May 1, 2014
AGENDA Pre-ID GUIDE Student Class EOPA Data Collections Conference Student Record
FY 2015 Pre ID Cycle Start Date End Date Pre-ID Cycle 1 (Tentative) Thursday, August 14, 2014 Tuesday, August 26, 2014 Pre-ID Cycle 2 TBD TBD Pre-ID Cycle 3 TBD TBD Note: The cycles and dates will be finalized once the new Assessment vendor has been selected.
FY 2015: A New Assessment System GMAP: Georgia Measures of Achievement and Progress GMAP will consist of both End of Grade (EOG) and End of Course (EOC) measures. GMAP-EOC replaces EOCT GMAP-EOG replaces CRCT and CRCT-M
FY 2015 Pre ID Adding two new assessments GMAP End of Course (EOC) (grades 7-12) Test ID = 12 GMAP End of Grade (EOG) (grades 3-8) Test ID = 13 Assessments for Cycle 1 GKIDS, GHSWT, and new GMAP-EOC Remove EOCT from Cycle 1 Assessments for Cycle 2 No change: 3 rd Grade Writing, 5 th Grade Writing, 8 th Grade Writing.
FY 2015 Pre ID Assessments for Cycle 3 GMAP-EOC and GMAP-EOG Remove CRCT, CRCT-M, and EOCT. GMAP-EOC replaces EOCT GMAP-EOG replaces CRCT and CRCT-M EOC courses Same as EOCT with some updates 1. Add 4 new American Lit courses 2. Changes to IB course titles 3. Delete 4 GPS Geometry and Math II courses
FY 2015 Pre ID Cycle 1 GHSWT GKIDS EOCT EOC Cycle 2 3 rd Grade Writing 5 th Grade Writing 8 th Grade Writing Cycle 3 CRCT CRCT-M EOCT EOG EOC Note: The cycles and dates will be finalized once the new Assessment vendor has been selected.
FY 2015 Pre ID EOC COURSES 2014 2015 Course ID Course Name Corresponding EOCT 23.06100 9th Literature and Comp 9thLit 23.05100 Am Literature and Comp AMELit 23.05300 AP Language Comp (American Lit Comp) AMELit ADD 23.06120 IB English B, Year One AMELit 23.06130 IB English B, Year Two AMELit 23.06800 IB English A Literature, Year One AMELit ADD 23.06900 IB English A Literature, Year Two AMELit ADD 23.07300 IB English A Language & Literature, Year One AMELit ADD 23.07310 IB English A Language & Literature, Year Two AMELit 26.01200 Biology I BIO 26.01400 AP Biology BIO 26.01800 IB Biology, Year One BIO 26.01900 IB Biology, Year Two BIO 40.01100 Physical Science PHY 45.08100 General US History USH 45.08200 AP US History USH 45.08700 IB History of Americas, Year One USH 45.08930 IB History of Americas, Year Two USH 45.06100 Economics/Business/Free Enterprise ECO 45.06200 AP Macroeconomics ECO 45.06300 AP Microeconomics ECO 45.06500 IB Economics, Year One ECO 45.06600 IB Economics Year Two ECO STRIKE 27.08200 Mathematics II MATH II STRIKE 27.09200 Accelerated Mathematics II MATH II STRIKE 27.06220 GPS Geometry GEOGPS STRIKE 27.09500 Accelerated GPS Geometry/Advanced Algebra GEOGPS 27.09710 Coordinate Algebra CALG 27.09750 Accelerated Coordinate Algebra/Analytic Geometry A CALG 27.09720 Analytic Geometry ANGEO 27.09760 Accelerated Analytic Geometry B/Advanced Algebra ANGEO
GUIDE Current Year Changes Current: W3106 - STUDENT MIDDLE NAME should be at least two characters. Please verify with the birth certificate or legal name change document that this student has a Middle Initial only. Will be split into W3106 and NEW W3105 W3105 - STUDENT MIDDLE NAME is blank. Please verify with the birth certificate or legal name change document that this student has no Middle Name. Added: E3102 - MIDDLE NAME must be either alpha characters (A-Z) or blank.
FY 2015 GUIDE New Data Element No Middle Name Verified Data Element Description No Middle Name Verified Indicates the registrar has verified that the student has no middle name or has a middle initial only as verified against the student s birth certificate. Entering a value for this data element is not required. If this data element is left blank, it will default to 0 in GUIDE to indicate it has not been unverified. Valid Values: 0 Student middle name has not been verified. 1 Verified the student middle name has a length of one letter. 2 Verified the student middle name is a valid name and has 2 or more letters. 3 - Verified the student has no middle name. DO NOT default blank middle names to 3 and middle initials to 1. This is not a required element.
FY 2015 GUIDE New Data Element No Middle Name Verified Data in this new element will be used to clean up W3106 and W3105 from GUIDE Data Integrity Report on HOME page: Active Enrollment in FTE GUIDE Data Integrity Dashboard Middle Initial Only % Middle Initial Only No Middle Name % No Middle Name Pseudo SSN % Pseudo SSN Appling County 3,629 5.1% 195 5.4% 115 3.2% State Total 1,723,439 30,570 1.8% 149,667 8.7% 159,784 9.3% State Goal na na Less than 2% na Less than 10% na Less than 3% Will change to something like this: GUIDE Data Integrity Dashboard Active Enrollment in FTE Unverified Middle Initial Only Middle Initial Only Unverified No Middle Name No Middle Name Pseudo SSN % Pseudo SSN Appling County 3,629 1 5 5 195 115 3.2% State Total 1,723,439 30,570 30,570 149,667 149,667 159,784 9.3% State Goal na na na na na na Less than 3%
FY 2015 Student Class Reporting Period Changes Changing the Reporting Periods E1020 - Must equal one of the following values: 'A' - All cycles (July, August, September, October, November, December, January, February, March April, May, June) A' - Class Size & Class Rosters (October) 'A' - Class Size only (March) Reporting Period ( A ) is all year. The Sign Off, Class Size, and Class Roster reports will reflect reporting period October or March at signoff.
FY 2015 Student Class Reporting Period Changes District Process JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Reporting Cycle to Use: A A A A A A A A A A A A Correct Errors Yes Yes Yes YES Yes Yes Yes Yes YES Yes Yes Yes Superintendent to SIGN OFF No No No YES No No No No YES No No No Note: A third cycle is planned. More details to follow.
FY 2015 Student Class Student Class Sign Off The screen shot below is an example of what a district currently sees when the district has signed off in Student Class but continues to upload for SCP updates to SLDS.
FY 2015 Student Class Student Class Sign Off The screen shot below is an example of the change recommended for the district view after the district has signed off in Student Class but continues to upload for SCP updates to SLDS. Class Size/Class Rosters Signedoff 03/12/2014 08:30:15AM
FY 2015 Student Class Student Class Sign Off The screen shot below is an example of what GaDOE staff see when districts have signed off in Student Class but continue to upload for SCP updates to SLDS.
FY 2015 STUDENT CLASS CYCLE 1 FTE Student Class Collected during same period as FTE 1 and CPI 1 for Class Size AND TKES/LKES Student Class October Collections CPI
FY 2015 Student Class Cycle 2 FTE Student Class Collected during same period as FTE 2 and CPI 2 for Class Size only Student Class March Collections CPI
STUDENT CLASS DATA FOR TKES/LKES FY 2014 Used for the following: 1. Student Surveys 2. 65% calculation 3. Loading data for Roster Verification 4. SLO Pre-population FY 2015 Used for the following: 1. Student Surveys 2. 65% calculation 3. Loading data for Roster Verification 4. SLO Pre-population
FY 2015 Student Class New Data Element Co-Teacher flag Data Element Description Co-Teacher Enter Y if this class has a co-teacher assigned. Enter N if no co-teacher is assigned to the class. Default blanks to N in extract. Co-Teacher equals Y. Additional Teacher ID 1 cannot be blank.
FY 2015 Student Class New Data Element Teacher Name Data Element Description Primary Teacher Last Name Primary Teacher First Name Enter the last name of the primary teacher (TEACHER ID field). Enter the FIRST NAME of the primary teacher (TEACHER ID field).
FY 2015 Student Class New Data Elements SLO Course, SLO Pre-Measure and Post-Measure, Measure Type Data Element SLO Course SLO Measure Type SLO Pre-Measure Description Indicate whether or not the course is a SLO course. The district determines if the measure type is individual student percentage or rubric. Score received on the SLO Pre- Measure. SLO Post Measure Score received on the SLO Post- Measure.
FY 2015 Student Class New Data Element Class Met Data Element Class Met Description Indicates whether or not the class met on the count day. CLASS MET must be one of the following valid values: Y Yes, the class was regularly scheduled to meet on the FTE count day. N No, the class was not regularly scheduled to meet on the FTE count day.
FY 2015 Student Class New Data Elements Special Ed Exit Code and Exit Date Data Element Description Special Education Event Code Special Education Event Date This field identifies students who have exited the Special Education program during the current fiscal year. This field captures the date the student exited Special Education. The date must be in the current fiscal year to be reported in Student Class.
FY 2015 Student Class New Data Elements Alternate School System & Alternate School Code Data Element Description Alternate School System Enter the system code for the alternate school code reported for the course. Alternate School Code Enter the alternate school code for the program or school where the student was concurrently enrolled while taking the course. EX: If the student took the course at the GNETS program, then enter the program code for GNETS.
FY 2015 Student Class Other Discussion Items Definition of long-term substitute teacher Teacher Id for short-term substitute teachers Timeline for 3 rd Student Class collection Extracting records for Teacher Class Finalizing guidelines for reporting delivery models
FY 2015 EOPA End of Pathway Assessment (EOPA) Data Submission Although the published dates for district EOPA Test Takers Collection are June 24-30, 2014, districts do not have wait until June 24 th to begin submitting their EOPA Test Takers data. The application will be ready to accept data after June 6 th. As districts sign off on Student Record, they will be able to begin EOPA updates. The EOPA Eligibility Report is now available in Student Record and on the CTAE menu. EOPA documentation is available at http://www.gadoe.org/technology- Services/Data-Collections/Pages/FY2014-EOPA.aspx
STUDENT RECORD UPDATE Edits Reports New Process for Error Relief
EDITS LATEST CHANGES ERROR DATA ELEMENTS DESCRIPTION CHANGE IN PROD? E583 EVENT DATE EVENT DATE for Initial Eligibility Determination (EVENT CODE '04' ) is over 3 years old, and no newer record has been reported for Re-Eligibility Determination (EVENT CODE '08'). The selection process now uses the student GTID rather than the Student ID. NOW E2567 WITHDRAWAL CODE Student is being reported with WITHDRAWAL REASON = T but the STUDENT ID is not reported by any other school in the SYSTEM or any other SYSTEM in the State. Message now refers to a new report ENR036 Students With E2567 With GTID Claim. ENR003 Transfers Among Georgia Public Schools see for Enrollments NOW E827 COURSE CREDIT HOURS EARNED COURSE NUMBER is not valid for high school, COURSE CREDIT HOURS must be null or 0. Some CTAE (Career Tech) courses are causing this error because the XX._XXX numbers are the same as another CTAE course, but the first digit after the decimal is different one is for a middle school and the other is for high school. Will be relieved where necessary. NOW
EDITS LATEST CHANGES ERROR DATA ELEMENTS DESCRIPTION CHANGE IN PROD? W2612 PRIMARY AREA; The most recent special education EVENT EVENT CODE CODE for this student is 05 (Initial IEP Meeting) with an EVENT DATE on/after April 1 of previous fiscal year, and no PRIMARY AREA reported this fiscal year. Please verify student status in regard to placement. Improved so that the warning will catch students who had an Event Code '05' at the end of last school year (special ed eligibility), but we don't see the student being reported as special ed (SWD) this year. Show to Special Ed Director NOW E9010 GRADE LEVEL; COURSE NUMBER GRADE LEVEL = '01' - '12', student should report at least one course in ELA, Math, Social Studies, and Science. Narrowing scope to Grade Levels 01 thru 08 after consult with Accountability. NEXT WEEK E859 & E861 INCIDENT DATE DISCIPLINE ACTION CODE is '30' (OSS), DISCIPLINE ACTION AUXILIARY CODE (days in OSS) must be an integer, greater than zero and less than 180. When DISCIPLINE ACTION CODE is '20' (ISS), DISCIPLINE ACTION AUXILIARY CODE (days in ISS) must be an integer, greater than zero and less than 100. Student Safety - the Incident Date will be added to the Error Report Detail to assist in determining which incident has the error. NEXT WEEK
PROGRAM LEVEL FLEXIBLE LEARNING PROGRAM Do not have to report the dates for the Flexible Learning Program, just the DAYS ATTENDED. Notes to this effect have been added to the Program layout. If dates prior to July 1 generate errors, we will relieve them on a case-by-case basis.
MESSAGE FROM ACCOUNTABILITY The CONTENT COMPLETER is a new Student Record data element for 2014. This element was added for CCRPI purposes. Below is a link to a pre-recorded webinar that explains the appropriate use of this element. If you have any questions after viewing the webinar, please contact the Accountability Specialist assigned to work with your district. Click the MORE button to see the link (URL) to the presentation. URL = https://sas.elluminate.com/mr.jnlp?suid=m.4c079e5606e2950fa99c388 B772B1C&sid=2012003
Reports
EOPA ELIGIBILITY REPORTS Now available on the Special Tools Menu This report relies on the Course data being reported in Student Record. If none are uploaded, the report will be empty. CTAE staff at the district level may not understand this and may issue a dticket about the empty report. We will advise them to contact their SR Coordinator to see when the Course records will be reported
NEW REPORTS New Reports SR085 SCHOOL Summary Information by School SR084 STUDENT Summary Information by School SR083 COURSE Summary Report PGM006 Extended Learning Time By School PGM007 Flexible Learning Program By School Report Enhancements DIS020D Discipline Action - Discipline Process column Detail level - Added
SR085 SCHOOL SUMMARY INFORMATION BY SCHOOL SR085 SCHOOL Summary Information by School (District Level) SCHOOL CODE/NAME FRL SPECIAL ASSISTANCE STATUS UNSAFE SCHOOL CHOICE OPTION TITLE 1 SCHOOL CODE SOCIAL WORK SERVICES SOCIAL WORK CASES SOCIAL WORK REFERRALS ONLINE SCHOOL CPR AED 0123 ABC School Y 1 1 3 5 15 Y Y 2345 Test School N 5 2 3 15 30 Y N 9876 Charter School C 9 N Y First of the new summary reports Top level view of school-related service attributes Overview of social work services Where possible, drill downs to detail Also references to other school-level reports with further breakdowns SR001 School Social Work Services Rendered SR002 Social Work Cases SR003 Social Work Referrals
SR084 STUDENT SUMMARY INFORMATION BY SCHOOL SR084 STUDENT Summary Information by School (District Level) SPECI SCHOOL CODE/NAME GIFTED EIP REP MIGRANT CCAE SWD TITLE 1 FRL PRE-K PROGRA M EL ('Y' or 'M') CTI SST RETAIN ED ACTIVE MILITAR Y AL NEEDS CODE * ENVIRONME NT SECTI ON 504 TOTAL Student s TOTAL Active Students 0123/ABC School 3 15 3 30 9 20 150 200-45 1-1 5 1 5 5 225 2345/Test School 10 20 5 5 5 5 75 100 5 10 5 10 5 1-1 - 150 TOTAL 13 35 8 35 14 25 225 300 5 55 6 10 6 6 1 6 5 375 Summary of student populations per school Drill downs available to specific populations
SR084 STUDENT DETAIL PER POPULATION GIFTED STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL ETHNICITY GENDER RACE PRIMARY AREA GIFTED REFERRAL CODE GIFTED ELIGIBILITY CODE EIP - STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y RACE PRIMAR Y AREA EIP Code EIP Description REMEDIAL - STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICITY RACE PRIMARY AREA Remedi al Code Description ENVIRONMENT - STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDE R ETHNICITY RACE PRIMAR Y AREA Envrmt Code Descriptio n
SR084 STUDENT DETAIL PER POPULATION STUDENT ID GTID MIGRANT- STUDENT Information for ABC School STUDENT GRAD NAME DOB E GENDE ETHNICITY LEVEL R RACE PRIMARY AREA Cod e Descriptio n STUDENT ID GTID CCAE - STUDENT DEMOGRAPHIC DETAIL for ABC School ETHNICIT STUDENT GRADE Y NAME DOB LEVEL GENDER RACE PRIMARY AREA CCAE SWD STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICITY RACE PRIMARY AREA ALTERNATE MATH SEQUENCE CTI EXTENDED YEAR SERVICES GAA TITLE I PARTICIPANT STUDENT Information for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICITY RACE PRIMARY AREA RELA MATHEMATICS SCIENCE SOCIAL STUDIES GUIDANCE COUNSELING/ SOCIAL WORK HEALTH / DENTAL NUTRITION PUPIL TRANSPORTATION JOB PREPARATION HIGH SCHOOL EQUIVALENCY GED STUDENT ID GTID STUDENT NAME FRL - STUDENT Information for ABC School DOB GRADE ETHNICIT LEVEL GENDER Y RACE PRIMARY AREA Code Description
SR084 STUDENT DETAIL PER POPULATION STUDENT ID GTID PRE-K PROGRAM CODE - STUDENT Information for ABC School STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y PRIMARY RACE AREA Code Description STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER EL STUDENT Information for ABC School ETHNICITY RACE PRIMARY AREA EL EL MONITOR YEAR EL MONITOR BASIS ESOL NON ESOL CTI - STUDENT DEMOGRAPHIC DETAIL for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICITY RACE PRIMARY AREA CTI STUDENT ID GTID SST - STUDENT DEMOGRAPHIC DETAIL for ABC School STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y RACE PRIMARY AREA SST RETAINED - STUDENT DEMOGRAPHIC DETAIL for ABC School STUDENT ID GTID STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y RACE PRIMARY AREA RETAINED
SR084 STUDENT DETAIL PER POPULATION STUDENT ID GTID ACTIVE MILITARY - STUDENT DEMOGRAPHIC DETAIL for ABC School STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y RACE PRIMARY AREA ACTIVE MILITARY STUDENT ID GTID SPECIAL NEEDS CODE - STUDENT DEMOGRAPHIC DETAIL for ABC School STUDENT NAME DOB GRADE LEVEL GENDER ETHNICIT Y RACE PRIMARY AREA SPECIAL NEEDS CODE WHEW!!
SR083 COURSE SUMMARY REPORT STUDENT ID GTID Student Name GENDER GRADE LEVEL Course Number ONLINE COURSE COURSE SECTION NUMBER (SCHOOL ID/Name) Course Summary Report MARKING PERIOD COURSE TEACHER ID ADDITIONAL TEACHER ID GIFTED DELIVERY MODEL GIFTED CONTENT AREA OF CURRICULUM ESOL DELIVERY MODEL CREDIT NUMERIC RECOVERY GRADE ALPHA GRADE COURSE CREDIT HOURS EARNED CONTENT COMPLETER 123456789 9876543219 Test, Carl James M 11 23.0123401 N 1 S1 1 08 80 B 1 P 987654321 3692581470 Doe, John James M 12 27.0152401 Y 3 Y1 537981537 2 75 C 1 P CREDIT IN LIEU OF COURSE COURSE NUMBER ONLINE COURSE COURSE SECTION NUMBER MARKING PERIOD COURSE TEACHER ID ADDITIONAL TEACHER ID (stack Additional Teacher IDs) GIFTED DELIVERY MODEL GIFTED CONTENT AREA OF CURRICULUM ESOL DELIVERY MODEL CREDIT RECOVERY NUMERIC GRADE ALPHA GRADE COURSE CREDIT HOURS EARNED CONTENT COMPLETER CREDIT IN LIEU OF COURSE
PGM006 EXTENDED LEARNING TIME BY SCHOOL Extended Learning Time By School School ID School Name Extended Day Extended Week Extended Year Total Students 1050 ABC Elementary School 1 0 0 1 0103 XYZ County High School 1 1 1 3 0177 LMN County Elementary School 3 0 0 3 0195 GHI County Middle School 2 0 0 2 0277 GHI County Primary School 1 0 0 1 System Totals 9 1 1 10
PGM006B EXTENDED LEARNING TIME BY SCHOOL DETAIL Extended Learning Time for XYZ County High School Student ID Student Name GTID Alternate System Code Alternate School Code Begin Date End Date Program Code Description 222222602 Doe, Bambi 533333313 Tom Thumb, 34343434763 601 6001 08082013 05162014 04A Extended Day 45454545508 601 6001 08082013 05162014 04C Extended Year 644444748 Lynn, Lori 99899999999 601 6001 08082013 05162014 04B Extended Week
PGM007-FLEXIBLE LEARNING PROGRAM BY SCHOOL Flexible Learning Program By School School ID School Name Before/ After School During School Saturday Program Intercessi on Summer Total Students 1050 ABC Elementary School 1 1 1 1 1 6 0103 ABC County High School 1 1 1 1 1 6 0177 XYZ County Elementary School 3 2 3 2 0 10 0195 XYZ County Middle School 2 2 2 2 2 10 0277 XYZ County Primary School 1 0 0 1 1 3 System Totals 9 1 35
PGM007B FLEXIBLE LEARNING PROGRAM BY SCHOOL DETAIL Flexible Learning Program for ABC County High School Student ID Student Name GTID Alternate System Code Alternate School Code Begin Date End Date Program Code Description 444444602 Bit, Lil 44444934763 601 0103 08082013 05162014 05C Saturday Program 777777013 Job, Iva 4444495908 601 0103 08082013 05162014 05E Summer 888888558 Dow, Jane 4444442573 601 0103 08082013 05162014 05A Before/ After School
DIS020D DISCIPLINE ACTION Detail level - Added Discipline Process column Added Discipline Process COLUMN 01, 02, 03 or blank
NEW MANUAL ERROR RELIEF PROCESS
ERROR RELIEF What comes first? 1 st - Manual Error Relief 2 nd - Automated Error Relief o Drop-down options o Other enter comments 3 rd - Comparison Warnings
MANUAL ERROR RELIEF What errors require manual relief? Only exceptions that cannot be solved by corrections to data. Always report what has actually occurred! Data Collections will reject error relief requests where they are not reasonable. We cross-check error counts and student data with the relief information given us. More than ever, we are being careful to establish consistency in our procedures and our criteria for relief.
NEW PROCESS FOR MANUAL ERROR RELIEF New option available 3 weeks prior to signoff deadline Direct request to Data Collections Removes the need for emailing items for manual error relief
THE NEW WAY NEW OPTION
ENTERING COMMENTS We don t have district data. The GTID was entered incorrectly last cycle. This is the correct one. This is the actual count of days served. SUBMIT button is at the end of the comments
A CLOSER LOOK AT THE MANUAL COMMENT PAGE Put pointer over the Error Code to see the Error Message We don t have district data. The GTID was entered incorrectly last cycle. This is the correct one. This is the actual count of days served. You can click on History to see the dialogue between your district and data collections when error is not immediately approved.
FY 2015 DATA COLLECTIONS CONFERENCE Registration for the Georgia Department of Education s annual Data Collections Conference will open the week of May 5, 2014. Look for notification email next week. Conference Dates: August 27-29, 2014 (Registration ends August 8, 2014 or when count reaches 1,000 participants)
QUESTIONS & ANSWERS