, LEA<SCH • CY/PY changes that are greater than 10% for totals • Edit Reports • All critical errors that we cannot resolve internally. • Significant non-critical errors • Changes in School Flags (Magnet, Shared, Title 1) • Large changes in CY/PY data (Staff, Membership, Lunch, Special Education, etc…)

17. The CCD Process from EDFacts to NCES • Dropout and Completer File Review • Summary Reports • Cross file errors (Grads) • SNF<LEA • CY/PY changes that are greater than 10% for totals • Edit Reports • All critical errors that we cannot resolve internally. • 400 and 20 Rules. • Dropouts and Grads in grades that are not offered. • Significant non-critical errors • Large changes in CY/PY data

18. The CCD Process from EDFacts to NCES • 2009-2010 CCD Schedule • Preliminary File: Delivered to NCES in July 2010. • NCES will release data in Fall 2010 (Final Directory Data and Preliminary Data for Total Membership, Total Teachers, and School Flags). • CCD File: Delivery to NCES in October 2010. • NCES will release data in Spring 2011. • Dropout / Completer File: Delivery to NCES in March 2011. • NCES will release data in Summer 2011.

19. The CCD Process from EDFacts to NCES • 2009-2010 Changes to CCD • NCES will begin publishing: • SNF membership data by race/grade/gender (gender is the new component) • SNF Dropout data (by race/grade/gender) • 2010-2011 Changes to CCD • NCES will begin publishing: • LEA membership by race/grade/gender • Two stage edit redesign to improve data quality and reduce burden on states (1st stage in 2010-2011 and the second stage in 2011-2012)

20. The CCD Process from EDFacts to NCES • Questions?

21. CCD Data Quality Issues Over the Past Few Years

22. Invalid Location Address and Phone Numbers • What are the issues? • States are reporting invalid location addresses • Ex. - PO Box, district address for school address, ‘No Address Found’, etc… • Location addresses are used to assign geography data • REAP uses the geography data to distribute funds to schools. • States are reporting invalid phone numbers • Ex - 555-555-5555

23. Invalid Location Address and Phone Numbers • What does Census do to resolve the issue(s)? • We use valid prior year data if available. • We use the school/agency website to find valid addresses and phone numbers. • We email state coordinators our findings for verification and approval. • If we don’t hear back from state, then we will use the revised address and phone number data.

24. Invalid Location Address and Phone Numbers • What can states do to help prevent/resolve the issue(s)? • Please verify our research, update your databases with this information, and resubmit to EDFacts. • Create edits in your process that looks for PO Boxes and duplicate addresses. • Communicate with your schools and districts the importance of reporting valid location addresses and phone numbers.

25. Invalid Location Address and Phone Numbers • Questions?

26. Grades Offered and Membership Data • What are the issues? • Many states have grades offered files that do not correspond to their membership files. • Example – school offers 12th grade, but 12th grade membership is blank. • Example – school reports 12th grade membership, but does not include 12th grade in their grades offered file. • Difficulty populating blank membership and grades offered data. • Difficulty calculating grade span – major problems with grade spans for some states in 2006-2007, 2007-2008, and 2008-2009.

27. Grades Offered and Membership Data • What does Census do to resolve the issue(s)? • Census contacts states coordinators to make them aware of the discrepancy. • Census creates business rules to populate blank membership and grades offered data. • Census calculates GSLO and GSHI based on the grades offered and membership data.

28. Grades Offered and Membership Data • What can states do to help prevent/resolve the issue(s)? • Review your EDFacts / Census Edit Reports to identify discrepancies between grades offered and membership. • Report ‘0’ or ‘Missing’ for total membership in all grades that you offer.

29. Grades Offered and Membership Data • Questions?

30. Free Lunch Data • What are the issues? • Some states are reporting Free Lunch data that exceeds their membership data. • Free Lunch data should include students that are eligible to participate in the Free Lunch Program. • You should assign free lunch students to the school where they sit, which is not necessarily the school where they receive the free lunch. • The Free Lunch data is a key socio-economic indicator on the CCD file that many researchers use to draw samples.

31. Free Lunch Data • What does Census do to resolve the issue(s)? • We send states a list of schools where Free Lunch exceeds membership. • If states do not resolve these errors, then we set the Free Lunch data equal to total membership minus 3.

32. Free Lunch Data • What can states do to help prevent/resolve the issue(s)? • Please review your EDFacts / Census Edit Reports to identify cases where Free Lunch exceeds total membership. • Inform your schools on the importance of reporting the Free Lunch data for eligible students at the schools where they sit, not necessarily the schools where they receive the free lunch.

33. Free Lunch Data • Questions?

34. Reportable Programs • Whatare the issues? • Reportable Programs, by CCD definitions, are not schools • A few states reported membership and staff counts in the Reportable Programs

35. Reportable Programs • What does NCES do to resolve the issue(s)? • Contact the states to make sure that the membership/staff counts are already included in the CCD schools • If the membership/staff counts are not included in the CCD schools, NCES/Census works with states to reallocate the membership/staff counts • If the membership/staff counts can not be reallocated to appropriate schools, NCES makes sure the membership/staff are included at the LEA level.

36. Reportable Programs • What can states do to help prevent/resolve the issue(s)? • Make sure that the Reportable Programs are not submitted with membership/staff counts OR the membership/staff counts in the Reportable Programs are reported at CCD schools as well. • If the membership/staff counts truly can not be reallocated to appropriate schools, makes sure the membership/staff are included at the LEA level.

37. Reportable Programs • Questions?

38. Staff Categories • Whatis the issue? • Some states have problem mapping their staff data to CCD staff categories

39. Staff Categories

40. Staff Categories

41. Staff Categories

42. Staff Categories

43. Staff Categories

44. Staff Categories

45. Staff Categories

46. Staff Categories • What can states do to help prevent/resolve the issue(s)? • Contact Partner Support if you are sure about how to map your data to CCD staff categories.

47. Staff Categories • Questions?

48. Dropouts and Completers • Whatare the issues? • Timeliness: Reporting delays are most significant for the 040 (completers) and 032 (dropouts) files. • For the 2009-10 collection these are due 1/31/2011 • Data doesn’t always add up: Some states have major differences between the dropout rates and the graduation rates suggesting inaccurate data.

49. Dropouts and Completers • What does NCES do to resolve the issue(s)? • PSC and Census will be in close contact, monitoring the status of all dropout and completer file submissions • NCES will be less likely to grant significant deadline extensions. No extensions will be granted after 4/15/2011. • NCES will impute data for any states that cannot meet deadlines or do not respond to Census/NCES data quality inquiry.

50. Dropouts and Completers • What can states do to help prevent/resolve the issue(s)? • Report data in a timely manner. • Report accurate data. • Respond to Census data quality inquiries in a timely manner