Presented By Carl Garber

Presented By Carl Garber

Student Record Overview Documentation Timelines & Deadlines Student Record Application Overview Student Record Data Cleanse Data Comparison and Trends

Student Record is the single largest data collection conducted by the Georgia Department of Education (GaDOE). Student Record is a cumulative collection of data representing individual student data for the entire school year. Student Record does not include summer school data. Student Record has eight (8) record levels: System School Student Enrollment Program Student Safety Special Education Address

Record Levels There are eight (8) different record types reported for Student Record. The record type identifies the type of data reported. The eight records types include: System Level One System level file is transmitted for the district. An example of data reported includes the number of psychological consultations and evaluations that occurred in the district. School Level One School level entry is transmitted for each school in the school district. An example of data reported includes the type of Social Work services, cases, and referral that occurred at the school.

Record Levels Student Level One Student level entry must be submitted for each school the student has been enrolled in during the school year. One entry must be submitted for each student at the end of the school year, regardless of whether the student is still enrolled or has withdrawn. If a Student level entry is reported for a student, there must be at least one corresponding Enrollment entry. If a student was enrolled in different schools, at different times, within the district during the school year - the student will have multiple Student level entries within the district. Student level data includes demographic (gender, age, grade level, race, ethnicity) and program participation information such as whether the student is gifted.

Enrollment Level Record Levels Every student reported as active in any other data collection must have at least one Enrollment entry. Examples of data reported in the Enrollment file include, school entry, withdrawal information, and attendance data (i.e. days present, days absent, excused absences, unexcused absences). A student reported with an Enrollment level entry must have a corresponding Student level entry. A student will have multiple Enrollment Records submitted if the student entered and withdrew more than once during the school year.

Record Levels Program Level One Program entry for a student will be reported each time the student participates in a program, such as Alternative Education. A student could have multiple Program entries reported. A student cannot have more than one entry for a program for the same time frame. A Program record is only reported when a student had a program assignment(s).

Record Levels Student Safety Level The Student Safety file contains data related to a disciple incident for a student, which is required to be reported according to federal and state guidelines. A student could have multiple Student Safety entries - or may not have any. Special Education Level The Special Education file collects Special Education event data for special education students, as well as those evaluated for special education services. Data is reported at the student level. Events should be reported by the district/school where the event occurred.

Record Levels Address One entry is reported from a school for each student enrolled at that school at any time during the school year. One entry should be reported for each student regardless of the number of times the student enrolled or withdrew from this school. A student cannot have more than one Address entry per school. Data in the Student Address Level file includes the street address, city, state, and zip code.

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. 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)

Deadlines are important! Tips and Reminders Create check-lists to help keep the collection on track Set internal deadlines that are earlier than the states collection deadlines Please strive to make the Initial Transmission deadlines 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! Please contact the Help Desk (dticket@doe.k12.ga.us) or the Data Collection team ASAP if the district is having local system problems

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

Build Your TEAM Identify and introduce yourself to your TEAM (Data and Program individuals - such as Gifted, Special Education, ESOL, 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

Student Record Summary of Changes

Summary of Changes New Address File Layout The student Address level record will be collected at the student level. New Student Level Data Elements 21 ST CENTURY SERVED Indicates if the student was served in a 21 st Century after-school program this fiscal year. - Valid values are Y or N. Blank is not allowed PRIORITY FOR SERVICE Indicates the student has been identified as Priority for Service by the Migrant Education Program (MEP). - Valid values are Y or N. Blank is not allowed. CAREER APTITUDE INVENTORY 8 th GRADE Indicates if this 8th grade student completed a Career Aptitude Inventory during the academic year and saved the results in their personal career portfolio. - Valid values are Y or N. Blank is not allowed for GRADE LEVEL = 08. CAREER APTITUDE INVENTORY 10 th GRADE Indicates if this 10th grade student completed a Career Aptitude Inventory during the academic year and saved the results in their personal career portfolio. - Valid values are Y or N. Blank is not allowed for GRADE LEVEL = 10.

NEW Student Level Data Elements (continued) DATE OF ELP SCREENER Indicates the first time a student is screened for the English Learner (EL) program and it is determined that the student is an English Learner (EL=Y) student. (Required for all new EL students) PARENT COMMUNICATION LANGUAGE Indicates the language preference of the parent for written communication between the school and the student's parent. (Requested for all new EL students) NEW System Level Data Elements Summary of Changes TKES 90% TEACHING Identifies whether the LEA wants to consider 90% course time taught for all or individual SGP (Student Growth Percentile) teachers of record.

NEW School Level Data Elements Summary of Changes DUAL ENROLLMENT AWARENESS 8 th GRADE Indicates if the students made aware of Dual Enrollment opportunities for the current academic year regarding scheduling, enrollment, and coursework guidance? - Required if school has GRADE LEVEL = 08 DUAL ENROLLMENT AWARENESS 9 th GRADE Indicates if the students made aware of Dual Enrollment opportunities for the current academic year regarding scheduling, enrollment, and coursework guidance? - Required if school has GRADE LEVEL = 09 DUAL ENROLLMENT AWARENESS 10 th GRADE Indicates if the students made aware of Dual Enrollment opportunities for the current academic year regarding scheduling, enrollment, and coursework guidance? - Required if school has GRADE LEVEL = 10 DUAL ENROLLMENT AWARENESS 11 th GRADE Indicates if the students made aware of Dual Enrollment opportunities for the current academic year regarding scheduling, enrollment, and coursework guidance? - Required if school has GRADE LEVEL = 11

Summary of Changes Deleted - Data Elements FREE OR REDUCED PRICE MEAL ELIGIBILITY - SPECIAL PROVISION (School Level) CAREER AWARENESS LESSONS (ES) (Student Level) CAREER PORTFOLIO (ES) (Student Level) GIFTED SERVED (Student Level) Name Change - Data Element Special Needs Code name has changed to STUDENT IS A SINGLE PARENT Primary Language name has changed to STUDENT PRIMARY LANGUAGE New - Valid Values DIPLOMA SEAL: C = Civic Engagement Diploma Seal and combos 9, Z, Y, X, W, V, U

Summary of Changes The NEW icon indicates a new version of the document is available. It will disappear after 14 days The NEW icon indicates a new version of the document is available. It will disappear after 5 days

CTAE Data Elements The CTAE data elements listed below are required to be reported in Student Record so the data can be verified by the district and signed off by the district s Superintendent. CAPSTONE PROJECT CAREER APTITUDE INVENTORY 8th GRADE (New for FY2019) CAREER INTEREST & APTITUDE INVENTORY 10th GRADE (New for FY2019) CAREER INTEREST INVENTORIES (MS) INDIVIDUAL GRADUATION PLAN (MS)

Student Record Application Overview

Transmission Cycles / Student Record Layouts

Application Overview

SR File Upload Select this link to upload the extract file(s)

SR File Upload

Extract File Upload 31

Extract File Upload 32

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

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 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 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. Program area reports can be reviewed by the appropriate program area to ensure accurate data has been reported. Student Record reports can be used in the error resolution process.

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 for a student in order for the 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 ENR021 - Student Attendance Report ENR036 - Students With E2567 With GTID Claim ENR035Ta - Student Enrollment Greater than 190 days Summary between Districts SPECIAL EDUCATION 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 SR084 Student Summary Information ENR019A Withdrawal Reason Report ENR021 Student Attendance Report ENR022 School Entry Reason Report ENR023a Absences 10% or Greater by Student ENR024a Absences 10% or Greater by School and Grade SE056b Primary Area by Age (by Primary Area) EOPA Eligibility Report

Error Report Select Data Have Errors to view the Error Report

Types of Errors Valid Value Checks E115 : Invalid code for SST (Student Support Team) participation. Must be 'Y' or 'N' for all students. Data Comparison Checks E024: DATE OF BIRTH reported for active student does not match the DATE OF BIRTH in GUIDE. Verify data and correct in either the SIS or GUIDE. Across Application Checks E045: Data reported for SCHOOL CODE in FTE-1 and/or FTE-3 but no school-level 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 Report Error Type Summary Error Code Error Description Total System Level Errors W5594 Discipline incidents reported for one or more categories show a variation of 20% or more from the previous year. Please verify data. 1 School Level Errors W2911 Up to 24% fewer students were marked FRL in SR than were reported in the November FRL collection. 3 W550 The sum of all SOCIAL WORK SERVICES/INTERVENTIONS should not equal zero; check data. 2 W551 Warning: The sum of all SOCIAL WORK CASES data items is zero; check data. 2 W552 Warning: The sum of all SOCIAL WORK REFERRALS data items is zero; check data. 8 Student Level Errors E022 Student was reported in FTE-1 with ALL SPECIAL EDUCATION SERVICES = 'S' (Service Plan/private or home schooled) or 'N' (not served and private/home schooled), therefore should not be reported in Student Record. 1 E025 Regular education student is at least 21 years old as of September 1 and is being reported in the Student level record. 1 E026 Special education student is at least 22 years old as of September 1 and is being reported in the Student level record. 3 E0571 All students reported as active in FTE-1 or FTE-3 must be reported in the Student Record Data Collection. See SR071 FTE/SR Exceptions Report for a list of students reported in FTE but not in Student Record. 4 E070 GRADE LEVEL missing or not valid for SCHOOL CODE. Must be one of the following valid GRADE LEVELS 'PK', 'UK', 'KK', 'U1', '01', '02', '03', '04', '05', '06', '07', '08', '09', '10', '11', '12'. 9 E0715 E084 The current Student Record has a DATE ENTERED 9th GRADE that does not match the DATE ENTERED 9th GRADE in a previous Student Record. The year does not match when compared to the previous data. If MIGRANT = 'Y' or 'C', then student must also be reported as migrant by the Migrant Education Office. Please check SR058a Migrant Non-Matched Report to see if student was reported with a different Student ID by Migrant Agency. E1685 The GTID has been reported with WITHDRAWAL REASON = 'G' and DIPLOMA TYPE = 'G', 'B', 'C', or 'V' in a previous collection, but the GTID is being reported as ACTIVE in this collection. 1 E2088 EL='Y' last FISCAL YEAR. EL must be 'Y' or '1' this FISCAL YEAR. 6 E2089 The student was EL monitored for the second year in the prior FISCAL YEAR. EL must be '3' this FISCAL YEAR. 1 E2162 DUAL LANGUAGE IMMERSION (DLI) must = 'Y' in Student Record, when an IMMERSION LANGUAGE is reported for a course record in Student Class. 1 54 7 E2231 Student reported with EL status other than 'N' (student does not have limited English proficiency) in the prior FISCAL YEAR. Student reported with EL = 'I' in current SR collection. An error comment will need to be submitted to provide more detail related to the change in EL status. 3 E2331 Course data has been reported for the student (GTID) in Student Class. A Student level record for the student (GTID) must be reported in Student Record. 12 E256 School is reporting all students as SST='N'. All schools are expected to have some students with SST -Driven Learning. 1 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)

System Sign Off Report As Superintendent of the ACME County, School District, I certify that the school district's data contained herein has been compiled by employees who are ultimately under my supervision and control; who have been trained in the importance of accurate data collection and reporting; and who have represented that the data is complete and accurate. I further certify that I have not by any means directly or indirectly falsified or intentionally misrepresented any aspect of this report nor do I know of anyone who has. I acknowledge that this information may be used for funding purposes, state reporting, and Federal reporting and therefore may be submitted to Federal, state and other governmental agencies and to the legislature and other policy makers. I understand that this information is subject to being audited at any time by the Georgia Department of Education, the Georgia Department of Audits and Accounts, the Governor's Office of Student Achievement, the office of Inspector General, and the United States Department of Education. I further acknowledge that knowingly falsifying, misrepresenting or omitting any of this information may result in criminal, civil, or administrative penalties, including disciplinary action under the Code of Ethics for Educators.

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

SR Data Cleanse Allows the district to correct demographic and identity errors early, thereby reducing the number of errors in Student Class and FTE Cycle 1. Allows the district to resolve data errors earlier in the year, especially the data errors that affect student services. Allows for more time to resolve data conflicts with other districts. Allows for more timely communication with your TEAM. Could reduce the need to make last minute online changes.

SR Data Cleanse Allows the district to discover incomplete Program data (Special Ed, Gifted, ESOL, Migrant, etc.) earlier in the school year. Allows the coordinator to provide reports to Program managers and school-level staff for timely corrections and updates. Aids in resolving duplicate data issues. Facilitates following up on last year s students.

SR Data Cleanse Data Cleansing Transmission Dates: September 06, 2018 to December 13, 2018 Use FY2018 Layouts and Edits Use FY2019 dates and valid values that you have in your local SIS. 2018 2019 September October November December January After uploading, give error reports to schools and Program managers. Make corrections in the local SIS. Continue to review errors and reports at the School and Program level. Make corrections in the local SIS. Continue to review errors and reports at the School and Program level. Make corrections in the local SIS. Continue to review errors and reports at the School and Program level. Make corrections in the local SIS. STUDENT RECORD NOT AVAILABLE Data Cleansing Find data problems early before FTE and SC FTE - Cycle 1 CPI - Cycle 1 Student Class Private School FRL

Data Comparisons and trends

Spanish 210000 205000 200000 195000 196280 200288 205525 190000 2016 2017 2018 20000 15000 10000 5000 12254 English - other than Standard American 15908 15519 0 2016 2017 2018 Vietnamese 7400 7265 7200 7072 7000 6888 6800 6600 2016 2017 2018

Three Year Trend GNETS data comparison 6000 5000 4000 4067 4776 3771 4365 3432 4086 3000 2000 1000 0 2016 2017 2018 Students Reporting PROGRAM CODE = '4' in FTE Students with PROGRAM TYPE = '2' in SR

Charter Career Academy (CCA) data comparison 30,000 25,000 24,599 25,680 20,000 15,000 10,000 8,548 8,691 5,000 0 2017 2018 CCA Class Reported in Student Class CCA Program Record Reported in Student Record

Three Year Trend Number of Bullying Incidents 6,600 6,500 6,523 6,400 6,420 6,300 6,200 6,152 6,100 6,000 5,900 2016 2017 2018

Top Five Incidents The data reported in Student Record shows the student safety incidents listed below are the most reported incidents for the past three years. 33 - Student Incivility 06 - Disorderly conduct 30 - Attendance Related 08 - Fighting 03 - Battery

240000 220000 200000 180000 33 Student Incivility 231403 222434 209154 33 - Student Incivility (2016) 33 - Student Incivility (2017) 33 - Student Incivility (2018) '06' - Disorderly Conduct 160000 140000 120000 100000 146921 140602 126611 06 - Disorderly conduct (2016) 06 - Disorderly conduct (2017) 06 - Disorderly conduct (2018) 110000 100000 90000 80000 70000 '30' - Attendance Related 101710 90869 85459 30 - Attendance Related (2016) 30 - Attendance Related (2017) 30 - Attendance Related (2018)

54000 52000 50000 48000 '08' - Fighting 53462 50881 50220 08 - Fighting (2016) 08 - Fighting (2017) 08 - Fighting (2018) '03' - Battery 30000 20000 20888 17693 15378 10000 0 03 - Battery (2016) 03 - Battery (2017) 03 - Battery (2018)

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) 404-657-3539 kaspy@doe.k12.ga.us GTID Administrator (GUIDE, Private School Data Collection) Data Collections Specialist (Student Record) Data Collections Specialist (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