Data Collections Updates: CPI, FTE, Pre-ID, SC, SR, Free & Reduced Meal Count, & Private School. Data Collections and Reporting Manager

Data Collections Updates: CPI, FTE, Pre-ID, SC, SR, Free & Reduced Meal Count, & Private School Data Collections and Reporting Manager

What s new in Data Collections? Who s new in Data Collections? Anyone responsible for a state data collection of education data.

Overview of Data Collections Pre ID Labels EOPA FTE DATA SURVEY STUDENT RECORD GUIDE FTE PRIVATE SCHOOL STUDENT CLASS FREE REDUCED MEAL CPI

Index at the end of each layout Version Updates table Highlight only the part of the layout/collection that has changed. Data Collections contacts are posted.

CF$

CF$ 1 New data element ASSIGNMENT CONSOLIDATED FUND FLAG indicates if employee should be counted in the Consolidated Funding. Valid Values: Y = Yes, or N = No 2 New valid values for ASSIGNMENT FUND CODES (also called SECONDARY FUND CODES) 01 = Staff accounted for within the Resource Allocation Plan (For CF Sites Only), or 02 = Staff NOT accounted for within the Resource Allocation Plan (For CF Sites Only)

CF$ 3 New error checks to ensure that, when ASSIGNMENT CONSOLIDATED FUND FLAG = Y: The school is on the approved Consolidated Funding school list; The ASSIGNMENT FUND CODE must be 01 or 02 ; The employee s job code may be paid by Consolidated Funds; The district total Consolidated Funding cannot exceed the Resource Allocation. Add 40 spaces of filler at the end of the C record file.

GaDOE codes for CERTIFICATE TYPEs for waivered charter schools to report non-psc data as certified in CPI: CHW = GaDOE Charter/SWSS School Waiver To be combined with: GaDOE substitute CERTIFICATE FIELD Codes 101 = Academic Major (Grades 6-12) - GaDOE Charter School Waiver only 102 = Course work (minimum of 21 semester hours)* - GaDOE Charter School Waiver only 103 = GACE - GaDOE Charter School Waiver only 104 = HOUSSE - GaDOE Charter School Waiver only (has been removed - HOUSSE no longer possible) New error: E6461 If ASSIGNMENT FIELD CODE (CERTIFICATE FIELD CODE) = 101, 102, or 103 (Charter Waiver), the EMPLOYEE CODE must exist in the PSC s Clearance Table. Contact PSC.

Certificate Type Code Certificate Type Category Salary Type Currently Issued? OT One-Year Supervised Practicum Teaching Provisional No longer exist B None active N CAT Core Academic Teaching Provisional B N CPT Clinical Practice Teaching Provisional B N IT Intern Teaching Provisional B N

Certificate Field Code Certificate Field 823 SUPERINTENDENT 694 CLEARANCE CERTIFICATE 692 NON-INSTRUCTIONAL AIDE 695 EDUCATIONAL INTERPRETER LICENSE 693 SUPPORT PERSONNEL LICENSE

Certificate Type Code C PARA NPARA EI NEI WEI AIDE WAIDE SP Certificate Type Clearance Parapro Nonrenewable Parapro Educational Interpreter Nonrenewablle Educational Interpreter Waiver Educational Interpreter Non-instructional Aide Waiver Non-instructional Aide Support Personnel

2 New Data Elements EOG EOC MATH - Indicates that a student in GRADE LEVEL 3 8, is not taking the grade appropriate EOG mathematics assessment because the student is in a higher level mathematics course that has an EOC assessment. (and a couple of edit check on values EOG EOC SCIENCE - Indicates that a student in GRADE LEVEL 3 8, is not taking the grade appropriate EOG science assessment because the student is in a higher level mathematics course that has an EOC assessment. New errors on valid values and GRADE LEVELs

ENGLISH LEARNER (EL) EL MONITOR YEAR Indicates whether or not the student has limited proficiency in English. NOTE: All ESOL students by definition have limited proficiency in English. All ESOL students must also be marked EL = Y. When EL = M, the year that student is being monitored is either 1 or 2, indicating the first or second year. Y - Yes, student has limited English proficiency. N - No, student does not have limited English proficiency. M - Student Monitored F - Former EL Student no longer monitored FY 2017

WHAT: New valid values for EL WHEN: Pre ID, FTE 1 & 3, SR Student WHY: To allow students that have recently tested out of the EL subgroup to be counted in the EL accountability group. DATA ELEMENT ENGLISH LEARNER (EL) DESCRIPTION Indicates whether the student has limited proficiency in English. Y Yes student has limited English proficiency. 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 No, student does not have limited English proficiency. If null or blank will be converted to N. BUSINESS RULES Error checks will make sure that any student that is Y, will progress to 1, then 2, then 3, then 4, then F.

Cycle 1, the collection of GKIDs data is now a direct upload of data to the vendor. The layout and format of the data is the same as for cycle 2 and cycle 3. Test 11 (GKIDs) has been removed. All error checks related to this data collection cycle have also been removed.

Added contact info for Private School Data Coordinator.

SCHOOL ENTRY DATE Not a new data element; found in SR and in your SIS SCHOOL ENTRY CODE New valid values: J Entered from another state; K Entered from another country. (Previously, O included both from another country or state.) Error checks Must be: K if RESIDENCESTATUS CODE = 7 ; in school calendar (from FTE Survey); blank if withdrawn before school starts; Cannot be prior to another district s withdrawal date; a student that has graduated in another district.

If your school takes in displaced students (families) from Texas, code them with: RESIDENT STATUS CODE Resident, In-State, Consent And SYSTEM OF RESIDENCY = 925 Texas 926 Louisiana = 2 Non-

Special Education Related Error Check Changes E6102 - HOURS PER WEEK cannot be blank or N (no hours) if SPECIAL ED ENVIRONMENT is not O or J (in a private school). W107 Exit EVENT CODE reported in SR indicates the student exited SpEd. Please verify the REPORT TYPE and PRIMARY AREA reported in FTE 1 are correct. W5022 PRIMARY AREA reported in FTE does not match the PRIMARY AREA reported in SC.

E2567 Added valid values: V, Y, 1, 2, and 3 to WITHDRAWAL REASON. V Advanced to another school in the system Y SB10 State Schools Transfer 1 SB10 Public Schools Transfer 2 School Choice Transfer (Title I School Choice) 3 USCO W0420 Student's WITHDRAWAL DATE is the first day of the district school year. Please verify student attended first day of school. If not, withdraw student with the no show date of 6/16/prior school year.

If a student officially withdraws before the first day of school (during the summer), the actual WITHDRAWAL DATE can now be reported. (We will check WITHDRAWAL DATES against the district s school calendar in FTE Survey. (Do not withdraw a no-show student on the first day of school.)

No-show : A student who is not in attendance on the first day of school but expected based on prior year enrollment, shall be withdrawn as a no-show student and shall not be included in any enrollment or attendance counts in SR. No-show students are reported in FTE-1. The student would not be reported in any other data collection unless the student returns to the district after FTE Cycle 1. The WITHDRAWAL DATE for no-show students must be 6/16 of the previous fiscal year. (Don t withdraw a student on the first day of school.) Think of these students as the ones that did not officially withdraw.

If you withdraw a student on the first day of school, then in Data Collections, we consider that the student is actually enrolled and in attendance for 1 day (the WITHDRAWAL DATE is inclusive.) So, you will need to send a SR Student record. If you send the SR Student record, you will also have to send a SR - Enrollment record. And if you send a SR Student record, you will also have to send course records in SC. If this student is in 9 th grade, then Accountability would then have that student in your 9 th Grade Cohort as well since the data indicates that the student attended school, in 9 th grade, for a day. AND if

W0420 Student s WITHDRAWAL DATE is the first day of the district school year. Verify student attended first day of school. If not, withdraw student with the no-show date of 6/16/prior school year.

Slight difference in reporting part-time students must be reported. SR Student SR Enrollment SC completed

Key: Yellow highlight NEW new data element, valid values, or edit check. Grey highlight CHANGED, MERGED, DELETED Please note that MERGED data elements, valid values, or edits are not new. They are being merged into this data collection from another data collection.

DATA ELEMENTS COURSE TEACHER CODE 90% ATTENDANCE COURSE TEACHER CODE 90% ATTENDANCE ADDITIONAL COURSE TEACHER CODE 1 90% ATTENDANCE ADD Added New Data Element COURSE TEACHER CODE 90% ATTENDANCE (Starting Position 415) Added new Edit E6042 - COURSE TEACHER CODE 90% ATTENDANCE and ADDITIONAL COURSE TEACHER CODE 90% ATTENDANCE Must be 'Y'- Yes or 'N'-No for EOC courses. Added New Data Element ADDITIONAL COURSE TEACHER CODE 1 90% ATTENDANCE (Starting Position 416) ADDITIONAL COURSE TEACHER CODE 2 90% Added New Data Element ADDITIONAL COURSE TEACHER CODE 2 90% ATTENDANCE ATTENDANCE (Starting Position 417) ADDITIONAL COURSE TEACHER CODE 3 90% Added New Data Element ADDITIONAL COURSE TEACHER CODE 3 90% ATTENDANCE ATTENDANCE (Starting Position 418) STUDENT 90% ATTENDANCE Added New Data Element STUDENT 90% ATTENDANCE (Starting Position 419) Added new Edit E6043: STUDENT 90% ATTENDANCE must be Y'- Yes or N'-No for EOC courses. TLE-related requirement for FY2018: 90% Attendance data elements for the primary teacher, any additional teachers, and the student are being collected for HS students taking EOC courses. The district or SIS vendor determines the 90% flag using district business rules. These elements must be filled out for EOC ELA and Math courses. STUDENT 90% ATTENDANCE

DATA ELEMENTS COURSE NUMBER COURSE NUMBER ALPHA GRADE ADD Added new Edit E6044 - (COURSE NUMBER) One or more PROGRAM 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 Class. Added new Edit E352 - GAA = 'Y', there should be at least one course with COURSE NUMBER = XX.8. (EOY only). Added new valid values for Alpha Grades: Z and I IMMERSION LANGUAGE GRADE LEVEL COURSE TEACHER CODE PRIMARY AREA ALTERNATE SYSTEM CODE Added new Edit E216 - Must equal one of the language codes specified in the Data Element Detail. See Data Element Detail appendix for valid values. Added new Edit E6041- Student GRADE LEVEL reported in Student Class is different than Student GRADE LEVEL in Student Record. Added new Edit W143 - SCHOOL ENTRY CODE= 'C' or 'N', COURSE TEACHER CODE cannot be '888888888' or '999999999'. Added new Edit E6040 - PRIMARY AREA reported in Student Record does not match PRIMARY AREA in Student Class. Added new Edit E6030 - If ALTERNATE ED = Y ALTERNATE SYSTEM CODE or ALTERNATE SCHOOL CODE cannot be blank Data Consistency Cross Collection Checks: (3 examples from above) If you send a MOWR FTE segment, the student must have a MOWR course in SC. If the student has a GAA, the student must have a xx.8 Special Education course in SC. If the course teacher code is all 8s or all 9s (code for this is a transfer course), then the student s School Entry Code cannot be continuing in the same school or has never been in any school before. New Valid Value: ALPHA GRADE - Z = No Grade is expected. (Used for dropped classes). I = Incomplete (used when it s expected student will finish class receive a final grade).

DATA ELEMENTS ALTERNATE SYSTEM CODE ALTERNATE SYSTEM CODE ALTERNATE SYSTEM CODE ALTERNATE SCHOOL CODE ADD Added new Edit E6031 - ALTERNATE SYSTEM CODE or ALTERNATE SCHOOL CODE reported are not valid for Alternate Ed. Program in Facilities Added new Edit E6032- No students reported with ALTERNATE SYSTEM CODE or ALTERNATE SCHOOL CODE for Charter Career Academy. Added new Edit W5013 - No students reported with ALTERNATE SYSTEM CODE or ALTERNATE SCHOOL CODE for GNETS. Please see edits for ALTERNATE SYSTEM CODE Error Checks to make sure the Alternate System and School are found in Facilities DB with an appropriate school type.

DATA ELEMENTS GTID SCHOOL CODE PRIMARY AREA ESOL DELIVERY MODEL EIP DELIVERY MODEL NUMERIC GRADE CHANGE Verbiage change for edit E6036 - Students GTID reported in EOY Cycle must have Student Level record in Student Record Verbiage change for edite6039 - SCHOOL CODE reported in Student Class must also be reported in School Level record in Student Record. Verbiage change for edit W5020 - PRIMARY AREA reported in Student Class differs from PRIMARY AREA in FTE Verbiage change for edit W5031 - Segment(s) reported in FTE for ESOL Itinerant or ESOL Non-Itinerant. ESOL DELIVERY MODEL must be reported in Student Class. Verbiage change for edit W5012 - EIP segment(s) reported in FTE. EIP DELIVERY MODEL required in Student Class Verbiage change for edit E6023 - If ALPHA GRADE is I or Z, then NUMERIC GRADE must be null.

DATA ELEMENTS & ERRORS IMMERSION LANGUAGE CREDIT IN LIEU OF COURSE NUMERIC GRADE ALPHA GRADE CREDIT IN LIEU OF COURSE COURSE CREDIT HOURS EARNED Edits on CONTENT COMPLETER will be inactivated this year.

DATA ELEMENTS COURSE TEACHER CODE COURSE TEACHER CODE COURSE TEACHER CODE COURSE NUMBER CLASS MET CLASS MET DELETE Deleted Edit 6033 - The COURSE TEACHER CODE must be all 9's when the COURSE NUMBER reported is for an instate transfer course. (Indicated by a 6 in the fifth digit after the decimal). All 5 s is no longer a valid value Delete Edit E5006 Delete Edit E5052 Delete Class Met Delete Edits E9072, E5084, E5093, E5085

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). Clarified definition of ACTIVE MILITARY and removed references to military reserve.

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 (Grade 12 only) 2 Both Bi-Literacy Seal & SB2-MOWR (Grade 12 only) 3 International Skills & SB2-MOWR (Grade 12 only) 4 International Skills & Bi-Literacy Seals & SB2- MOWR (Grade 12 only) Split into 2 Elements

2018 GRADUATION PROGRAM OF STUDY E321 - Must equal one of the following codes: S SB2-MOWR (Grades 09-12) 2018 DIPLOMA SEAL (Grade 12 only) 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'

Other edits on DIPLOMA SEAL E2324 - When GRADE LEVEL = 'PK' - '11', DIPLOMA SEAL must be blank. E2333 - DIPLOMA SEAL = 'I', 'L', 'F', '5', '6', '7', or '8', GRADE LEVEL must = '12'. E2325 - DIPLOMA SEAL = 'I', '5', '6', or '8', is required when BI-LIT LANGUAGE 1 is not blank. (I=International Skills Seal, and combos of I in 5, 6, and 8)

DATE ENTERED 9TH GRADE E0712 DATE ENTERED 9TH GRADE cannot equal the WITHDRAWAL DATE. INDIVIDUAL GRADUATION PLAN (MS) W138 - GRADE LEVEL = 08, student has not completed an INDIVIDUAL GRADUATION PLAN. EL MONITOR BASIS E2261 - EL MONITOR BASIS = '2' is only valid when EL = '2'.

NON-ESOL E113 changed description of 4 to Language support via a nonevidence based model. PRIMARY LANGUAGE E255 - Cannot be blank if EL = Y, 1 or 2. CAREER INTEREST INVENTORIES E128 - CAREER INTEREST INVENTORIES must be blank/null when GRADE LEVEL is not 06 07. EL MONITOR BASIS E226 - EL MONITOR BASIS must be null when EL = Y, F, or N. If EL = 1 or 2, then EL MONITOR BASIS is required.

DAYS PRESENT E0671 - DAYS PRESENT must be greater than 0 within the school. Blanks or decimals are not allowed.

SCHOOL ENTRY CODE E029 added valid value: J - Entered from another state or U.S. territory; K - Entered from another country. O (Entered from another state or country) is no longer valid. SCHOOL ENTRY DATE Valid date range: 20170701 to 20180615 WITHDRAWAL CODE E2567 added WITHDRAWAL CODES V, W, Y, 1, 2, 3, 4 to the edit. DAYS PRESENT E067 DAYS PRESENT cannot be greater than 180 days within the school. Blanks or decimals are not allowed.

Student Safety State reportable incidents should be reported for 3 5 year olds.

EVENT CODE E5941 - When EVENT CODE 11 is reported, EVENT CODE 04 is required. ( 11 =Student Not Eligible for Initial Placement; 4 =Initial Eligibility Determination)

The FLP Program( 05 ) is going away. All FLP related data elements, errors and warning have been removed.

Data cleansing period starts Tuesday, Sept. 12, 2017 and ends Friday, June 29, 2018 Data collection period starts Tuesday, Nov. 07, 2017 and ends Tuesday, Nov. 21, 2017 The New and Improved DE1111 was posted August 28th. The Private School data collection application is being modified to collect contact information. Contact information for each private school is needed by the Title 1 and Title II Directors to contact private schools to invite them to an initial consultation meeting. Someone in each county or city public school district will need to enter that contact information online in the Private School application. Will that be your Data Collection Coordinator, Title I Director or Title 1IA Director? The data cleansing period will be from September 12 June 29.

New option to EDIT Private School Contact Info Four Portal Roles will be able to select Private School application: Superintendent, FTE Coordinator, Title 1 Director (just added), Title IIA Director (just added).

Information on the DE1111 has been changed to reflect data entered in PS app.

Only difference will be that the city school systems will have a list of all private schools in their encompassing county or counties.

The new DE1111 is posted. We will email the FTE Coordinators, Title I and Title IIA Coordinators to announce a webinar to show the modified Private School application in mid-september. September 15 th These 3 functions will still be state admin only: 1. delete a private school; 2. change contact info for an out of state private school; 3. change the county or city where the private school is located.

Starts Thursday, November 09, 2017 and ends Tuesday, November 28, 2017 Adding a column to collect the number of Pre-K student has were certified through Direct Certification.

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