Presented By Carl Garber

Presented By Carl Garber

Student Record Overview Documentation Timelines & Deadlines Student Record Application Overview Student Record Data Cleanse

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 information (data). There are seven (7) different record types reported for Student Record. The record type identifies the type of data reported levels. System School Student Enrollment Program Student Safety Special Education

Record Levels System Level One System level record is transmitted for the district. Examples of data reported include psychological services, private EL students, private immigrant students, and Title I 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 Special Provision, Number of USCO (Unsafe School Choice Option) incidents (by incident), and Social Work related data. GaDOE USCO website: http://www.gadoe.org/ayp/pages/usco.aspx

Record Levels Student Level For each school - one Student level record must be submitted for each student that has been enrolled in the 2017-2018 school year. One record must be submitted for each student regardless of the student s status (active/withdrawn) at the end of the school year.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 (gender, age, grade level, race, ethnicity) and program participation information such as Gifted, Remedial, EIP, and Special Education.

Enrollment Level Record Levels Every student reported as active in any other data collection (FTE 1 or 3, Student Class) must have at least one Enrollment record with a SCHOOL ENTRY DATE. Examples of data reported on the Enrollment record include school entry and withdrawal information, as well as, attendance data. A student reported with an Enrollment record must have a corresponding Student record. Likewise, if a Student record is reported for a student, there must be at least one corresponding Enrollment record. A student may have multiple Enrollment Records submitted if the student entered and withdrew more than once during the school year. 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. 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.

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 Program record is only reported when a student had a program assignment(s). A student cannot have more than one record per PROGRAM TYPE and PROGRAM CODE for the same period of 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.

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. A student may have multiple Student Safety records to report, or may not have any. Special Education Level The Special Education record is designed to collect SpEd 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.

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. CRDC (Civil Rights Data Collection) 6. Perkins Reporting 7. Special Education reporting 8. SLDS (Statewide Longitudinal Data System) 9. Teacher Evaluations 10. Program audits 11. GA AWARDS 12. State Report Card 13. Enrollment Verification

Data Collection Documentation

Data Collection Documentation

Student Record Resources

Student Record Checklist (Sample Only)

FY2018 Student Record Transmission Dates: Start Date: The FY2018 Student Record Data Collection will begin 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. 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

Deadlines are important! Tips and Reminders 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 Please contact the Help Desk (dticket@doe.k12.ga.us) or the Data Collection team ASAP if the district is having local system problems. 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!

Build Your TEAM Identify and introduce yourself to your TEAM (Data and Program managers, Admin resources, etc.) Explain why the TEAM s support in the Student Record process is crucial to the success of the collection 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 Print reports after the first upload and send to Data Managers/Program Managers Use checklists for meeting target deadlines Start early in the cycle to see what issues need to be resolved Ask for the Program managers & Admin resources for input Keep everyone posted with the collections progress

Build Your TEAM Curriculum HR/Payroll EL/ESOL Programs Title Services Gifted Education Special Education School Admin CTAE School Secretary

Student Record Application Overview

Transmission Cycles / Student Record Layouts

Application Overview

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

SR File Upload

Online Validation Select this link to start an online validation

Online Validation

Add/Edit/Delete Data Select this link to Add, Edit, or Delete data online

Add/Edit/Delete Data 1. Select the school from the drop-down 2. Select Edit School Record to add/edit/delete Student, Special Ed, Program, or School level data. 3. Select Edit Student Safety or Edit Enrollment Records to add/edit/delete data for that record level. 4. Select Delete School Record to delete the school and all school level data.

Add/Edit/Delete Data 1. Select the Student 2. Select the button that correlates with the record level that needs to be added, edited, or deleted. 3. If a student needs to be deleted, delete the Student level record last after all other record level data has been deleted.

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

Special Tools The Individual Student Report includes all the student level data reported by the district. 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.

Individual Student Record

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

SR Reports Menu Student Record reports are grouped by Record type for convenient access. Student Record reports can be used in the error resolution process. Program area reports can be reviewed by the appropriate program area to ensure accurate data has been reported. 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.

SR Reports Menu Note: Student level reports are based on the student's enrollment status (i.e. active, withdrawn, or "no show"). An enrollment record must be uploaded in order for a student to be counted in the student-level reports.

Reports 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 PROGRAM SE061 Students Misreported as Special Ed STUDENT SAFETY DIS095 OSS Greater Than 10 Days w/o Services

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 SR076 Career Awareness ES Report SR077 Career Interest Inventories MS Report SR081 Career Planning Report SR084 Student Summary Information ENR019A Withdrawal Reason Report ENR021 Student Attendance Report ENR022 School Entry Reason Report ENR023a Absences Greater Than 5 Days by Student ENR024a Absences Greater Than 5 Days by School SR083 Course Summary Information SE056b Primary Area by Age (by Primary Area) EOPA Eligibility Report

Error Report Select Data Have Errors to view the Error Report

Error Report Click the error number to see the records with this error.

Error Detail on Student Records Error Detail on Student Records School GTID Student Name Field Name Field Content Correct 0100 - Cross Creek High School 1234567891 Armour, Sharon Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20150126:Previous (667:0189:20130807) Correct 0100 - Cross Creek High School 9876543210 Aspy, Kathy Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20150126:Previous (667:1050:20130807) Correct 0391 - Alternative Education Center at Lamar 9638527410 Green, Katie Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20160215:Previous (631:0290:20150810) Correct 0391 - Alternative Education Center at Lamar 1472583690 Miller, Patty Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20140811:Previous (648:0507:20150312) Correct 2574 - Westside High School 3216549870 Saxton, Irish Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20140811:Previous (648:0507:20150312) Correct 3054 - Glenn Hills High School 7894561230 Garber, Carl Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20140811:Previous (644:0105:20160513) Correct 3756 - Josey High School 8529637410 Frasher, Mat Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20160223:Previous (644:0176:20150809) Correct 3756 - Josey High School 3579511793 Hardy, Tom Date Entered 9th:Previous (SYS:School:Date Entered 9th) 20140811:Previous (636:0189:20130806)

Types of Errors Valid Value Checks SST : Invalid code for Student Support Team (SST) participation. Must be 'Y' or 'N' for all students. 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. Across Application Checks Data reported for SCHOOL CODE in FTE-1 and/or FTE-3 but no schoollevel Student Record data have been submitted for SCHOOL CODE. All schools that reported FTE for the current school year must also submit school-level Student Record information.

Error Relief There are two types of error relief: 1. Manual Error Relief - Manual error relief is the first step in the error relief process. Use the Manual Error Relief link after the district has corrected all errors that can be corrected. 2. Online Automated Relief - the Errors Requiring Comments status displays after all manual errors are corrected and manual error relief is completed. The online automated relief has drop-down options to select the comment that best explains the exception.

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.

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

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. (E168) DATE OF BIRTH was reported incorrectly last year and is now being reported correctly. (E0715)

Manual Error Relief How do I request manual relief? Click on the new Manual Relief Request link on the Student Record Main Menu. When the Manual Error Relief link becomes available, click on this to enter the error comments. If the link is not visible, it is to early in the collection to enter manual error comments.

Manual Error Relief Enter the error comments as they relate to each error. The error comment should describe why this is an exceptional situation that requires relief. If there are more than one records with the error, each record could have a different error comment. The error comment should reflect what is really happening. Enter your comments in the box immediately below the related Error Code.

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

SIGN OFF PROCESS PRIOR to sign off, have the Team (Gifted, Remedial, SpEd, 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.

Student Record Data Cleansing

SR Data Cleanse Data Integrity is the degree to which data is correct. Garbage In, garbage out (GIGO) is a computer phrase that means you cannot create correct information from incorrect data.

SR Data Cleanse Why SR Data Cleansing? Do I have to do it? Allow for more timely communication with your schools. Catch misreporting before FTE, thereby reducing the possibility of missed funding for the district. Catch data errors earlier in the year, especially the ones that affect student services. Data cleansing provides the ability to contact personnel, concerning student data, before they leave for the summer! Allow for more time to resolve data conflicts with other districts. Reduce the last minute changes down to a minimum.

SR Data Cleanse Upload Early For Data Cleansing! Uses FY2017 Layouts and Edits Data Cleansing Transmission Dates: September 07, 2017 - December 15, 2017 2017 2018 September October November December January Test run of the SIS extracts Valid Value Checks Follow Up on Last Year s Students Discover incomplete Program data (Special Ed, Gifted, ESOL, Migrant, etc). Provide reports to Program managers and school-level staff for timely corrections Resolving Duplicates

SR Data Cleanse 2017 2018 SEP OCT NOV DEC JAN Data Cleanse Begins. Give error reports to Schools and Program Managers Report Reviews at School Level Continue to make corrections in the local SIS System Continue to make corrections in the local SIS System STUDENT RECORD NOT AVAILABLE Data Cleansing Find data problems early before FTE FTE - Cycle 1 CPI - Cycle 1 Pre-ID Private Schools FRL Extract layouts during data cleansing will be the same as last year. Use FY2018 dates and valid values that you have in your local SIS.

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 lewillia@doe.k12.ga.us Administration) Data Collections Manager (Data Collections & Reporting) 404-651-5312 kaspy@doe.k12.ga.us GTID Administrator (GUIDE, Private School Data Collection) 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) 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

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