Presenters: Sue Martin Marilyn Peterson

1. What’s the Consolidated Data Collection? How do I get into it? What will I find there? Presenters: Sue Martin Marilyn Peterson

2. What is the Consolidated Data Collection? Designed to collect data for Federal and State reporting that is not collected through the Nebraska Student and Staff Record System (NSSRS) Data collection available on the NDE Portal. The NDE Portal is available via a link on our homepage:www.education.ne.gov or by accessing the link: http://portal.education.ne.gov

3. How Do I Get Into the CDC?

4. How Do I Get Into The CDC (Continued) If not already registered, complete the registration page and click on “Register Now”

5. How Do I Get Into The CDC (Continued) At the NDE Portal main page, click on the “Data Collections” tab, then click on the “Add” link next to the “Consolidated Data Collection CDC”

6. How Do I Get Into The CDC (Continued) Type in your Activation Code and click “Add” Activation Code is available only from the District/System Administrator

7. General: Collections that would not fall into another category. These collections can generally be completed by anyone in the district/system. • Discipline: Dealing with discipline data such as Report of Suspensions/Expulsions and Excessive Absenteeism. • Assessment: Information for the State of the Schools report is collected under the Assessment category. • Transportation: Collection included is the Pupil Transportation Report. • Staff: Data collected about Staff not reported in NSSRS. Collections include Substitute Teachers, Non Certificated Staff and Teacher Vacancy Survey. • Title I: Annual Participation Report which includes Title I Part A School-wide Projects; Title I Part A Funded Staff, Neglected/Delinquent and Homeless-Unaccompanied. This fall, we will be collecting the Title I Annual October Count of Neglected/Delinquent. • Financial: SPED School Age Final Financial Report. • All: Will have access to all collections within the CDC for the district/system. • Approver: Approver has access to all collections in the CDC with the ability to approve the collection. User Types (Categories) In The CDC

8. Activation Codes For The CDC District/System Administrators distribute activation codes. All collections are assigned a category and access levels to each collection are based on this category. Users may have access to specific categories or if they have access to all categories, they can use the “All” activation code. There can be multiple users in each category (except for Approver).

9. Activation Codes For The CDC (Continued) If the appropriate activation code hasn’t been entered, user will be denied access. A user may have more than one activation code based on the category of collection they may be responsible for. To add additional activation codes, click on “Edit/Remove” next to the Consolidated Data Collection (CDC)

10. Activation Codes For The CDC (Continued) For every activation code you enter, the user type and district name will display under the activation code box.

11. Activation Codes For The CDC (Continued) Access to collections in the CDC will be determined by whether the collection is open and if a user has access (has entered the appropriate activation code for a collection in the CDC). Once in the CDC, a user will only be able to view those collections that would be available to their district and user type.

12. Activation Codes For The CDC (Continued) All collections within the CDC must be submitted and approved. Two exceptions: Graduation Cohort Resolution Request Request To Submit Data Late Or Make Data Changes The “Submit” role will be the user who does the actual data entry of the collections (all user types except Approver). There can be multiple of this user type. APPROVER user type will be able to approve all collections. There can only be one person assigned this user type.

13. Home Page Of The CDC Open collections listed in the top grid. Click on link to open collection.

14. Home Page Of The CDC (Continued)

15. Approve/Submit In The CDC All collections that require approval will contain the Submit/Approve box at the bottom of the collection on the collection’s main page. Only Approver user type will see the “Approve” button.

16. Approve/Submit (Continued) All data can be “Edited” at any time before the collection has been approved. Once a user has completely finished filling out information in a collection, they should click on the SUBMIT button to submit their data, verifying that the data is complete. Data can be updated, even after it has been submitted, until the APPROVE button has been clicked.

17. Approve/Submit (Continued) After the data has been SUBMITTED, the collection is ready for review by the District/System APPROVER. The District/System APPROVER should click on the APPROVE button to officially submit data for that collection to the Department. Once the data has been approved, the data can only be edited by contacting NDE to request that the collection be re-opened (use contact list in the collection or contact the NDE Helpdesk). After the edits have been made, the Approver should again click the Submit button, then the Approve button to re-submit the data.

18. Collections In The CDC For a list of collections and due dates, refer to the CDC Calendar Not all collections apply to all districts/systems – refer to CDC Calendar 2007-2008 there were 4 collections – now there are 27 and growing! 2012-2013 implementation of Request To Submit Data Late Or Make Data Changes CDC Calendar and instructions found at NSSRS Public Website: http://www.education.ne.gov/nssrs/

19. Due Dates • Last year, NDE began holding districts/systems to due dates and deadlines without a process in place for the unexpected • Request to Submit Data Late • When due dates are missed, an official request can be submitted explaining the extenuating circumstances • NDE has a process in place to approve or deny requests

20. Data Changes NEW process for all data collections and forms Within NDE, there is a designated Data Owner (program staff) and a Data Coordinator (technical staff) for every data element or collection A team to work with districts/systems to support accurate, timely, quality data

21. NEW Audit Window • Every collection or submission has • DUE DATE – when it must be submitted • AUDIT WINDOW – immediately after due date when data is reviewed by Data Owner, Data Coordinator who work with district/system staff • Data can be changed during the AUDIT WINDOW • AUDIT WINDOW CLOSE DATE - no further data changes can be made without an official Request to Change Data • Data is ready for public reporting, extracts, etc.

22. Request To Submit Data Late Or Make Data Changes SUMMARY OF THE PROCESS: Applicable to all data collections in the portal. Collection for all public, nonpublic, state operated, ESUs, interims and postsecondarys. Districts would complete the request to submit data late or make data changes ONLY after the Audit Window Close Date. District/System makes a request. When request is submitted or any action taken on the request an e-mail is sent to requestor, portal administrator, if not the requestor, the Program Data Manager at NDE and the NDE Helpdesk Administrator.

23. Request To Submit Data Late Or Make Data Changes (Continued) SUMMARY OF THE PROCESS (continued): Request is reviewed by NDE. Decision on the request made by NDE. All involved are notified of the action. If request was approved, the District/System will work with the NDE Helpdesk Administrator to make the change or submit data late. Changes to Cohort will continue to be requested through the Graduation Cohort Analysis and Resolution Request collection in the Consolidated Data Collection.

24. Request To Submit Data Late Or Make Data Changes (Continued)

25. Request To Submit Data Late Or Make Data Changes (Continued)

26. Request To Submit Data Late Or Make Data Changes (Continued) Portal user name, phone number and e-mail must be complete. If not correct, will need to change profile in portal. Changes related to cohort not requested through this collection.

27. Request To Submit Data Late Or Make Data Changes (Continued)

28. QUESTIONS?

29. Resources NDE Help Desk: 888-285-0556 nde.helpdesk@nebraska.gov CDC Instructions are located at: http://www.education.ne.gov/nssrs/Documents.htm CDC Calendar is located at: http://www.education.ne.gov/nssrs/Calendar.htm Instructions for the Request To Submit Data Late Or Make Data Changes are located under the CDC Instructions at the link provided above