Student Course Profile Year Round Student Record FTE Data Survey FTE/Class Size OCR Reports Home School Student Record Updates Pseudo SSN Conversion

Dt Data Collections Update September 13, 2012

Student Course Profile Year Round Student Record FTE Data Survey FTE/Class Size OCR Reports Home School Student Record Updates Pseudo SSN Conversion

XX.0 General Education Course No direct or supportive special education services General Education Course Special education support services in the general education classroom Reported as General education program code + inclusion code 4,5,6,7 or 8 XX.8 General Education Course Taught by a special education teacher in a special education class Reported with disability specific special education program code No inclusion code XX.9 General Education Course Taught by a general education teacher and a special education teacher in the general education classroom setting Special education direct services may be coteaching, collaboration, or consultative Reported as Special education program code + inclusion code 9 *This also applies to Class Size and Student Record Course data.

Course Numbering System Legend The numbering system consists of 9 numerical digits plus a decimal. The location of the decimal is after the first 2 numerical digits, with 7 numerical ldigits i to the right of the decimal. 2 1. 1 2 3 4 5 6 7 X X. X XXXX XX The last 2 digits are reserved for local use. Changing these digits will not create a unique course number.

2 1. 1 2 3 4 5 6 7 X X. X X X X X X X The last 2 digits are reserved for local use. Changing these digits will not create a unique course number. EXAMPLE FY Marking Period System ID School ID Student ID Course Number Section Teacher ID 2011 N2 819 0115 777931122 17.0010001 004 123456789 2011 N2 819 0115 777931122 17.0010020 004 222335678 2011 N2 819 0115 777931122 17.0010033 004 987654321

2 1. 1 2 3 4 5 6 7 X X. X X X X X X X The last 2 digits are reserved for local use. Changing these digits will not create a unique course number. EXAMPLE Course Number (Local) EQUALS Course Number (State) 17.0010001 17.001000000 17.0010020 17.001000000 17.0010 010033 17.0010 010000 00

GDOEh GaDOE has updated dtdone page of the SFTP client installation document to clarify the naming convention of the files that will automatically be transmitted for SCP and SR. The opening of SR early is for districts to cleanse their data. Therefore, from September to December, districts can extract and upload the "2012" version of the SR file with the Fiscal year changed to 2013. Districts may upload manually or through the automated process. This is not a mandate but rather a service that districts can tk take advantage of.

File Creation Create SCP and SR files as you would normally for regular data collection uploads. The file extension should be the same as the extension used for regular data collection extracts.

File Creation Create root folder and name it the system ID number Create two sub folders under the root folder and name one SCP and the other SR

635 System ID SCP SCP Extract located here SR SR Extract located here When files processing occurs, all files located in SCP and SR folders will be processed.

WHAT The FTE Data Survey collects data used to support other data collections. WHY The FY13 FTE Data Survey must be completed prior to FY13 FTE cycle 1. Failure to complete and Sign off on the FTE Data Survey will prevent the district from being able to start tfte Cycle 1 on Tuesday, October Otb 2, 2012. WHEN Start Date: Wednesday, September 5, 2012 End Date: Thursday, September 27, 2012 THE DISTRICT MUST SIGN OFF ON THE FTE DATA SURVEY IN THE DISTRICT MUST SIGN OFF ON THE FTE DATA SURVEY IN ORDER TO BEGIN SUBMITTING DATA FOR FTE CYCLE 1.

FY2013 REMINDERS and UPDATES Prior Ten Days To determine the districts Prior Ten Days date, start counting the school days preceding the FTE date. Remember to exclude weekends and non school days when counting. Alternate FTE Date Request an alternate FTE Date if October 2, 2012 is not a student school day. Districts must submit a request for an alternate FTE date. 10/09/2012 is the only alternate FTE date for FY2013.

FY2013 REMINDERS and UPDATES Maximum Class Size For High School Core Courses The February 2012 resolution adopted by the State Board of Education exempts local school districts that submit a resolution to GaDOE from all statutory and regulatory class size maximums. Based on the district s s determination, enter the maximum class size for general education programs in math, science, ELA, social studies, and foreign language.

Pi Primary Contacts SIS Coordinator contact has been added to the list of contacts reported. Instant Messaging (IM) Please provide the email address for the IM client you use (this is optional). Using Pidgin (universal, free, open source chat client), the TechnologyServices staff (Help Desk anddatacollection) can communicate with you via IM, regardless of which Instant Messaging client you are using. Marking Period Using the calendar that appears from clicking in the Start and End date field, select the Start/End date for the marking periods used in the district high schools.

FY2013 FTE Dates Cycle 1: Active and Withdrawn Students, Federal Special Education Child Count Official FTE Count date: October 2, 2012 Initial Transmission Deadline: October 09, 2012 Duplicate Resolution Deadline: Otb October 18, 2012 FTE Sign off Deadline: October 25, 2012

If the district has an alternative count day (10/09/2012), / the district is still accountable for meeting the state wide FTE Cycle 1 deadlines (Initial Transmission, Duplication Resolution, and FTE Sign off). Students who transfer to your district by the alternate count date, but were enrolled in another school system on October 2, 2012 will be counted at the system where the students were enrolled on October 2, 2012. Use 06 16 12 as the date for no shows.

FY2013 REMINDERS and UPDATES All students reported active in Student Record must be reported in FTE 2013 1. All students reported as withdrawn in Student Record, with a withdrawal date on or after October 5, 2011 must be reported in FTE 2013 1. If the STUDENT ID has changed since FY2012 Student Record, enter the STUDENT IDreported for Student Record in the PREVIOUS STUDENT ID field. The SSN and student name (first, middle, and last) reported in FTE must match the SSN and student name (first, middle, andlast) in GTID.

FY2013 REMINDERS and UPDATES PRIVATE SCHOOL/SERVICE PLAN STUDENTS All IEP must = S for Private School/Service Plan students. PRIMARY AREA The PRIMARY AREA should be reported for students who exit special education during the current FISCAL YEAR, prior to the FTE count day. For these students, the REPORT TYPE must be R, and the exit EVENT CODE ( 09, (09, 10) and the EVENT DATE (07/01/2012 10/01/2012) 10/01/2012) is required. If the special education exit EVENT CODE and EVENT DATE for the student is from a prior FISCAL YEAR, DO NOT report the PRIMARY AREA.

GIFTED DELIVERY MODEL Two NEW Gifted Delivery Models have been added for reporting the delivery of gifted services. The criteria outlined in Regulations for Gifted Education Programs must be met to claim funding for gifted services (i.e. class size, teacher credentials, curriculum, student qualifications). New VALID values: 8 Advanced Placement (AP) can be reported for students in GRADE LEVEL = 09 12. 9 International Baccalaureate (IB) can be reported for students in GRADE LEVEL = 11 or 12. No Longer Valid: X 6 PSO/Joint Enrollment is no longer a valid gifted delivery model and cannot be reported.

MIDDLE NAME MIDDLE NAME is a new data element for FY2013. The MIDDLE NAME for the student should be reported as it appears in GTID which should match the student s birth certificate, or court order changing the student s legal name. Note: The MIDDLE INITIAL data element is no longer valid.

DUAL ENROLLMENT Edits modified to allow a mixture of program codes 6 and 7 for same student. The location of enrollment must be consistent for all six segments. FT060 Modified report to include PSO/Accel. GAVS No longer reported in FTE.

NEW EDITS E167 The STUDENT ID has been reported with more than one GTID this fiscal year. Please see FTE report FT091 for details and more information for resolving this error. E168 The GTID has been reported with WITHDRAWAL REASON = G (Graduated) in a previous FTE cycle, but the GTID is being reported as ACTIVE in this FTE cycle. Please contact the GTID Administrator via dticket for assistance. W5375 GRADE LEVEL= KK 05. GIFTED DELIVERY MODEL= 2 (Advanced Content) cannot be reported for more than two segments in the same content area. Verify no more than two segments are in the same content area. E1071 REPORT TYPE= R and Spec Ed exit EVENT DATE occurred in current FISCAL YEAR. PRIMARY AREA is required. E2991 The WITHDRAWAL DATE is prior to September 16, but STUDENT STATUS= N or R has not been reported for this student in FTE Cycle 1 by any other district.

Available on each application menu CPI Data System FTE of classroom teachers FTE of # Meeting All First Second High School ID Name Total state Licensing/ Year of Year of Counselors Certification Teaching Teaching 1 819 Sample County 234.21 234.21 8 2 2

Available on each application menu FTE Data (modifying report to place Hispanic in first column for race/ethnicity) Category/Gender American Indian Asian Pacific Islander Race/Ethnicity Hispanic Black White Two or More Races Total Enrollment Special Education (IDEA) English Learner (EL) 819 Sample County Enrollment Total 3 27 1 425 800 2,231 78 3,565 486 137 Male 1 16 1 218 429 1,180 39 1,884 327 70 Female 2 11 0 207 371 1,051 39 1,681 159 67 Grade PK 0 1 0 35 55 138 5 234 32 0 Male 0 0 0 18 23 77 2 120 20 0 Female 0 1 0 17 32 61 3 114 12 0 Grade KK 0 3 0 48 61 157 10 279 36 44 Male 0 3 0 26 37 77 5 148 19 27 Female 0 0 0 22 24 80 5 131 17 17

http://www.gadoe.org/curriculum-instruction-and-assessment/pages/home-schools.aspx

REMINDER Once a home school student enrolls in Georgia Cyber Academy (Odyssey) oranotheronline online public school, thatstudent is nolonger a home school student. The student tbecomes a public school student tand should ldbe reported by the online school in the data collections.

File layouts updated and posted Changes to Student and Student Safety Student Level Changes Modified business rule for data element US School Less Than 3 Years Indicates whether or not the student has been enrolled in a US school for less than 3 years (i.e., accumulated 36 months). Must equal one of the following codes: Y Student has been enrolled in a US school for less than 3 years. N Student has been enrolled in a US school for 3 or more years. Blank Rule change: Field becomes optional and will be an additional indicator. DATE OF ENTRY INTO US SCHOOL will be used. The new flag will capture students outside the date of entry determination.

File layouts updated and posted Changes to Student and Student Safety Student Level Changes Added data element for Pre K Program code Must equal one of the following codes: 01 = Early Head Start 07 = Special Education 3 year olds 02 = Head Start 3 08 = Special Education 4 year olds 03 = Head dstart 4 09 = Blended dhead ds Start / GA Pre K 04 = Head Start 5 10 = Other Pre K program 05 = Georgia Lottery Funded Pre K 99 = None 06 = Title 1 Funded Pre K Blank/null (for non Pre K students only)

File layouts updated and posted Changes to Student and Student Safety Student Level Changes Added data elements for CCRPI Career Interest Inventories (MS) Enter the number of Career Interest Inventories completed by the student in GRADE LEVELS 06 thru 08 Report what occurred during the current school year for students in all p g y f three grade levels (grades 6 8). Since the criteria says "by the end of grade 8" that means the student could meet the criteria prior to grade 8. Over time, the calculation will look at activity for all three grades to determine whether or not the criteria was met.

Student Level Changes Added data elements for CCRPI Career Awareness arenesslessons (ES) Enter the number mberof Career Awareness Lessons completed by the student in GRADE LEVELS 01 thru 05. The Career Awareness Lessons must be aligned to Georgia s 17 Career Clusters. Report the number completed in the current school year.

Student Level Changes Added data elements for CCRPI 21 st Century Skills Assessment (MS) The Y/N designation for 8th grade students who scored proficient or advanced on the 21st Century Skills Technology Assessment or another GDOE GaDOE recognized dtechnology assessment. Districts will need to report this indicator for each student in 8 th grade during the current school year.

Student Level Changes Added data elements for CCRPI Career Portfolio (ES) The Y/N designation for 5th grade students based on status of completing Career Portfolio. Districts will need to report this indicator for each student in 5 th grade during the current school year. Individual Graduation Plan (MS) The Y/N designation for 8th grade students based on status of completing a graduation plan. Districts will need to report this indicator for each student in 8 th grade during the current school year.

Student Level Clarification Migrant Continuation of Services Code the migrant flag on individual id students based on information provided to the school from the Migrant Education Program. A student goes from Migrant = Y to either Migrant = N or C. Eventually, they will all become Migrant = N. If the student is Migrant = Y and then becomes C during the same fiscal year, he/she is reported as Migrant = Y for SR purposes.

Course Level Clarification Gifted Delivery Model GRADE LEVEL=KK 05. GIFTED DELIVERY MODEL= 2 cannot be reported for more than two courses in the same content area. Gifted Course Numbers GIFTED DELIVERY MODEL was reported but first digit after decimal lin COURSE NUMBER is 0 (regular ed). (Warning only) l)

Student t Safety Level lchanges Added incident type for Repeated Offenses Identified somenew incidents assubcategories subcategories of Other Other Attendance Related (Incident Type 30 ) Other Dress Code Violations (Incident Type 31 ) Other Student Incivility (Incident Type 33 ) Other Possession of Unapproved Items (Incident Type 34 ) These new subcategories of Other should be reported whenever they occur with a state reportable action.

Student t Safety Level lchanges New edit If INCIDENT TYPE is 30, 31, 33, or 34, the ACTION CODE cannot be 80 (Other). Removed proposed action code for Administrative Action ( 01 ) Level of Severity This data element is optional for FY 2013. Schools will have the option to report a level of severity with the incident. Those schools or districts that choose NOT to report data for the level of severity would report the LEVEL OF SEVERITY field as a blank or null in the extract. The new Student Safety edit that lists the valid values for the LEVEL OF SEVERITY data element will be modified to also allow blanks in that field. Beginning FY 2014, the LEVEL OF SEVERITY will be a required field on the Student Safety layout.

Program Level lclarification Extended Learning Time 1. Extended Learning Time (ELT) is also known as Increased Learning Time (ILT). 2. Only students from selected schools should report program level data for ELT/ILT. The schools would be the RT3 SIG schools or the SIG 1003(g) schools. 3. All students enrolled in those schools should be reported for the program. 4. Each of the districts with a RT3 SIG or SIG 1003(g) school should have a district coordinator for the program. 5. The updated guidance can be found on the School Turnaround website http://www.gadoe.org/school Turnaround/Pages/default.aspx org/school aspx

For active students only: Assigned To What When Why District Pseudo SSN Conversion Upload all active students to GTID. Go through processing steps, including Near Match Resolution until the file status is Download GTID After no show students have been marked withdrawn in the SIS system. Yearly claim allows access to SLDS and updates school/grade for more positive identification. District/Vendor District/Vendor For active students only, move any pseudo SSN starting with 800 or 801 to the Previous Student ID field in your SIS For those active students that now have a blank Student ID/SSN field, sequentially fill a new pseudo SSN starting with 999 from the district assigned block of 999 pseudo SSNs. After Step 1 is completed ID continuity we require that all active students last year be reported this year (we check StudentIDand Previous Student ID fields). After Step 2 is Change in SSN completed numbering by SSA. Old pseudo SSNs are now real SSNs. District Perform another upload of all active After Step 3 is To update only the SSN students to GTID system. Go through processing steps, including Near Match Resolution until the file status is Download GTID completed field (small changes to student info trigger less Near Matches).