Student Record 101 Richard Woods, Georgia’s School ...dcconference.gadoe.org/Documents/FY2017/Data...

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gadoe.org Student Record 101 Getting Started on the Right Track 1

Transcript of Student Record 101 Richard Woods, Georgia’s School ...dcconference.gadoe.org/Documents/FY2017/Data...

Page 1: Student Record 101 Richard Woods, Georgia’s School ...dcconference.gadoe.org/Documents/FY2017/Data Collection/Student...Richard Woods, Georgia’s School Superintendent “Educating

Richard Woods, Georgia’s School Superintendent

“Educating Georgia’s Future”gadoe.org

Richard Woods, Georgia’s School Superintendent“Educating Georgia’s Future”

gadoe.orgStudent Record 101Getting Started on the Right Track

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Richard Woods, Georgia’s School Superintendent

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Today’s Objectives

At the end of this session, you should have:

A better understanding of the Student Record data collection and why the collection is needed.

An understanding of the implications of misreporting data.

Knowledge of general business rules and their implications.

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What is Student Record?

The Student Record data collection is a year-end, cumulative record of a student’s activity during the school year.

Unlike the FTE data collection, which is a “point-in-time” collection of data, Student Record provides information on services provided across the entire school year.

Student Record does not include summer school information.

Student Record has 8 record levels.

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In FY 2016, Student Record had 10 record levels. As of

FY 2017, there are now only 8 record levels.

System System Course School Student Enrollment

Course Student Safety Program Special Education

Address

Student Record Levels

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Fulfill Legal Requirements

State and Federal

Reporting

Program Monitoring

and Enforcement

Encourage Data Integrity and Quality

Foundation for Making Decisions

Multiple Reasons for Collection

Why Student Record?

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Student Record is Used for:

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

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Student Record Transmission Timelines

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RECORD TYPE DUE DATE FOR INITIAL UPLOAD

Student Wednesday, February 15, 2017

Enrollment Wednesday, February 15, 2017

Special Education Tuesday, February 21, 2017

Student Safety Tuesday, April 4, 2017

Course Friday, April 7, 2017

Program Friday, April 21, 2017

System Wednesday, April 26, 2017

School Wednesday, April 26, 2017

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Data Collection Documentation

• http://www.gadoe.org/Pages/Home.aspx

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Richard Woods, Georgia’s School Superintendent

“Educating Georgia’s Future”gadoe.orgData Collection Documentation

Data Collection Layouts, Data Element Detail, etc. per application

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General Business Rules

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General Business Rules

What You Need to Know

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There are some business rules that apply across collections.

They are foundational to building a good data collection process

AND

They are generally accepted rules for Georgia’s data collection and reporting processes.

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General Business RulesWhat You Need to Know

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General Business RulesWhat You Need to Know

GTID

The GTID is a unique student identifier. It is the official ID for the student in state reporting.

The GTID is used to link records in SLDS, CCRPI, Cohorts, etc.

Once a student is assigned a GTID, it should stay with them for their entire PK-12 grade enrollment.

When students graduate, age out, or are deceased, their GTID is deactivated.

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General Business RulesWhat You Need to Know

GTID

• All student-related data must be reported with a valid GTID.

• A student’s identity is verified against the Georgia Unique Identifier for Education (GUIDE) system.

• Districts cannot sign off with invalid GTIDs.

• Students reported in FTE must be reported in Student Record.

• Students reported in Student Record must be reported in the following October FTE.

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• The error report is static (frozen) until the next validation.

• Identity duplication reports look for – same ID number, during same period of time.

• If there is no Enrollment record to say that a student is withdrawn, the application treats the student as active and still enrolled.

General Business RulesWhat You Need to Know

Troubleshooting Identity Errors

GTID

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Troubleshooting Identity Errors

General Business RulesWhat You Need to Know

GTID

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General Business RulesTroubleshooting Identity Errors

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General Business RulesWhat You Need to Know

Troubleshooting Identity ErrorsGTID

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General Business RulesWhat You Need to Know

COURSE TEACHER ID

• The TEACHER ID is the Social Security Number (SSN) for the teacher of the class. There are two types of teacher IDs: Course Teacher ID and Additional Teacher IDs.

• The Course Teacher ID is the main teacher for the class. The Additional Teacher may be a co-teacher (Special Education), or one who provides services to some the students in the class. (ESOL, EIP, Special Education, Gifted, etc.)

• Teachers that are employees of the District should be reported with the SSN. See the slides below for the valid teacher ID options when the SSN is not available or applicable for the type of class.

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General Business RulesWhat You Need to Know

COURSE TEACHER ID

Use ‘333333333’ when direct instruction is provided by a teacher who is the teacher of record for an online, virtual, or distance learning course, and the school does not have access to the teacher’s ID. The following examples are appropriate for teacher ID ‘333333333’.

1. Student is taking an online/virtual course where direct instruction is provided by a teacher that is not employed by the district.

2. Student is enrolled in a distance learning, online or virtual course through GAVS, another school district, a school in another state, etc.

Note: The students and teacher are separated by time and/or location. The instruction occurs via computers and/or telecommunication technologies.

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General Business RulesWhat You Need to Know

COURSE TEACHER ID

Use ‘444444444’ when the there is no teacher of record for a class. The following examples are appropriate for teacher ID ‘444444444’.

1. Student is taking an online/virtual course where instruction is provided by the software. No teacher providing direct instruction. (ONLINE COURSE = Y)

2. Student is enrolled in a computer-based credit recovery course and no teacher is providing instruction. (CREDIT RECOVERY = Y)

3. Student has successfully earned credit for a course through the options available via State Board Rule. (CREDIT IN LIEU OF COURSE = Y)

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General Business RulesWhat You Need to Know

COURSE TEACHER ID

Use ‘555555555’ when direct instruction is provided by a teacher contracted with the school district via a third party or organization, and the school does not have access to the teacher’s ID. The following examples are appropriate for teacher ID ‘555555555.

1. Student is taking a course through a vendor-operated company or program and the teacher is provided by the third party. (Does not include online courses).

2. Student is enrolled in a course taught by a teacher employed by a third party.

Note: This teacher is physically present and providing instruction.

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General Business RulesWhat You Need to Know

COURSE TEACHER ID

Use ‘77700XXXX’ for MOWR dual enrollment courses when the teacher is a post-secondary instructor and the districts does not have the SSN.

• The XXXX is the four-digit number identifying the college / university where the student is taking (or completed) the dual enrollment course.

• The list of college/university codes is provided on the website with the Student Record documentation.

Note: If the MOWR teacher is employed by the district, the SSN should be used as the teacher ID.

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General Business Rules

What You Need to Know

Long-Term Substitute

A long-term substitute is an employee hired directly by the district. This person typically has an hourly service agreement to “fill in” for a vacant permanent position for a period of four (4) consecutive weeks (20 consecutive school days) or more.

ReferenceESEA/NCLB TITLE I I, PART A LEA HANDBOOK

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General Business Rules

What You Need to Know

Short-Term Substitute

Substitutes that do not meet the criteria for a long-term substitute are to be reported as short-term substitutes.

Use the administrator ID as the Teacher ID for vacant positions filled by short-term substitute teachers.

All 4s is not a valid teacher ID for short-term substitute teachers.

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General Business RulesWhat You Need to Know

COURSE NUMBER

The COURSE NUMBER is the state-defined number used to identify state-funded courses. The COURSE NUMBER assigned to the student must be a valid number as prescribed in the State Board Rules for course numbers. Board Rule 160-4-2-.20 provides a list of valid K-12 courses for students who entered 9th grade beginning 2008.

Course number exceptions:• Pseudo (or Dummy) course numbers for SLDS access (begin with ‘00’)• MOWR Course Numbers • PK course numbers (optional use)

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General Business RulesWhat You Need to Know

Course Numbering System LegendThe numbering system consists of 9 numerical digits plus a decimal. The location of the decimal is after the first 2 numerical digits, with 7 numerical digits to the right of the decimal.

2 1 . 1 2 3 4 5 6 7X X . X X X X X X X

The last 2 digits are reserved for local use. Changing these digits will not create a unique course number.

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General Business RulesWhat You Need to Know

2 1 . 1 2 3 4 5 6 7X X . X X X X X X X

The last 2 digits are reserved for local use. Changing these digits will not create a unique course number.

EXAMPLE

FY Marking Period System ID School ID Student ID Course Number Section Teacher ID

2011 N2 819 0115 777931122 17.0010001 004 123456789

2011 N2 819 0115 777931122 17.0010020 004 222335678

2011 N2 819 0115 777931122 17.0010033 004 987654321

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General Business RulesWhat You Need to Know

2 1 . 1 2 3 4 5 6 7X X . X X X X X X X

The last 2 digits are reserved for local use. Changing these digits will not create a unique course number.

EXAMPLE

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Course Number (Local) EQUALS Course Number (State)

17.0010001 17.0010000

17.0010020 17.0010000

17.0010033 17.0010000

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General Business RulesWhat You Need to Know

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Special Education Course Numbers

XX.9XX.8XX.0

Student is in a separate class

taught in a special education

setting by a special education

teacher. It may be a

resource or self-contained

class.

Student does not require

special education services in

the segment

Student is in a general

education setting taught by a

general education teacher,

and receives special

education services through

collaborative or co-teaching

models (inclusion code 9)•OR•Student receives inclusion services during the segment (inclusion codes 4-8)•4 - Paraprofessional•5 - Interpreter•6 - Job Coach•7 - Assistive or Other Personnel•8 - General Ed Teacher

Consultative model (inclusion

code 9)

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General Business RulesWhat You Need to Know

Course number exceptions:

Pseudo (or Dummy) course numbers • PK.0010000 - Pre-K Literacy• PK.0020000 - Pre-K Numeracy• PK.0030000 - Pre-K Literacy Readiness• PK.0040000 - Pre-K Numeracy Readiness

Optional for state reproting

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General Business RulesWhat You Need to Know

Course number exceptions:

Pseudo (or Dummy) course numbers for SLDS access (begin with ‘00’)• These courses are used to tie students to staff for purposes

of SLDS access.• Use the 00.X course numbers for non-instructional staff that

need access to student records in SLDS. EX: Counselor, Grad Coach, etc.

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General Business RulesWhat You Need to Know

Course number exceptions:

MOWR Course Numbers

• Located on the MOWR webpage on GAcollege411.org

• Students may select from postsecondary credit hour courses listed in the MOWR Course Directory located on GAtracs (Georgia Transfer Articulation Cooperative Services)

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General Business RulesWhat You Need to Know

ENROLLMENT INFORMATION

An enrollment record is required for each student that was enrolled in a Georgia public school at any point during the school year.

The enrollment record is a slice of time that shows when a student enrolled in a school and withdrew from the school. A complete enrollment record includes enrollment and withdrawal fields. The withdrawal fields must be blank if the student is still enrolled in the school.

Note: Students that enroll in a school multiple times must have an enrollment record for each period of time in which the student was enrolled.

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General Business Rules

What You Need to Know

ENROLLMENT INFORMATION

For example, Johnny enrolled in School A on 8-12-2015 and withdrew on 10-16-2015. Johnny left School A to attend School B in the district. Johnny left School B on January 7, 2016 and re-enrolled in School A on January 12, 2016. Johnny remained at School A for the rest of the school year.

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School A School B

Enrolled Withdrew Enrolled Withdrew

08-12-2015 10-16-2015 10-19-2015 01-07-2016

01-12-2016 05-27-2016

Johnny will have three different records reported in Student Record. Two records will be associated with School A and one record with School B.

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Richard Woods, Georgia’s School Superintendent

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General Business RulesWhat You Need to KnowENROLLMENT INFORMATION

Important to remember:• The enrollment record must have an enrollment code (School Entry

Code) and an enrollment date.

• The withdrawal information must have a withdrawal code (sometimes called the withdrawal reason) and a withdrawal date, unless the student is active. The withdrawal code and date are left blank for active students.

• The enrollment and withdrawal dates cannot overlap, but a student may enroll on the same day he/she withdraws from another school.

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School A School B

Enrolled Withdrew Enrolled Withdrew

08-12-2015 10-16-2015 10-16-2015 01-07-2016

01-12-2016 05-27-2016

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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.

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Help Desk Assistance

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Help Desk

◦dticket@ doe.k12.ga.us

◦Or call 800-869-1011

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Data Collections Contact Information

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Wanda JonesData Collections & Reporting Manager

[email protected]

Betty RickickiData Collections Analyst (Student Record and

CPI Contact)[email protected]

404-656-6011

Kathy AspyData Collections Analyst (GUIDE, Private

School, and SR System Course Contact)[email protected]

404-651-5312

Carl GarberData Collections Analyst (FTE, FRM,

EOPA, and Student Record Contact)

[email protected]

Sharon ArmourData Collections Analyst (Student

Class, Pre-ID and Teacher Class Contact)

[email protected]

Levette Williams Chief Privacy Officer/Director of Technology Management

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