DATA COLLECTIONS UPDATE. September 28, 2016

Transcription

1 DATA COLLECTIONS UPDATE September 28, 2016

2 Agenda General Updates and Reminders FTE Updates Student Class Updates Private School Updates GUIDE Reminders Student Record Updates and Reminders

3 General Updates and Reminders Data Collections Documentation located at Collections-and-Reporting.aspx The File Layout and Data Element Detail will be move to the portal and will be accessible to individuals that have access to the application. Other documentation will remain on the GaDOE public website referenced above.

4 FTE Updates 4

5 FULL TIME EQUIVALENT (FTE) FY2017 FTE Cycle 1 Dates: Cycle 1: Active and Withdrawn Students, Special Education Child Count Official count date: Tuesday, October 4, 2016 Initial Transmission Deadline: Tuesday, October 11, 2016 Duplicate resolution: Tuesday, October 18, 2016 (E047) FTE signoff: Tuesday, October 25, 2016 FTE Cycle 1 Data is used for multiple purposes: QBE Funding Enrollment Counts Federal Child Count Updates to Withdrawn Students - including 2016 Graduates

6 FTE What s Changed for FY2017? STUDENT ID The STUDENT ID data element is no longer reported in FTE. All STUDENT ID edits have been removed OR were updated to use the GTID for verification purposes. These changes have been implemented to better safeguard the Personally Identifiable Information (PII) of student data reported to the GaDOE.

7 FTE What s Changed for FY2017? E062 - Active GTID must be unique within a SYSTEM. (Changed from STUDENT ID to GTID) E292 - GTID cannot have N values for all race identifiers. (Changed from STUDENT ID to GTID) E GTID must be unique within a SCHOOL CODE. (Changed from STUDENT ID to GTID) E098 The file contains 10 or more records where the GTID is all 0. Validation has stopped.

8 FTE What s Changed for FY2017? E061 - STUDENT ID must be student's 9-digit Social Security Number or FTE number. E808 - If FISCAL YEAR and REPORT PERIOD are valid, STUDENT ID must be unique for all active students within the state. E STUDENT ID for active student is being reported in CPI as an employee id. W165 - STUDENT ID changed since the last FTE cycle or Student Record collection. Previous STUDENT ID should be entered in the PREVIOUS STUDENT ID field.

9 FTE What s Changed for FY2017? E557 - Underage student reported in GRADE LEVEL 'KK' or '01'. Student age should be at least 5 years old for GRADE LEVEL='KK' or 6 years old for GRADE LEVEL='01' by September 1. O.C.G.A (b) - Exception to UK and U1 Coding: A child who was a legal resident of one or more other states for a period of two years immediately prior to moving to this state and who was legally enrolled in a public kindergarten or first grade, or a kindergarten or first grade accredited by a state or regional association, shall be eligible for enrollment in the appropriate general or special education programs authorized in this part if such child will attain the age of five for kindergarten or six for first grade by December 31 and is otherwise qualified. 9

10 FTE What s Changed for FY2017? E8690 -WITHDRAWAL REASON of 5 (Not Subject to Compulsory School Attendance), cannot be used for student who is equal to or greater than 6 years old on September 1 of the current school year. E1687 The GTID has been reported in Student Class/Class Size, but the GTID is not being reported for FTE. E8081 -The SSN attached to the student's GTID in GUIDE is the same as the SSN for a different GTID in GUIDE. Please review the E8081 Error Report and contact the other district on the report to verify and correct the duplicated identity data. 10

11 Student Class Updates 11

12 Student Class Updates New Edit E8081 (GTID) The SSN attached to the student's GTID in GUIDE is the same as the SSN for a different GTID in GUIDE. Please review the E8081 Error Report and contact the other district on the report to verify and correct the duplicated identity data. New Edit E5042 (MARKING PERIOD) - The MARKING PERIOD reported on class records was not reported in the FTE Data Survey. 12

13 Student Class Updates Report CLSSZBYTCHRPRDDET Report name changed to CLS009. Teacher ID changed to Course Teacher Code. Additional Teacher ID 1-3 changed to Additional Course Teacher Code

14 Student Class Updates MOWR courses are added to the course table upon request with the following information verified and submitted in a dticket: 1. The name of the college where the student is taking the MOWR course. 2. The MOWR course number assigned to the HS course. 3. The MOWR course title. Note: Please verify the information prior to submitting a dticket. Course updates are made weekly. Once the course updates are in place, the error generated (E905) should disappear or no longer have that particular course listed. 14

15 Student Class Update Move On When Ready GAFutures Website: (For MOWR courses listed in E905 please follow the steps listed below): 1 Select a college:

16 Student Class Update Once a college is selected, a list of courses will be displayed. 2 - Use Ctrl F, type in the course number and click Find. 3 - Put in a dticket to the Help Desk with the College Name, HS Course Number and HS Course Title. 4 - Last two digits of HS Course Number must be 00 for any data collection. Example: 01.0A02400

17 Private School Updates 17

18 Private School - School Review Instructions for the data collection are on the Private School webpage: Collections/Pages/FY2017-Private-School-Data-Collection.aspx Send out Private School DE 1111 form Download the Private School List Look over the schools listed for your County or City. If you get back forms with No such address, Addressee Unknown, School closed, etc., please send in a dticket and let us know.

19 Private School - School Review We are updating the 2017 Private School list in the PS (data entry) application, not the FY2016 Private School List on the webpage. Once the data collection application opens on November 8 th, we cannot make changes for this year. Note: Requests to close a school must be verified by the district. Only schools that are actually closed will be removed from the list.

20 Guide Updates 20

21 GUIDE Nothing new! Reminders: You can do an upload of all ACTIVE students anytime after the no-show students have been withdrawn. If you are submitting cleansing uploads to SR, any errors related to identity data will be showing up now. Have the schools fix these identity errors in your SIS, then upload all ACTIVE students before FTE to clean up all issues at once.

22 Reminders: GUIDE Please pay attention to Near Matches. A Near Match COULD be your student but you have to look at the existing GTID record(s) and decide. We are experiencing a rash of stolen GTIDs (when someone thought a Near Match meant steal the existing GTID and change the identity of that record until it looks like exactly like my student.) Please do not enter incomplete identity data into your SIS and send that info to GUIDE! GUIDE may not find a Near Match for your student and he may get a new/duplicate GTID.

23 Student Record Updates 23

24 STUDENT RECORD Data Cleanse Are You Getting a Head Start?? Edits being removed for FY2017 are de-activated for this period! 2016 Data Cleansing Period SEP OCT NOV DEC Start Error Reports to Schools and Program Managers Report Reviews at School Level Continue Corrections in Local SIS System Duplicate and Error Removal Continue Corrections in local SIS system Find data problems early before FTE FTE CPI Student Class Pre-ID Private Schools FRL

25 STUDENT RECORD FY 2017 Deadlines The deadline for resolving duplicate records of students with the same GTID reported active in more than one school is Wednesday April 5, Sign Off Deadline is Thursday, June 15, 2017.

26 STUDENT RECORD FY2017 Layout Changes A01 Record No Changes PSYCHOLOGICAL SERVICES PRIVATE EL STUDENTS PRIVATE IMMIGRANT STUDENTS A02 Record No Changes TITLE I PRIVATE SCHOOL students served per grade level TITLE I SCHOOL FOR NEGLECTED students served per age DO NOT REPORT LAYOUTS REMOVED: ADDRESS Record SYSTEM COURSE Record

27 STUDENT RECORD FY2017 Layout Changes B01 Record Title I Title III Free/Reduced Status Unsafe Schools Element Removed SOCIAL WORK SERVICES/INTERVENTIONS: Mediation Sessions NEW Six new data elements Multiple name and definitions changes

28 FY2017 Layout Changes Element SOCIAL WORK CASES/CONSULTS: Suicide Referrals SOCIAL WORK CASES/CONSULTS: Homeless Services SOCIAL WORK CASES/CONSULTS: Special Programs SOCIAL WORK SERVICES/INTERVENTIONS: Group Interventions SOCIAL WORK SERVICES/INTERVENTIONS: Crisis Interventions SOCIAL WORK SERVICES/INTERVENTIONS: Agency Visits NEW DATA ELEMENTS Description Total number of referrals received for children exhibiting signs of suicidal ideation. Total number of cases involving homeless students and families handled by social workers this school year. Number of assemblies, lunch and learn, parent night presentations, etc., where the social worker facilitated a presentation. This should reflect the number of programs, not the number of participants. Total Number of Groups led or co led by Social Workers this year, e.g. conflict resolution, self-esteem, grief, etc. Total number of Single contacts in person, by phone, or mail involving lifethreatening issues with students or staff (suicide, homicide, other death or traumatic event). Total number of trips made by social workers this school year to agencies to impact, or gather information, e.g. juvenile court, DFCS, MDT, or other agency visits on behalf of students and/or families.

29 ELEMENT SOCIAL WORK SERVICES/INTERVENTIONS: Conferences with Parents or Guardians Families SOCIAL WORK SERVICES/INTERVENTIONS: Consults conferences with School Staff SOCIAL WORK SERVICES/INTERVENTIONS: Consults with Agencies Community Agency Consultations/Referrals/Crisis Interventions SOCIAL WORK CASES/CONSULTS: Special Education SOCIAL WORK REFERRALS/CONTACTS: Department of Family and Children Services (DFCS) SOCIAL WORK REFERRALS/CONTACTS: Juvenile and Other Court SOCIAL WORK REFERRALS/CONTACTS: Mental Health Services SOCIAL WORK REFERRALS/CONTACTS: Health Services SOCIAL WORK REFERRALS/CONTACTS: Community Agencies FY2017 Layout Changes DESCRIPTION Total Number of Direct Single Contacts in person, by phone, or mail with Parent or Guardian by Social Workers this year. Excludes parent nights, PTO presentations, etc. Total Number of Student/Family Related contacts in person, by phone, or mail with school staff by Social Workers this year. Excludes faculty presentations, Lunch and Learns, etc. Total number of agency consultations in order to improve student/family outcomes. Total number of single contacts in person, by phone or mail involving life threatening issues with student or staff (suicide, homicide, other death or traumatic event). Total number of interventions cases involving special Education students handled by social workers this school year. Total number of reports made by the SSW to the Department of Family and Child Services this school year. Total number of referrals to/contacts with the Department of Family and Child Services made by Social workers this school year. Total number of complaints/petitions filed by the SSW this school year to juvenile, state, and other courts. Total number of referrals to/contacts with Juvenile, State and other Courts made by Social workers this school year. Total number of direct referrals made by the SSW to mental health agencies this school year. Total number of referrals to/contacts with mental health agencies made by Social workers this school year. Total number of direct referrals to health agencies or physicians other than mental health made by Social workers this school year. Total number of referrals to/contacts with health agencies or physicians other than mental health made by Social workers this school year. Total number of direct referrals made by the SSW to Community Agencies other than DFACS, Courts, Mental Health or Health Providers this school year. Total number of referrals to/contacts with community agencies other than DFACS, Courts, Mental Health or Health Providers this school year.

30 STUDENT RECORD FY2017 Layout Changes C01 Record Student Demographics Elements Removed STUDENT ID NEW Five new data Elements Some Data Updates If STUDENT ID is in an extract, it will not be loaded. NOTE: For the data cleanse period, any edits or screens that use/display the Student ID, will be loaded with the student s GTID, so that edits are performed using the GTID. All edits will be changed to GTID for the February version.

31 FY2017 Layout Changes PLACE OF BIRTH E343 - PLACE OF BIRTH must be one of the valid codes , 9901, 9910, 9920, or Blanks are not allowed Aland Islands, 9910 Serbia and Montenegro, 9920 Timor-Leste GRADUATION PROGRAM OF STUDY E321 - Must equal one of the following codes: I - International Skills Seal (Grade 12 only) L Bi-Literacy Seal (Grade 12 only) S SB2-MOWR (Grades 09-12) 1 Both International Skills & Bi-Literacy Seals 2 Both Bi-Literacy Seal & SB2-MOWR 3 International Skills & SB2-MOWR 4 International Skills & Bi-Literacy Seals & SB2- MOWR Blank N/A E If GRADUATION PROGRAM OF STUDY = I, L, 1, 2, 3, or 4, GRADE LEVEL must = 12. E If GRADUATION PROGRAM OF STUDY = S, GRADE LEVEL must be

32 FY2017 Layout Changes PRIMARY LANGUAGE E2159 A PRIMARY LANGUAGE is required when the PLACE OF BIRTH code is not for the United States. TITLE III SERVED E2163 -Must equal one of the following codes: Y - Yes, student served with Title III supplemental funds this year. N - No, student not served with Title III supplemental funds this year. E2164 TITLE III SERVED must be Y or N when ESOL = Y. DUAL LANGUAGE IMMERSION (DLI) E Must equal one of the following codes: Y - Yes, student participating in a DUAL LANGUAGE IMMERSION (DLI) program. N - No, student not participating in a DLI program. E DUAL LANGUAGE IMMERSION (DLI) must = Y when IMMERSION LANGUAGE is reported in a COURSE record.

33 FY2017 Layout Changes BI-LITERACY - Indicates the language learned for the GRADUATION PROGRAM OF STUDY Bi-Literacy Language Seal (Student Level). BI-LIT LANGUAGE 1 E2170 Invalid code for BI-LIT LANGUAGE 1. See Data Element Detail Appendix for language codes. E2171 BI-LIT LANGUAGE 1 cannot be the same as BI-LIT LANGUAGE 2 or BI-LIT LANGUAGE 3. E BI-LIT LANGUAGE 1 cannot be blank when BI-LIT LANGUAGE 2 or BI-LIT LANGUAGE 3 has a language reported. E2173 BI-LIT LANGUAGE 1 is restricted to Grade 12 students only. BI-LIT LANGUAGE 2 E2174 Invalid code for BI-LIT LANGUAGE 2. See Data Element Detail Appendix for language codes. E2175 BI-LIT LANGUAGE 2 cannot be the same as for BI-LIT LANGUAGE 1 or BI-LIT LANGUAGE 3. E BI-LIT LANGUAGE 2 cannot be blank when BI-LIT LANGUAGE 3 is reported. E BI-LIT LANGUAGE 2 is restricted to Grade 12 students only. BI-LIT LANGUAGE 3 E2178 Invalid code for BI-LIT LANGUAGE 3. See Data Element Detail Appendix for language codes. E2179 BI-LIT LANGUAGE 3 cannot be the same as BI-LIT LANGUAGE 1 or BI-LIT LANGUAGE 2. E BI-LIT LANGUAGE 3 is restricted to Grade 12 students only.

34 STUDENT LEVEL RECORD FY2017 Layout Changes CIO RECORD Student Enrollments and Withdrawals Elements Removed STUDENT ID No New Elements Some Data Updates

35 FY2017 Layout Changes WITHDRAWAL CODE Associated With Transfers to public schools: T - Transferred to another public school system in Georgia V - Advanced to another school in the system W - Transferred to another school in the system Y - SB10 Transfer to State Schools 1 - SB10 Transfer to Public School 2 - School Choice 3 USCO (unsafe school) 4 - Transferred under jurisdiction of Department of Juvenile Justice (DJJ) Modified Edits E Student reported with a WITHDRAWAL CODE for a transfer to a public school (T, V, W, Y, 1, 2, 3, 4), but the GTID is not reported at any other school in the system or any other system in the State. E875 - WITHDRAWAL CODE '5' (not subject to compulsory school attendance) is only valid for students in GRADE LEVEL = PK and KK. NEW EDITS TOTAL DAYS ABSENT E1701 TOTAL DAYS ABSENT is zero for all students in this GRADE LEVEL for the reported school. UNEXCUSED DAYS ABSENT E UNEXCUSED DAYS ABSENT = 0 for all students for this school. E UNEXCUSED DAYS ABSENT = TOTAL DAYS ABSENT for at least 75% of the students for this school.

36 STUDENT RECORD FY2017 Layout Changes Dnn Record Completed Course Records Elements Removed STUDENT ID No New Elements Some Data Updates For your reference: GA411 website - Searching and verifying MOWR Course Numbers:

37 FY2017 Layout Changes NEW THIS YEAR Element IMMERSION LANGUAGE Description Identifies the language being taught to the student for the DUAL LANGUAGE IMMERSION (DLI) course. E216 - Must equal one of the language codes specified in the Data Element Detail. See Data Element Detail appendix for valid values. (Language list is the same as the list for Primary Language) E DUAL LANGUAGE IMMERSION = Y, IMMERSION LANGUAGE must be reported for at least one course. E IMMERSION LANGUAGE must be blank when DUAL LANGUAGE IMMERSION = N.

38 FY2017 Layout Changes COURSE NUMBER MARKING PERIOD E904: One or more PROGRGRAM CODE = 6 or 7 was reported for this student in FTE, at least one MOWR COURSE NUMBER should be reported for this student in Student Record. E The MARKING PERIOD reported for the course was not reported in the FTE Data Survey. COURSE TEACHER CODE E194 - COURSE TEACHER CODE = is only valid when CREDIT RECOVERY = Y, or CREDIT IN LIEU OF COURSE = Y, or ONLINE COURSE = Y, or COURSE NUMBER has a 3 in the fifth digit after the decimal.

39 ONLINE COURSE E204 - ONLINE COURSE = Y. COURSE TEACHER CODE must be all 3 s, 4 s, or the CPI Teacher CODE. E5063 If the course number is XX.3 then ONLINE COURSE must equal Y. ESOL DELIVERY MODEL E COURSE NUMBER 55.xxxxxxx was reported, an ESOL DELIVERY MODEL is required. E An ADDITIONAL TEACHER CODE is required when ESOL DELIVERY MODEL = '2' (Push-In). GIFTED DELIVERY MODEL E The first digit after the decimal is '2'. A GIFTED DELIVERY MODEL is required.

40 STUDENT RECORD FY2017 Layout Changes Enn Record Elements Removed STUDENT ID No New Elements One Clarification ACTION CODE - DETENTION ACTION CODE 02 - Detention should only be reported when it is for two days or the equivalent hours (e.g. Saturday school should be reported if a single Saturday school detention is equivalent to two regular day detention periods.). Two detention days do not have to be consecutive. Detention should only be reported when 2 or more consecutive days.

41 STUDENT RECORD FY2017Layout Changes Knn Record Special Program Services Data Elements Removed STUDENT ID No New Elements One Clarification Minor modification to prohibit zero sessions for Flexible Learning Program. SESSIONS ATTENDED E3081 PROGRAM TYPE = 05, SESSIONS ATTENDED must be a number in the range of 1 to 225.

42 STUDENT RECORD FY2017Layout Changes Gnn Record Elements Removed STUDENT ID No New Elements No Updates Service Plan students (not public School) should NOT be reported in Student Record. Exception: If student changes status during the year and was subsequently enrolled in public school, the student is reported

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