Fall Collections October 8, PDF Free Download

Fall Collections October 8, 2015

CPI Update/Reminders Student Class Update/Reminders FTE Update/Reminders GUIDE Update/Reminders IKAN

CPI, Student Class, and FTE data collections are now in progress. The deadline for initial transmission is Tuesday, October 13 th. CPI and FTE Sign Off Deadline: All error and warning comments for the CPI and FTE need to be submitted by 4:00 p.m. on Thursday, October 29, 2015 to allow staff time to review the comments and give districts time to wrap up the collection by the signoff deadline (10/29/2015). Data Collection staff will be available until 6:00 p.m. on Thursday, October 29, 2015. Student Class Sign Off Deadline: All error and warning comments for Student Class should be submitted by 4:00 p.m. on Thursday, November 12, 2015. Data Collection staff will be available until 6:00 p.m. on Thursday, November 12, 2015.

A, B, and C Records Report Active and Terminated Employees First upload required by - Tuesday, October 13, 2015 Purpose: Removal of duplicate reporting by districts SIGN OFF DEADLINE - Thursday, October 29, 2015 Deadline for Superintendent to Sign-off Valid termination date range for this cycle: 03/06/2015 10/06/2015 Do not report employees hired after 10/06/2015

Finance will use to track grant salaries. Secondary Fund Code NEW Grant Name Secondary Fund Description 60 Fresh Fruit and Vegetable Program 61 School Improvement Grants 62 Title IV B 21st Century Community 63 USDA Summer Food Program 64 Title III A 65 Striving Readers 66 Title II A 7

Certificate TYPE Code Certificate Type FY2016 PSC CHANGE AT Advanced Degree Alternative Certificate Teaching No longer issued; none active Certificate FIELD Code Certificate Field 712 Teacher Support and Coaching Specialist 898 Online Teaching Endorsement NEW PSC DESCRIPTIONS 531 Esthetics 534 Nails 564 Marine Service Technology 700 Educational Leadership Tier I 710 Educational Leadership Tier II 714 Teacher Support and Coaching Endorsement 863 Dual Immersion Early Childhood Education Endorsement 789 Computer Science (P 12)

E617 E619 Where leadership under new rules, ASSIGNMENT CERTIFICATE TYPE CODE = L and Effective Date > 20100701, the reported CERTIFICATE FIELD CODE must be 700, 710, 704, 705, 706, or 707. The ASSIGNMENT CERTIFICATE FIELD CODE is not valid for the ASSIGNMENT CERTIFICATE TYPE CODE. Valid combinations are: PRL, NPL, WL with 706 & 707; PRL, DL, NL, SRL, WL, P, NP, WP with 704; NL, WL with 705; SRL, NL, WL with 700; SRL, PL, NL, WL with 710.

I1 - Professional I2 - Professional I3 Professional I4 - Provisional Certificate Type Code Certificate Type Category Salary Type Currently Issued? I4S Induction Pathway 4 Service Provisional B Y I4T Induction Pathway 4 Teaching Provisional B Y

In reference to the Title I Comparability Report and CPI, districts must report the Secondary Fund code for classified staff that are not state or locally funded. Otherwise, if no Secondary Fund Code is reported for classified staff, it will be assumed they are state or locally funded. Secondary Fund Code Secondary Fund 51 Title I Elementary and Secondary Education Act of 1995 71 Title I Part C Migrant Education, Elementary & Secondary Education Act of 1995

GIGO

Upload Process for Data Cleansing Uses FY2015 Layouts and Edits NOW OPEN UNTIL December 18, 2016 2015 2016 SEP OCT NOV DEC JAN Test run of your extracts Valid Value Checks Follow Up on Last Year s Students Incomplete Program Data (Special Ed, Gifted, ESOL, Migrant, etc). Reports to school-level staff for timely corrections Resolving Duplicates A great time to start your contacts with Program Area personnel!

Student Class 2016 General Updates Edit Changes: No longer valid: W9007 COURSE NUMBER E6013 SLO PRE - MEASURE E6010 SLO POST - MEASURE E6014 SLO POST - MEASURE Description Change: E6018 - Alternate SLO = Y and GRADE LEVEL = PK, then COURSE NUMBER must be PK.0030000 or PK.0040000. W601 - ALTERNATE SLO = Y and COURSE NUMBER is not xx.8, then verify student is taking an Alternate SLO.

Student Class 2016 General Updates Course Number Changes Three Hour Lab (XX.6) is no longer a valid instructional type for a course. XX.0 0 = GENERAL XX.1 1 = REMEDIAL XX.2 2 = GIFTED XX.3 3 = DISTANCE LEARNING XX.4 4 = ONE HOUR LAB XX.5 5 = TWO HOUR LAB XX.6 6 = THREE HOUR LAB XX.7 7 = WORK-BASED LEARNING XX.8 8 = GENERAL EDUCATION COURSE IN A SPECIAL EDUCATION SETTING XX.9 9 = GENERAL EDUCATION COURSE IN A GENERAL EDUCATION SETTING WITH SPECIAL EDUCATION SUPPOR

Student Class 2016 General Updates ESOL Delivery Model New model approved ESOL DELIVERY MODEL must equal one of the following codes: 1 Pull Out (PO) 2 Push In (PI) 3 Cluster Center (CC) 4 Resource Center (RC) 5 Scheduled Language Acquisition 6 Approved Innovative Delivery Model 8 Sheltered Content 9 Dual Language Immersion Blank N/A

Student Class 2016 General Updates GNETS GNETS will use the spreadsheet. GNETS will be reported the same as FY 2015 for targets and SLO data. Teacher and Leader Effectiveness will provide guidance on reporting GNETS data for TKES/LKES.

Student Class 2016 General Updates Special Needs Pre-K Added two dummy or pseudo course numbers: 1. PK.0030000 Special Needs Literacy 2. PK.0040000 Special Needs Numeracy A PRIMARY AREA is required for students reporting Special Needs Pre-K courses

Student Class 2016 General Updates Pre-K Students There are a total of 4 pseudo or (dummy) course numbers for PK students. General Ed PK students: PK.0010000 Pre-K Literacy PK.0020000 - Pre-K Numeracy Special Needs PK students: PK.0030000 Literacy Readiness PK.0040000 Numeracy Readiness Two courses should be reported for each PK student with an alternate SLO. Report the courses exactly as shown without changing the first digit after the decimal or the last two digits in the number.

Student Class 2016 General Updates Alternate SLO - New Data Element The Alternate SLO flag is used to identify special education students that have an alternate SLO or whose IEP indicates the GAA is appropriate for the student. For Student Class, enter Y if: 1. The student is GAA and would have an alternate assessment for the class. 2. The student is special needs PK.

Student Class 2016 General Updates SLO Pre-Measure and SLO Post-Measure Edits were modified to exclude records with missing pre or post measures, except where the marking period is one of those listed in E6000 (October cycle). Note: E6000 is being modified to remove marking periods N1 and X1. Valid pre measures exemption codes should be reported for records with marking periods Y1, S1, or T1.

Student Class 2016 General Updates SLO Pre-Measure and SLO Post-Measure Districts may now report codes identifying the valid reasons for missing pre or post measures. These codes are called exemption codes and will be reported in the SLO Pre-Measure or SLO Post-Measure field. 900 - Student transferred in or out of the district. 901 - Student transferred to or from another school in district. 902 - Student s schedule changed/outside test window. 903 - Student is hospital/homebound or IEP home placement. 904 - Student has an alternate SLO. 905 - The student is repeating the course. 906 The measure is not given in this marking period/multiple parts of course. 907 This section of the course does not have a SLO measure. 908 Testing Irregularity.

Student Class 2016 General Updates SLO Course SLO Course must = Y if any section of the course has a SLO. Report the exemption code 907 on those sections that do not have SLOs attached to them. Note: The SLO course edits in Student Class are not validating against SR System Course for the October collection because Student Record does not officially begin until February.

Student Class 2016 General Updates Class Met flag Report Y if the student was enrolled in the class on the count day and the class was scheduled to meet on the count day. Report N if the student was not enrolled in the class on the count day or the class was not scheduled to meet on the count day.

Student Class 2016 Questions ESOL Sheltered Model Question: We have elementary schools that have sheltered classes. Your instructions state that the sheltered model can only be used for middle and high school student. Can we use it for elementary as well? Response: Districts choosing to use their Charter/SWSS flexibility may report sheltered classes at the elementary level using the Innovative Model. Districts that do not have Charter/SWSS flexibility should contact Title III regarding approval to use it as an Innovative Model.

Student Class 2016 Questions Reporting SLO Data Question: Should I submit duplicate SLO pre-assessment data when a student has a change of schedule within a building or moves to another school within the district? Response: Please record the pre and post assessment data with the teacher(s) who administered the assessment. The 65% application process will ensure that the data files are appropriately linked to reflect accurate student growth information for teachers and leaders.

Student Class 2016 Questions Reporting SLO Data Question: What code should be used for a student who is physically unable to participate in the SLO assessment? For example, Cindy broke her leg and is unable to participate in the PE SLO. Response: Please use the 908 code -Testing Irregularity. This code indicates a situation outside of the district defined administration guidelines where the SLO assessment was unable to be administered as regularly scheduled.

Student Class 2016 Questions Reporting SLO Data Question: What is the appropriate code for students who are repeating a course within the same school year? Response: Please use the 905 code when a student is repeating the same course within the same school year. This most often occurs due to middle school scheduling limitations or failure to complete a course within the same school year.

FTE Reminders No-show: Refers to a student who started the enrollment process but subsequently did not attend the school. This is indicated by an appropriate WITHDRAWAL REASON and a WITHDRAWAL DATE of 06/16/2015 (the previous fiscal year date/year is used to identify No-shows). Alternate Count Day: If the district has an alternate count day (10/13/2015), 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 the state FTE Count Day (October 6, 2015) will be counted at the system where the students were enrolled on October 6, 2015.

FTE Reminders PRIMARY AREA The PRIMARY AREA must be reported for students who exit special education during the current FISCAL YEAR - prior to the FTE count day. For these students: REPORT TYPE must = R ; EVENT CODE must be 09 or 10 ; EVENT DATE must be 07/01/2015-10/05/2015. 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.

FULL TIME EQUIVALENT (FTE) Funding Weights for All Programs EXCEPT Special Education

FTE What s New for FY2016? Move On When Ready (change in state law) Georgia Senate Bill 132, also known as the Move on When Ready Act, simplifies the existing dual enrollment programs (Accel, Hope Grant for dual enrollment, and Move on When Ready) into a single program with a single funding source. For detailed information about the new MOWR program, please visit: http://www.gadoe.org/curriculum-instruction-and- Assessment/CTAE/Pages/Transition-Career-Partnerships.aspx The goals of the new MOWR program include: Simplify three programs (Accel, Hope Grant for dual enrollment, and former MOWR) into one program Expand dual enrollment opportunities for students Allow full or part time participation in the MOWR program Expand grade levels to include all 9 th 12 th grade students

FTE What s New for FY2016? Move On When Ready (change in state law) Impact of new MOWR program for FTE reporting: 1. FISCAL AGENT (data element) is no longer reported. The new MOWR program is funded through the Georgia Student Finance Commission (GSFC). 2. DUAL ENROLLMENT TYPE is no longer reported. The MOWR PROGRAM CODE reported indicates the type of instruction: 6 = General Education ( D ) 7 = CTAE/Vocational ( K ) 3. Edits related to the reporting of MOWR have been modified or deleted.

FTE What s New for FY2016? EDIT CHANGES (due to change in State law) E100: (PROGRAM CODE) Must be one of the valid values. PROGRAM CODE = M no longer a valid value. E151: LOCATION OF ENROLLMENT must be reported when PROGRAM CODE = 6, or 7. Otherwise, must be BLANK or null. PROGRAM CODE = M is no longer a valid value). E3050: PROGRAM CODE = 6 and 7 only valid when GRADE LEVEL = 09, 10, 11 or 12. Edit updated to include GRADE LEVEL = 09 and 10

FTE What s New for FY2016? EDIT DELETIONS (due to change in State law) E152: FISCAL AGENT missing or invalid. E153: LOCATION OF ENROLLMENT is TCSG campus and PROGRAM CODE = M, FISCAL AGENT must be 1 ( KK 12 ) or 2 (TCSG). E154: LOCATION OF ENROLLMENT is USG campus and PROGRAM CODE = M, FISCAL AGENT must be 1 ( KK 12 ) or 3 (USG).

FTE What s New for FY2016? EDIT DELETIONS (due to change in State law) E156: PROGRAM CODE = 6 or 7. LOCATION OF ENROLLMENT must be 2 (TCSG campus), or 3 (USG campus). E1567: PROGRAM CODE = 6 or 7. LOCATION OF ENROLLMENT = 2 or 3 must be the same for all six segments. E157: If PROGRAM CODE = M, FISCAL AGENT is required. If PROGRAM CODE is not 'M', FISCAL AGENT must be blank.

FTE What s New for FY2016? EDIT DELETIONS (due to change in State law) E5382: PROGRAM CODE = M, DUAL ENROLLMENT TYPE is required. E5383: PROGRAM CODE is not M. DUAL ENROLLMENT TYPE must be BLANK. E5371: PROGRAM CODE = '6' or '7' is only valid for MOWR student. E5372: MOWR student must be reported with PROGRAM CODE = '6' or '7.

FTE What s New for FY2016? Summary of MOWR / DUAL ENROLLMENT changes All dual enrollment programs have been combined into one program call Move On When Ready (MOWR) Valid program codes for dual enrollment are 6 or 7. All MOWR segments should be reported with either 6 or 7 if being reported for FTE funding. PROGRAM CODE 6 and 7 are not weighted, but are converted to the D or K weight once the data has been collected. M is no longer a valid PROGRAM CODE. DUAL ENROLLMENT TYPE and FISCAL AGENT are no longer valid data elements. All associated edits have been deleted.

Multiple processes are operating in parallel. FTE, Student Class and Student Record are waiting to validate against GUIDE to verify name, birth date, and SSN. This causes an increase in the amount of time for records to return when searching on the GTID in GUIDE. A search in GUIDE by GTID may take up to 4-5 minutes in the morning. Tip: Try searching by SSN or by Name. Since most of the edits now look at GTID, a search using the SSN is averaging 1-2 seconds. The same goes for a name search.

FROM the online HELP doc: A near match occurs when a record is sent without a GTID and the identity data for the student in the sent record comes the identity data stored for a student or students in GUIDE. When a record is sent without a GTID, multiple records from the GUIDE database could and probably will be displayed, from which the user can choose a positive match.

On the Near Match Comparison Detail page, information is displayed for the student submitted (right column) and a near match found in the GUIDE database (center column). Any differences in the data will be highlighted in yellow. In addition to the elements used to match the submitted record to this near match record, there are a couple of other clues indicating whether this is the right student. Check the PARENT / GUARDIAN NAME. Is this a parent or guardian of the submitted student? Check the LAST DISTRICT TO UPDATE and the LAST SCHOOL TO UPDATE at the bottom of the screen. Is this where the new student came from? If the student came from out of state, ask if he/she ever went to a Georgia school. Was this the last Georgia school the new student attended? To see the potential match student's full enrollment history, click on the hyperlinked GTID under the Existing GUIDE Record column. ). Looking at the enrollment history of the student that is a potential match may help you decide if this is the same student as the record you submitted.

Now that all the clues have been viewed, a decision needs to be made: If this is not the correct student, select Return to go back to the list of near matches for this student. Select another student from the Possible Matches list and View Match for that possible match. If this is a positive match, confirm the submitted identity information in red text using the birth certificate or SSN card. Then if the submitted (red) data is correct, click on the radio button next to the red text. If the existing GUIDE data is correct, leave the defaulted radio button next to the GUIDE data selected. Click Confirm to claim the student and change any data selected in the submitted column. If the possible near matches have been checked and it is established that this student has never attended a Georgia public school (or been in lottery-funded PK, or received services through Babies Can't Wait), then this student needs a new GTID. On the Resolve Near Matches page for this student, click on the Add New Student button. If the near match choice is not your student, DO NOT steal a GTID and change the identity elements to match your student. If a near match comes up and only the SSN matches, then you or the other school has the wrong SSN. Check your student s SSN, then call the other district and ask them to check their student s SSN. NEVER steal the GTID of a student where the only the SSN matches.

Please pay attention to your choices. The old GTID system would automatically match records with different data. The new GUIDE system will not auto match if there are any differences. Any difference in identity data will show up as a Near Match. Near Match 1 matched: first name, last name, gender, birth month, birth year did not match: middle name, SSN, birth day, parent name Near Match 2 matched: first name, last name, gender, birth month, birth year did not match: middle name, SSN, birth day, parent name

Student ID = SSN = FTE Number If a parent signs a waiver requesting that the SSN not be used as the Student ID, then a district or school issues a student a 999 number (also called a Pseudo- SSN.) Just like a SSN, a 999 number should stay with a student from PK 12. The student owns the 999 number, not the district. Every district has a block of 999 numbers with a beginning number and an end number.

DO NOT go past your end number. If you don t know what your district s 999 numbers are, please put in a dticket. If you are entering a student in GUIDE and get a message that a 999 number is already assigned to a student, please investigate. (E808 duplicate STUDENT ID in FTE) If you need more 999 numbers, put in a dticket.

Three (3) things you cannot change in a student s GUIDE identity record: You cannot take out a middle name (E480) or change a middle name to an initial. You cannot take out a suffix (E482). You cannot change a 999 number (E481).

To prevent the loss of identity data already in GUIDE, a new error is generated if you try to remove a middle name (E480) or suffix (E482). IF you have checked the birth certificate, and a middle name or suffix should be removed, send an email to the GUIDE administrator via the Portal. It is also now an error to change a 999 number (E481). IF you issued an incorrect 999 number and need to have it changed, send an email to the GUIDE administrator via the Portal.

E0481 - GTID has been deactivated in GUIDE. Contact the GUIDE Administrator for assistance. The GUIDE administrator must reactivate the GTID in GUIDE in order for the district to report the GTID in FTE, SR, etc. E0481 is not a relievable edit. Never take out a GTID and send a graduate s identity record up to GUIDE. You will get a new GTID and lose the student s history.

When a graduated student has been reactivated, two errors will continue to appear in other data collections (i.e. FTE and SR). Both errors are relievable. E168 - student graduated with a S or A E1685 - student graduated with a G, B, C, or V Once a student is reported as a graduate, the record is placed in a graduates table. The data in the table does not change because it is signed off data.

Portal email does not save to sent until you check the box.

Please put in a unique subject. Please give me the whole GTID, name, and / or SSN Portal mail is secure. Send one email with multiple students rather than one email for each student. EX: I would much rather have 1 email of 10 students than 10 emails with 1 student.

Individual Knowledge Assessment of Number (IKAN) Reporting Memo sent to superintendents on October 5 th from the Deputy Superintendent of Curriculum and Instruction. On March 12, 2015, the State Board of Education approved requirements for placement of students in the Foundations of Algebra course. School administrators were asked to identify 2014-2015 eighth grade students who Did Not Meet expectations on at least two of the 5th, 6th, and 7 th grade CRCT assessments and to administer the IKAN diagnostic to those students. Identified students who scored at IKAN Stage 5 or below were eligible for placement in the Foundations of Algebra course. Districts implementing the Foundations of Algebra course will be required to report the GTID, name, and IKAN score of every identified student.

QUESTIONS & ANSWERS