Presented By Carl Garber

Presented By Carl Garber

The Student Record collection is a year-end, cumulative record of a student s activities throughout the regular school year (fiscal year). Student Record provides information on services provided across the entire school year. Student Record does not include summer school data. Student Record has seven (7) record levels: System School Student Enrollment Program Student Safety Special Education 2

Record Levels System Level Information compiled at the district level for the entire system. One (1) A01 and one (1) A02 record is transmitted for each school system. Examples of data reported include Psychological Services and Title I related data. School Level One School level record is transmitted for each school in the school system. Examples of data reported include Title I School Code, Free or Reduced Meal Eligibility, Number of USCO (Unsafe School Choice Option) incidents (by incident), and Social Work related data. 3

Record Levels Student Level One record is transmitted from a school for each student enrolled at that school at any time during the school year. One record is transmitted for each student who attended this school, this school year, regardless of the number of times the student enrolled or withdrew from this school. A Student-Level Record must also be submitted for each student who attended this school last year and has a Withdrawal Record submitted this year. A student may have multiple records within a system if the student was enrolled in different schools, at different times, within that system. Student level data includes demographic information (gender, age, grade level, race, ethnicity) and program participation information such as Gifted, Remedial, and EIP. 4

Record Levels Enrollment Level Every student reported as active in any other data collection (FTE 1 or 3) must have at least one Enrollment record with a SCHOOL ENTRY DATE. If a student re-enrolls, another Enrollment Record is created. Every Enrollment Record must have a SCHOOL ENTRY DATE. If there is no WITHDRAWAL DATE in the same Enrollment Record, the student is considered active. Examples of data reported on the Enrollment record include school entry and withdrawal information, as well as, attendance data. An Enrollment Record cannot have a WITHDRAWAL DATE without a SCHOOL ENTRY DATE. A student may have multiple Enrollment Records submitted if the student entered and withdrew more than once during the school year. 5

Record Levels Program Level One Program record for a student should be reported for each assignment to a program (Alternate Ed, GNETS, Charter Career Academy, and Extended Learning Time). A student could have multiple Program assignment records. Because a student may have concurrent assignments to different programs, the program dates in multiple program records can overlap for the same student in the same reporting school. A student cannot have more than one record per PROGRAM TYPE and PROGRAM CODE for the same period of time. A Program Level record is not reported for a student if the student did not have any program assignments. 6

Record Levels Student Safety Level The Student Safety record contains data elements related to a safety event for a student, which must be reported according to federal and state guidelines. (See the Student Safety Record layout (E) for INCIDENT TYPES and ACTIONS that must be reported) A student could have multiple Student Safety records, or may not have any. Special Education Level The Special Education record collects Special Education event time-line data for special education students, as well as students evaluated for special education services. Data is reported at the student level. Events should be reported by the district/school where the event occurred. 7

Record Levels Please do not upload an extract file for the record levels listed below. The data is no longer reported in Student Record. ADDRESS COURSE SYSTEM COURSE 8

Student Record data is used for multiple purposes 1. CCRPI (College and Career Ready Performance Index) 2. Federal (EDEN) Reporting 3. Program Monitoring and Evaluations 4. Open Records Requests 5. Civil Rights Data Collection 6. Perkins Reporting 7. Special Education reporting 8. SLDS (Statewide Longitudinal Data System) 9. Program audits 10. GA AWARDS 11. State Report Card 12. Enrollment Verification 9

FY2018 Student Record Transmission Dates: Start Date: The FY2018 Student Record Data Collection began on Wednesday, February 7, 2018. Initial Transmission: All school systems are required to complete the initial transmission of STUDENT and ENROLLMENT data by Wednesday, February 14, 2018. The initial transmission should include a record for all students that were reported active in FTE-1 or FTE-3, or reported as withdrawn this FISCAL YEAR. Please note: Each Record Type (Level) has an initial upload deadline. Duplicate Resolution: The deadline for resolving duplicate records of students with the same GTID, reported active in more than one school, is Wednesday, April 4, 2018. SIGN-OFF DEADLINE: All Student Record transmissions, review of reports, and superintendent sign-off, must be completed by Friday, June 15, 2018. RECORD TYPE DUE DATE FOR INITIAL UPLOAD Student Record Opens Wednesday, February 7, 2018 Student Wednesday, February 14, 2018 Enrollment Wednesday, February 14, 2018 Special Education Tuesday, February 20, 2018 Student Safety Tuesday, April 3, 2018 Program Friday, April 20, 2018 System Wednesday, April 25, 2018 School Wednesday, April 25, 2018 10

Who s on Your TEAM Curriculum HR/Payroll EL/ESOL Programs Title Services Gifted Education Special Education School Admin CTAE School Secretary 11

Plan TEAM meetings to review data requirements Set internal deadlines that are prior to state deadlines. Make sure the TEAM is aware of the internal deadlines Use checklists for meeting target deadlines Start early in the cycle to see what issues need to be resolved Print reports (after the first upload) and send to Data Managers/Program Managers Ask for the Program managers & Admin resources for input Keep everyone posted with the collections progress 12

Tips and Reminders Deadlines are important! Please strive to make the Initial Transmission deadlines. Create check-lists to help keep the collection on track. Set internal deadlines that are earlier than the states collection deadlines Set times-frames to review the data and reports prior to sign off. Allow additional time to handle the unexpected because the unexpected will happen! Please contact the Help Desk (dticket@doe.k12.ga.us) or the Data Collection team ASAP if the district is having local system problems. 13

STUDENT RECORD APPLICATION OVERVIEW 14

Transmission Cycles / Current Documentation 15

Student Record Main Menu Student Record Updates 16

Student Record Updates 17

SR File Upload Select this link to upload a SR extract file 18

SR File Upload 19

Online Validation Select this link to start an online validation 20

Online Validation 21

Special Tools Select this link to access: - SpEd Rejection Recovery - Ad Hoc Query - SpEd History/GTID Claim report - Individual Student Record report 22

Special Tools The Individual Student Report includes all the student level data reported by the district. This report can be used to quickly verify data reported for a student. All Enrollment records reported state-wide are displayed on the report. ADHOC Query allows the user to search/query data the district reported in Student Record. SPEDHIST-GTID Claimed Student SpEd History Report allows the user to search the SpEd History for a student claimed in GUIDE. SpEd Event Rejection Recovery and the SE076 Rejection Report allows the user to recover rejected SpEd events. 23

Individual Student Record 24

SR Reports Menu Select this link to access reports for System, School, Student, Enrollment, Program, Student Safety, and Special Education. 25

SR Reports Menu Student Record reports are grouped by Record type for convenient access. Student Record reports should be used to verify the data the district reported in Student Record to the GaDOE. Please review the data on the reports for accuracy prior to Superintendent sign off. Program area reports can be reviewed by the appropriate program area to ensure accurate data has been reported. Student Record reports can be used in the error resolution process. 26

SR Reports Menu Note: Student level reports are based on the student's enrollment status (i.e. active, withdrawn). An enrollment record must be uploaded in order for a student to be included in the student-level reports. 27

Some Recommended Reports to Review STUDENT: SR038 Active Students Reported in FTE but not in Student Record SR064 Multiple GTIDs Reported for Student ID SR084 Student Summary Information SR020 Retained Students Report SR066 Duplicate GTID Report ENROLLMENT ENR001 Dropouts Who Are Active in Another System ENR036 Students With E2567 With GTID Claim ENR032 Duplicate Student Id Report ENR035Ta Student Enrollment Greater than 190 days Summary between Districts SPECIAL EDUCATION SE061 Students Misreported as Special Ed STUDENT SAFETY DIS095 OSS Greater Than 10 Days w/o Services 28

CCRPI Related Reports SR025A Special Language Programs SR025B Special Language Programs - Primary Language SR025D EL Monitored SR057A Graduate Diploma Information SR073 Date Entered Ninth Grade Report SR084 Student Summary Information ENR019A Withdrawal Reason Report ENR021 Student Attendance Report ENR022 School Entry Reason Report SE056b Primary Area by Age (by Primary Area) EOPA Eligibility Report 29

Types of Errors Valid Value Checks PRIMARY LANGUAGE must equal one of the language codes specified in the Data Element Detail. See Data Element Detail. (E216) Data Comparison Checks DATE OF BIRTH reported for active student does not match the DATE OF BIRTH in Guide. Verify data and correct in either SR or GUIDE. (E024) Across Application Checks Course data has been reported for the student (GTID) in Student Class. A Student level record for the student (GTID) must be reported in Student Record. (E2331) 30

Error Correction 1. Why is the record receiving the error What is the error message really saying? 2. Trouble Shooting: Layout Data Definitions Check at the source (SIS) for data entry errors 3. Local software issue contact vendor 4. Not sure what the problem is contact the Help Desk 31

Error Relief Error relief is the process that allows for the removal of errors, based on exceptional circumstances as outlined in the error comment. Student Record has two types of error relief: 1. Manual Error Relief Manual Relief Request is typically the first step in the error relief process. The Manual Error Request link is located on the Student Record main menu. 2. Online automated relief The status Comments Entry Menu displays once the manual relief process is completed. The online automated relief process allows the user to select the comment to be entered from a drop-down list. Some errors only have Other as an option. Selecting Other requires the user to enter the reason for the relief request. These are reviewed by Data Collections. 32

Error Relief Not all errors (situations) are relievable. Error relief is only for exceptional situations. Some examples: SWD student graduated last year ( G ), was not coming back, but unexpectedly enrolled again this year. DATE OF BIRTH was reported incorrectly last year and is now being reported correctly. 33

Error Relief For additional information related to Error Relief, please go to the Data Collection documentation website. The links are located on the Data Collection website under FY2018 Presentations, Webinars, and Miscellaneous Documentation. PDF version http://www.gadoe.org/technology-services/data- Collections/Documents/Presentations%20and%20Webinars/FY2018/Error%20Relief%20Process.pdf Webinar version http://www.gadoe.org/technology-services/data-collections/pages/fy2018-presentations,-webinars,-and- Miscellaneous-Documentation.aspx 34

SIGN OFF PROCESS PRIOR to sign off, have the Team (Gifted, Remedial, Special Education, schools, etc.) review the reports for data accuracy. Review the Sign Off Report for accuracy prior to signing off. Have the Team confirm the data is correct. The Sign Off Button (electronic signature) Is only visible via the Superintendent s login ID and password. The button is not available on the report until the Student Record status is Ready to Sign Off. Alert your superintendent to sign off before the deadline. Continue to follow up to verify the superintendent has actually signed off. 35

Student Record - Updates 36

Student Record - File Layout Changes Version Updates table 37

Student Record File Layout Changes An index of all the data elements for the file layout are listed at the end of each layout. The starting position of each data element on the layout is included to assist with locating the data element in the layout. (See examples below) Enrollment Level Data Element Starting Position DAYS MADE UP 52 DAYS PRESENT 46 FISCAL YEAR 1 GTID 55 PERIOD 5 RECORD TYPE 9 SCHOOL CODE 12 SCHOOL ENTRY CODE 25 SCHOOL ENTRY DATE 26 SYSTEM CODE 6 TOTAL DAYS ABSENT 43 UNEXCUSED DAYS ABSENT 49 WITHDRAWAL CODE 34 WITHDRAWAL DATE 35 Student Safety Data Elements Starting Position ACTION AUXILIARY CODE 50 ACTION CODE 48 ADMINISTRATOR CODE 54 CONTINUATION OF SERVICES 67 COURSE TEACHER CODE 39 DATA TYPE INDICATOR 26 DISCIPLINE PROCESS 79 EVENT IDENTIFIER 63 FISCAL YEAR 1 GTID 68 INCIDENT CONTEXT AND LOCATION 37 INCIDENT DATE 27 INCIDENT NUMBER 22 INCIDENT SEVERITY LEVEL 78 INCIDENT TYPE 35 NUMBER OF DAYS 81 PERIOD 5 SCHOOL CODE 9 SYSTEM CODE 6 Program Level Data Elements Starting Position ALTERNATE SCHOOL NUMBER 46 ALTERNATE SYSTEM CODE 55 BEGINNING DATE 30 ENDING DATE 38 FISCAL YEAR 1 GEORGIA TEST IDENTIFIER (GTID) 59 NUMBER OF DAILY GNETS SEGMENTS 58 PERIOD 5 PROGRAM CODE 27 PROGRAM TYPE 25 RECORD TYPE 22 SCHOOL CODE 9 SYSTEM CODE 6 38

Student Record - Student ENGLISH LEARNER (EL) New valid values were added for English Learner (EL) to allow students that have recently tested out of the EL subgroup to be counted in the EL accountability group. English Learner (EL) valid values: Y - Yes, student is EL. 1 - First year out of EL Program; monitored year one. 2 - Second year out of EL Program; monitored year two. 3 - No longer EL; no longer monitored; tested out of EL 3 years ago. 4 - No longer EL; no longer monitored; tested out of EL 4 years ago. F - Former EL Student; tested out of EL 5 or more years ago. I - Student incorrectly reported as EL. N - Student is not EL. 39

Student Record - Student GRADUATION PROGRAM OF STUDY Indicates the student is participating in the SB2-Move On When Ready (MOWR) high school graduation option. The International Skills Seal, Bi-Literacy Seal, and Fine Arts Seal are no longer included with the GRADUATION PROGRAM OF STUDY (See DIPLOMA SEALS). Valid values are either S (SB2-MOWR) or blank. (E321) 40

Student Record - Student New Data Elements MILITARY RESERVE Indicates whether the student has a parent or guardian who is a member of the military reserves (U.S. Armed Forces, National Guard or Reserve). Valid values are Y or N (E0681) DIPLOMA SEAL Indicates the student has completed all the requirements for a given DIPLOMA SEAL. Only students in GRADE LEVEL = 12 can earn a DIPLOMA SEAL. There are three different DIPLOMA SEALs: 1. International Skills Seal 2. Bi-Literacy Seal 3. Fine Arts Seal A student can earn more than one DIPLOMA SEAL. Not all students who graduate will earn a DIPLOMA SEAL. 41

Student Record - Student New Errors and Warnings DIPLOMA SEAL E3210: Must equal one of the valid DIPLOMA SEAL codes: 'I' - International Skills Seal 'L' - Bi-Literacy Seal 'F' - Fine Arts Seal '5' - Both DIPLOMA SEALS 'I' & 'L '6' - Both DIPLOMA SEALS 'I' & 'F' '7' - Both DIPLOMA SEALS 'L' & 'F' '8' - All DIPLOMA SEALS 'I', 'L', & 'F E2324: GRADE LEVEL = 'PK' - '11', DIPLOMA SEAL must be blank. E2325: DIPLOMA SEAL = 'I', '5', '6', or '8', is required when BI-LIT LANGUAGE 1 is not blank. 42

Student Record - Student New Errors and Warnings (continued) DATE ENTERED 9TH GRADE E0712: DATE ENTERED 9TH GRADE cannot equal the WITHDRAWAL DATE. EL MONITOR BASIS E2261: EL MONITOR BASIS = '2' is only valid when EL = '2'. E2271: EL = 1 or 2, EL MONITOR BASIS is required. 43

Student Record - Student Modified/Changed - Errors and Warnings NON-ESOL E113: changed description of 4 to Language support via a non-evidence based model. PRIMARY LANGUAGE E255: PRIMARY LANGUAGE cannot be blank if EL = Y, 1 or 2. EL MONITOR BASIS E226: EL MONITOR BASIS must be null when EL = Y, F, or N. ( M is no longer a valid value) 44

Student Record - Student For FY2018, when reporting students displaced from Texas, Louisiana, Florida, or any Caribbean island: SCHOOL SYSTEM OF RESIDENCE New valid values for SCHOOL SYSTEM OF RESIDENCE: Texas = '925 Louisiana = '926 Florida = '927 Any Caribbean Island = '928' COUNTY OF RESIDENCE Code for the Georgia county the student resides in while attending public school. 45

Student Record - Enrollment Modified/Changes Errors and Warnings SCHOOL ENTRY CODE E029: New valid values: 'J' - Entered from another state or U.S. territory 'K' - Entered from another country O - Is no longer valid (Entered from another state or country) DAYS PRESENT E067: DAYS PRESENT cannot be greater than 180 days within the school. Blanks or decimals are not allowed. E0671: DAYS PRESENT must be greater than 0 within the school. Blanks or decimals are not allowed. (NEW) 46

Student Record - Enrollment Modified/Changes Errors and Warnings WITHDRAWAL CODE E2567: 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. Added the following WITHDRAWAL CODE to the edit. '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 '4' - Transferred under jurisdiction of Department of Juvenile Justice (DJJ) 47

Student Record Program Flexible Learning Program The Flexible Learning Program (FLP) is no longer a reportable program for Student Record. The Flexible Learning Program (FLP) data elements have been removed from the Program File Layout. All FLP related errors and warnings have been removed. 48

Student Record Student Safety and SpEd Student Safety All state reportable incidents should be reported for students age 3 21 years old. Special Education New EVENT CODE Error E5941: When EVENT CODE 11 is reported, EVENT CODE 04 is required. 4 - Initial Eligibility Determination 11 - Student Not Eligible for Initial Placement 49

For Assistance, please submit a dticket email to dticket@doe.k12.ga.us Or Call the Help Desk at 800-866-1011

Data Collection Team Levette Williams Kathy Aspy Patty Miller Carl Garber Sharon Armour Katie Green Irish Saxton Chief Privacy Officer, Director of Technology Management (Data Collections & Reporting, Customer Support, Database Administration) Data Collections Manager (Data Collections & Reporting) GTID Administrator (GUIDE, Private School) Data Collections Specialist (Student Record) Data Collections Specialist (Pre-ID, Student Class, Course Table Maintenance) Data Collections Specialist (CPI, Free and Reduced Meal) Data Collections Specialist (FTE, EOPA) lewillia@doe.k12.ga.us 404-651-5312 kaspy@doe.k12.ga.us 404-657-0533 pmiller@doe.k12.ga.us 404-463-2326 cgarber@doe.k12.ga.us 404-657-1064 sarmour@doe.k12.ga.us 404-463-1946 kagreen@doe.k12.ga.us 404-657-0536 irish.saxton@doe.k12.ga.us 51