Data Collections Status Update Call May 11, 2011 This session will begin at 2:00 p.m. While you are...

Data Collections Status Update Call Data Collections Status Update Call May 11, 2011May 11, 2011

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Data Collections Status UpdateData Collections Status UpdateMay 11, 2011May 11, 2011

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AgendaAgenda

GTID and Identity IssuesStudent Record Reports for PrincipalsStudent Record Reminders and UpdatesStudent Course Profile – What’s New for 2012Data Collections Conference Update

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Make sure you have positively identified the student from the initial contact with the state database. The first contact is the GTID system.

Edits (validity checks) in FTE and SR

Positively Identifying Students

1.0 - GTID and Identity Issues1.0 - GTID and Identity Issues

• Without a link, the ‘new student’ is really an existing student whose history is now disconnect from the current ID. See below for example of impact.

Positively Identifying Students1.0 - GTID and Identity Issues1.0 - GTID and Identity Issues

Use the student birth certificate birth certificate as the source for name and birth date.

Use the student social security social security cardcard as the source for SSN.

Key Identification Sources


Use the full legal name (including the middle name) A student shall be identified in the local Student Information System (SIS) and in the

Georgia Statewide Student Information System (GSSIS) by the student 's legal name as it appears on the documentation submitted for age verification as delineated in paragraph (2) (a) 3 , or in a court order changing the student's name.

Request the SSN Pursuant to O.C.G.A. § 20-2-150, before the final enrollment of a student to a publicly-

funded Georgia school is complete, a parent, guardian, or other person shall provide a copy of the enrolling student’s social security number to the proper school authorities or shall complete and sign a form stating the individual does not wish to provide the social security number.

Keep all personally identifiable information secure and comply with FERPA guidelines.

Key Identification Sources – SBOE Rule 160-5-1-.28 and O .C.G.A. § 20-2-150


• Do NOT use the registration form as the source to enter a student’s name or SSN.

• If the SSN and / or GTID are on the Withdrawal Form for a transfer student, enter them into your SIS. Do not issue a new 800# to every student that walks in to register.

• If the SSN and GTID are not on the Withdrawal Form you currently use, consider adding these fields to your form if local policy permits.

• Ask if the student has been in a GA public school on the registration form.• If a student gets a new 800#, then a new GTID, then he is a new student.

Without a link, the ‘old student’ becomes an unknown dropout.

Key Identification Sources – Best Practices


2.0 – Student Record Reports for Principals2.0 – Student Record Reports for Principals

All principals should have access to the Student Record menu option.

If they do not, they can request access to SR (and FTE).

Directions that explain the process for adding Principal rights to SR and FTE are now posted.

SCHOOL RECORD

ELL Delivery Models (EDM) for elementary schools are required in SCHOOL level recordGrades 6-12 also required to report EDMs in Course level records

Data currently reported in parallel so that counts at both levels can be cross-checked.

3.0 – Student Record Updates3.0 – Student Record Updates

STUDENT RECORD

Date Entered 9th GradeRequired for new students to country this year, now

residing in US, and in grades 10 to 12• Backdate to appropriate time when 9th grade occurred• These are not International Exchange Students (IES)

For Internation Exchange Students (IES) this year, • Do you have a date you could enter?

For IES next year• Date Entered 9th Grade will be required for IES students


E0715 – Date Entered 9th GradeDate Entered 9th Grade does not match the Date

Entered 9th Grade in a previous Student Record. The year does not match when compared to the previous data.

This is not a relievable edit. Reminder from FY 2010 that Date Entered 9th Grade would not be changed in Student Record as of FY 2011.

STUDENT RECORD


E872 Student reported with PRIMARY AREA OF EXCEPTIONALITY

and no exit event last school year, but student not reported with PRIMARY AREA OF EXCEPTIONALITY this school year.

To resolve for student who exited in prior year• Either add exit event to your SIS system OR

Add exit event (09 or 10) online with appropriate date for prior year exit

• NOTE! Do not do online changes until all uploads are done or changes will be lost!

STUDENT RECORD


E3020 (Timing Issue) Student was enrolled more than 190 days throughout the

state for the school year. Please refer to report ENR035Ta for more detailed information.

See ENR035Ta for “closer to real-time” information.Error is based on results from your last validation. Other

districts may have since uploaded.

ENROLLMENT RECORD


Course – E0701 – International Exchange Students (Sys of Residency=801) Grade range change from 11-12 to 9-12

Course – E827- course not valid for Credit Earned skipped for some course numbers that are out of the norm for

reporting Credit Earned Course numbers: 20.0165*, 20.4165*; 25.5210*; 25.0210*; 25.5220*;

25.0220*; 47.0810*; 47.5810*; 47.0820*; 47.5820*; 47.0830*; 47.5830*.

Added 25.4220* and 25.6220* on May 4th

COURSE RECORD


Course – E908/E909/E925 – Teacher IDs999999999 – transfer courses / in-state888888888 – transfer courses / out-of-state555555555 – contract (use SSN if in CPI)333333333 – virtual school (E908)77700xxxx – last four digits PSO/ Accel Facility ID Long-term subs – matched to ID in CPI

• All 7’s no longer valid for long-term subs

COURSE RECORD


E905 Invalid Course Numbers (Not in board rules) Work Based Learning courses to be added to Course Table: 23. English, 26. Science, and 40. Physical Sciences for the following combinations:

• XX.711400 Concentration/Pathway Title Year one Semester one One hour• XX.712400 Concentration/Pathway Title Year one Semester two One hour• XX.711500 Concentration/Pathway Title Year one Semester one Two hour• XX.712500 Concentration/Pathway Title Year one Semester two Two hour• XX.711600 Concentration/Pathway Title Year one Semester one Three hour• XX.712600 Concentration/Pathway Title Year one Semester two Three hour• XX.721400 Concentration/Pathway Title Year two Semester one One hour• XX.722400 Concentration/Pathway Title Year two Semester two One hour• XX.721500 Concentration/Pathway Title Year two Semester one Two hour• XX.722500 Concentration/Pathway Title Year two Semester two Two hour• XX.721600 Concentration/Pathway Title Year two Semester one Three hour• XX.722600 Concentration/Pathway Title Year two Semester two Three hour

COURSE RECORD


E871 – – Teacher ID must be found in CPI-1 or CPI-2, or must

be a contract teacher (555555555).

All 7’s no longer valid for long-term subs

DISCIPLINE RECORD


K-5 Exceptions

W835 – Alpha Grade and Numeric Grade are optional

E924 – Credit Hours Earned must be zero

COURSE RECORD


Annual Review / Re-eligibility OverdueModifying edits to remove error when due date

for event is after a withdrawal date OR date is after an exit event (09, 10)

• E583… 04 – Initial Eligibility / 08 Re-eligibility due• E584 … 05 – Initial IEP Mtg / 07 IEP Annual Review due• E585… 07 – IEP Annual Review over 1 year old• E586… 08 - 08 Re-eligibility over 3 yrs old

SPECIAL EDUCATION RECORD


Reporting Exits (Events 09, 10): If the student was dismissed from special education in

2009-2010, report an Event Code 09 from the prior year. If it was this year, please report two events:

• the IEP review in which the student was dismissed from special education AND

• Event Code 09 for the actual exit.

SPECIAL EDUCATION RECORD


E410 – the Beginning Date must be within an enrollment period reported.

Modified edit to look at multiple enrollment periods for transfer students and for GNETs services before enrollment dates.

PROGRAM RECORD


Alt Ed - Program Code “01E” Choice - Non-Traditional High School (Open Campus/Other)

• Use for non-disruptive student and Ombudsman programs• Only use ‘01D’ Performance Learning Centers where

Alternative Ed board rule requirements are met

• Next year – separate codes for non-disruptive programs and Education Management Organizations (EMO)

PROGRAM RECORD


Alt Ed Program Code 01E– Changed to allow middle & high school grades.– Changes in layout to be posted this week.

Layout Description Error

Where PROGRAM TYPE = ‘01’ and PROGRAM CODE = ’01B’, or ’01E’, Grade must be 06-12.

Added 01E E396

Where PROGRAM TYPE = ‘01’ and PROGRAM CODE = ’01C’, ’01D’, or ’01F’ Grade must be 09-12.

Removed 01E E397

PROGRAM RECORD


E4301 – all records containing both IDsThe combination of STUDENT ID/GTID reported for this

student does not match the data reported in the Student Level file.

Now modified to skip edit when the Student ID or GTID is blank/null

• E059 and E048 will catch these situations

MULTIPLE LAYOUTS


E570 – • Not catching duplicates when same event and date are

reported at multiple schools within the same district. • Tightening of the load procedure and this edit is in

progress

E589 – • Please ignore this error in cases where prior year events

are being reported for a student who exited in prior year.• A fix is being worked on to remove error where student is

not special ed this year.

EDITS UNDER REVIEW


Student names have been added to error report detail to assist district in troubleshooting problems– Issue dticket if find an item that does not have name

included where is would be useful

Also adding GTID and removing GaDOE Student ID as reports are brought up for changes.

ERROR REPORTS


New this year• SR075 - INTERNATIONAL EXCHANGE STUDENT:

– under Student level reports– Drills down from System Level to School to Student Detail

Modified– Revisions due to new Program codes and classifications this year– PGM004 Program Level Transmission– PGM001 Annual School Report of Alternative School Information– PGM004A GNETS Program Information By School

– RemovedRemoved PGM002, PGM003 – Crossroads no longer active program– RemovedRemoved SR074 SWD Monitored – no longer collecting this data

REPORTS3.0 – Student Record Updates3.0 – Student Record Updates

E084– If Migrant = ''Y'',students must also be reported as migrant from Migrant

Education Agency. Please check SR058a Migrant Non-Matched Report to see if the Migrant Agency's list of unmatched students has your student, but with a different Student ID.

SR058a – lists data from the Migrant Agency that has no match in Student Record

IF student is not listed on report, but has E084, either – the Migrant Agency did not report that student to us and they need to check with their

Migrant Agency contact about these students.OR– the Migrant Agency reported the student, but with a different Student ID, possibly using

their migrant ID.

•

MIGRANT MATCHING3.0 – Student Record Updates3.0 – Student Record Updates

Updates being made for Alt Ed and GNETS totals based on new Program codes this year.

New Sign Off verbiage for Superintendent:I have reviewed and verified the Discipline Comparison Report which compares discipline data from last year to discipline data reported this year.As Superintendent of the district name, 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 Report3.0 – Student Record Updates3.0 – Student Record Updates

4.0 - Student Course Profile – What’s New for 20124.0 - Student Course Profile – What’s New for 2012

Student Course Profile (SCP) – Course schedules sent in SCP allow the teacher on the course record to see a student in the LDS (Longitudinal Data System). 2012 layout has been changed to add:

• Start Period• Additional Teachers 1, 2, 3• Local Course Name• Can have 00.xxx course to allow access to Counselors, Special

Education Director or Case Lead, etc.

You define access by sending personnel attached to a student.

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Current registration 320 as of 05-11-2011 Format similar to last year Special Education on Day 1 and Day 2 Session on Bullying Program Areas –

• Special Education, Safe and Drug Free Schools, Policy, Title I, Title III, Alternative Education, Neglected & Delinquent, McKinney Vento, CTAE, Charter Schools, Gifted Education, Georgia Virtual School, Accountability

• Other Topics: Data Collections, LDS, Security, Portal Provisioning, PSC

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5.0 – Data Collections Conference Update5.0 – Data Collections Conference Update

Questions & AnswersQuestions & Answers

Data Collections Status Update Call May 11, 2011 This session will begin at 2:00 p.m. While you are...

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