Data Collections Overview January 26, 2017 DATA COLLECTIONS IS A - - PowerPoint PPT Presentation

State Charter Schools Commission New School Orientation

Data Collections Overview

January 26, 2017

DATA COLLECTIONS IS…

A unit within the Georgia Department of Education’s Technology Services Division.

• Works across all departments and levels within the agency, and

with other agencies, states, and US ED.

• Supports and works with school districts to collect and report

data.

• Develops standards for data reporting and continuously

improves processes to enhance data quality.

Charged with collecting and reporting selected student, staff, system, and school data.

• Data is used to inform decision-making in many areas such as

funding, accountability, state and federal legal requirements, federal program monitoring and evaluation, audits, district data use, and other initiatives.

• CCRPI
• Federal (EDEN) Reporting
• Program Monitoring and Evaluations
• Open Records Requests
• Civil Rights Data Collection
• Perkins Reporting
• Special Education reporting
• SLDS
• Program audits
• State Report Card

Note: This list is a sample of data uses and is not all-inclusive.

MULTIPLE REASONS FOR COLLECTING DATA

Fulfill Legal Requirements State and Federal Reporting Program Monitoring and Evaluation Encourage Data Integrity and Quality Foundation for Making Decisions

MULTIPLE REASONS FOR COLLECTING DATA

DAT A

Pre-ID Labels STUDENT COURSE PROFILE FTE DATA SURVEY

FTE

STUDENT CLASS – Class Size

CPI

FREE REDUCED MEAL PRIVATE SCHOOL STUDENT RECORD

EOPA

LET’S TAKE A CLOSER LOOK AT THE COLLECTIONS

GUIDE

See separate chart on Summarized Description of the Data Collections.

STATE REPORTING

DATA COLLECTION DATES

Main Points

• SCSC schools participate in all collections, except the Private School data
• collection. Participation in EOPA is determined by grade levels.
• Several collections occur more than once during the school year (cycles).
• Most of them have a check to verify student identity data using a unique

student identifier.

• Verify student schedules are accurate and complete. Incomplete or

inaccurate schedules can impact funding, accountability, federal reporting, program reviews, etc.

STATE REPORTING

• Why are accurate and complete schedules important?

STATE REPORTING

Segments

6 Segments = 1 FTE

• There are 36 ‘D’ segments.
• This equals 6 FTEs with ‘D’ weight. (1 FTE at ‘D’ weight is $2,463.43)
• No funding is earned for ‘O’ segments.
• Various levels of funding are earned depending on the segment code.

K

• Why are accurate and complete schedules important?

STATE REPORTING

FTE FORMULA # FTE’s x FY2017 Weight x FTE ‘Base’ Amount = Approximate FTE AMOUNT FTE Formula Examples:

(for presentation purposes only)

FTE’S ‘B’

(Grades 1 - 3)

X

FY2017 Weight

X

FTE ‘Base’ Amount

=

Approx FTE AMOUNT

350 1.2859

$2,463.43 $1,108,703.62

FTE’S ‘D’

(Grades 9 - 12)

X

FY2017 Weight

X

FTE ‘Base’ Amount

=

Approx FTE AMOUNT

6

1.000 $2,463.43 $14,780.58

• Why are accurate and complete schedules important?

 Impacts Post High School Readiness (pathways, MOWR, AP, etc.)  Impacts Exceeding the Bar Indicators in Elementary, Middle, and High Schools

Verify reports in Student Record

STATE REPORTING

STATE REPORTING

• In CPI, review reports early to look for unusual counts of

personnel: Verify counts of teachers, administrators, other staff Verify third party contract workers and long-term substitute teachers Verify active and terminated employees Verify employees reported for the State Health Plan or Other Plan

STATE REPORTING

CPI: Which records do I report in CPI and do they earn T&E?

Personnel Record Layouts Earn T&E $ Long-Term Substitutes A No Third-Party Contracts A & C No SB 327 Employees (direct contract) A, B, & C Yes, if certified Other direct contract employees and VIF A, B, & C Yes, if certified Regular Employees A, B, & C Yes, if certified

STATE REPORTING

CPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORT

PSC: Charter schools and systems and Strategic Waiver School Systems that have contracts allowing waiver of certification for teachers have to use specific codes when submitting CPI “C” records for teachers who lack a teaching certificate issued by the Georgia Professional Standards Commission (GaPSC). Please use the guidance questions listed below to determine the correct process to report employees requiring certification. Start with question #1 and proceed from there. QUESTION ANSWER REPORT 1. Does the employee have PSC certification? YES Regardless of whether in-field or out-of-field, report the PSC CERTIFICATE TYPE and PSC CERTIFICATE FIELD that is the most appropriate for the Job Code being reported in CPI. NO Answer Question #2. 2. Does the employee have a PSC certification pending and is waiting for approval? YES Regardless of whether in-field or out-of-field, and no other PSC certification is available, report the pending PSC CERTIFICATE TYPE and PSC CERTIFICATE FIELD CODE ‘998’. (PSC Details will report pending certifications as Open Case = ‘T’). NO Answer Question #3.

STATE REPORTING

CPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORT

PSC: Charter schools and systems and Strategic Waiver School Systems that have contracts allowing waiver of certification for teachers have to use specific codes when submitting CPI “C” records for teachers who lack a teaching certificate issued by the Georgia Professional Standards Commission (GaPSC). Please use the guidance questions listed below to determine the correct process to report employees requiring certification. Start with question #1 and proceed from there. QUESTION ANSWER REPORT 3. Does the employee meet the requirements for one of the charter/SWSS waiver codes 101, 102, 103? YES Report CERTIFICATE TYPE CODE ‘CHW’ And report one of the following CERTIFICATE FIELD CODES, whichever fits best: 101 - Academic Major (Grades 6-12) - GaDOE Charter/SWSS Waiver 102 - Course Work (Minimum 21 semester hours) - GaDOE Charter/SWSS Waiver 103 - GACE - GaDOE Charter/SWSS Waiver NO Report CERTIFICATE TYPE CODE ‘CHW’ and report the following CERTIFICATE FIELD CODE: 104 No Equivalent (101, 102, 103) or HOUSSE GaDOE Charter/SWSS Waiver

STATE REPORTING

• Monitor and keep track of file uploads, extracts, and reports for all

collections, including:

• GUIDE
• Full-Time Equivalent – (FTE)
• FTE Survey
• PRE ID
• Student Record
• Student Class
• Certified/Classified Personnel Information – (CPI)
• End of Pathway Assessment (EOPA)
• Free and Reduced
• Review reports early to look for unusual counts of students/personnel

STATE REPORTING

• Make sure school staff understands their role and responsibility

as it relates to collecting and reporting data for state reporting.

• Ensure the appropriate staff maintains proper records and are

proactive to correct errors. Get a student information system!

• Require state reporting staff to participate in relevant trainings.

EX: New Coordinators Training, Data Collections Conference, Webinars, GSIS, etc.

• Ensure state reporting staff is aware and complying with

deadlines and proactively preparing ahead of time.

Administration Administrative Staff Curriculum CTAE Special Education Title 1 and Other Federal Programs HR / Payroll Finance

State Reporting

CREATING YOUR “TEAM”

GETTING STARTED

http://www.gadoe.org/Technology-Services/Data- Collections/Pages/Data-Collections-and-Reporting.aspx

General Documentation Documentation Specific to Data Reporting

https://portal.doe.k12.ga.us/login.aspx

Student Record Checklist

GETTING STARTED

Data Element Detail

GETTING STARTED

FIRST NAME FIRST NAME identifies the student's first name as it appears on legal documents. Nicknames are not allowed. FIRST NAME cannot be null, contain numbers, or selected special

• characters. Valid characters are: a-z, A-Z, - ,', ., `, Blank (Space Char). FIRST NAME is reported

in all FTE cycles. GENDER The GENDER code identifies the student's sex. GENDER is reported in all FTE cycles. Valid values are: Male = ‘M”; Female = ‘F’. GTID GTID is the 10-digit student ID assigned by the Georgia Department of Education. It is a unique testing identifier that is created in the GTID application. All GTID’s reported for students must also be found in the GUIDE application. Students transferring between districts should already have a GTID. A new GTID should only be generated if the student has never been given a GTID while enrolled in a Georgia public school. Before generating a new GTID for a student, very carefully verify the student has NEVER had a GTID so that the student’s records are not lost, or duplicated.

REMEMBER!

• When it comes to state reporting,

Process is just as important as Product.

• Poor planning leads to a poor process, and they both lead

to a poor product.

• You influence the outcome.

 Portal Messaging (sample message)

Data Collection Communications

The Technology Services Help Desk is the first line of contact for questions concerning a collection, errors, and warnings.

REQUESTING ASSISTANCE

Help Desk

• Email: dticket@doe.k12.ga.us
• Phone: 800-869-1011

Please follow the guidelines below for all email or voice message correspondence: Please include:

• First and Last name
• District name
• Phone number (where you can be most easily reached)
• Email address
• Indicate the collection (several collections overlap)
• Error/warning number and message
• Description of the issue or the question

 Please do NOT include Personally Identifiable Information (PII) in your

correspondence This includes the use of full names, full SSN’s/GTID’s (partial #’s are ok),

• r other personally identifiable data.

REQUESTING ASSISTANCE

Training and Workshops

1.

New Coordinators Workshop – Tuesday, August 29, 2017

2.

Data Conference - Wednesday, August 30, 2017 – Friday, September 2, 2017 Location: Classic Center in Athens, GA No registration fee for either event

FY 2018 DATA CONFERENCE

QUESTIONS & ANSWERS