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Kentucky Department of Education 2016-17 KSIS Mid-Year Training
KDE State Board Room (514), The 300 Building, Frankfort and KDE Media PortalJanuary 12, 20179:30 a.m. (ET) / 8:30 a.m. (CT)
Links to join the training
For the KDE media portal, right click and open the hyperlink or copy and paste it into your browser: http://mediaportal.education.ky.gov/watch-live
To ask questions, right click and open the hyperlink or copy and paste it into your browser: http://app.gosoapbox.com Access Code: KDEData
Have a technical issue? Contact your district technician.
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Welcome and Housekeeping
Becky JenkinsOffice of Education Technology (OET)
Division of School Data Services
Q&A and EILA Credit
Presentation slides and training agenda:KDE KSIS Training Web page
Have a question? Post it to GoSoapBoxhttp://app.gosoapbox.com Access Code: KDEData
Want EILA credit?Register and complete the post-training survey.
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Start Session Presenter
9:30 Welcome & Housekeeping Becky Jenkins, Office of Education Technology (OET), Division of School Data Services502-564-2020 x 2475
9:35 Homeless Education Cathy Lazarin & Tyson Harbin, Office of Continuous Improvement and Support (OCIS), Division of ConsolidatedPlans and AuditsCathy - 502-564-3791Tyson – 502-564-4772
10:05 Dual Credit Scholarship Kiley Whitaker, Office of Career & Technical Education (OCTE), Division of Technical Schools & Federal Programs502-564-3472 x 4217
10:35 Break
10:50 2017-18 Academic Course Codes Changes Caryn Davidson, Office of Teaching and Learning (OTL), Division of Program StandardsKiley Whitaker, OCTE, Division of Technical Schools & Federal ProgramsCaryn – 502-564-9850Kiley - 502-564-3472 x 4217
11:20 January Growth Factor Guidelines Ronda Devine, Office of Finance and Operations (OFO), Division of District Support502-564-5279 x 4444
11:35 SAAR Submission Ronda Devine, OFO, Division of District Support502-564-5279 x 4444
12:05 Lunch
1:05 Change to Kindergarten Entry Age for SY 17-18 Bill Buchanan & Cheri Meadows, OTL, Division of Program Standards, OFO, Division of District SupportBill - 502-564-7056 x 4702Cheri - 502-564-5279 x4451
2:00 Reviewing Adjusted Cohort Graduation Rate Student Listing in Student Data Review and Reporting (SDRR)
Tina Logan & David Curd, Office of Assessment and Accountability (OAA), Division of Accountability, Data and AnalysisTina - 502-564-9853 x 4740David - 502-564-9853 x4744
2:30 Break
2:45 2015-16 Civil Rights Data Collection (CRDC) Candy Johnson, OET, Division of School Data Services 502-564-2020 x 2471
3:15 Closing and Adjournment 6
Homeless Education
Begins at 9:35 a.m. (ET)
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Homeless EducationTyson Harbin, Title I/Homeless Program Consultant
Cathy Lazarin, Resource Management AnalystOffice of Continuous Improvement and Support
2016-17 Mid-Year Training
Title X, Part C McKinney-Vento Homeless Education Program
The Stewart B. McKinney-Vento Homeless Assistance Act is a competitive grant awarded
for three years. All districts are eligible to apply. The state of Kentucky currently has 14
districts that were awarded the McKinney-Vento Homeless Grant.
Harbin/Lazarin
Homeless Children and YouthsSection 725(2) of the McKinney-Vento Act10 defines “homeless children and youths” as individuals who lack a fixed, regular, and adequate nighttime residence. The term includes—
Children and youths who are: - sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason (sometimes referred to as “doubled-up”); - living in motels, hotels, trailer parks, or camping grounds due to lack of alternative adequate accommodations; - living in emergency or transitional shelters; or - abandoned in hospitals;
Children and youths who have a primary nighttime residence that is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings;
Children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and
Migratory children who qualify as homeless because they are living in circumstances described above.
The term ‘unaccompanied youth’ includes a youth not in the physical custody of a parent or guardian.
10Harbin/Lazarin
Substandard Housing
The inclusion of substandard housing in the definition of homeless children and youths has caused some confusion
because standards for adequate housing may vary by locality. In determining whether a child or youth is living in “substandard housing,” an LEA may consider whether the setting in which the family, child, or youth is living lacks
one of the fundamental utilities such as water, electricity, or heat; is infested with vermin or mold; lacks a basic functional part such as a working kitchen or a working toilet; or may present unreasonable dangers to adults,
children, or persons with disabilities.
11Harbin/Lazarin
Why have standards???
What is the data used for???
How to ensure better data
Homeless Data Entry
Harbin/Lazarin
Data Entry in Infinite CampusStudent Information General Enrollment Tab
Once a student is identified as homeless, the student’s homeless indicator and living status should remain selected in the student’s record
for the remainder of the academic year, regardless if his/her status changes and/or if student moves between schools and/or districts.
Harbin/Lazarin
Data Entry in Infinite Campus
Harbin/Lazarin
Unaccompanied Youth and Living Status Data Entry
Harbin/Lazarin
“Foster care” means the provision of temporary twenty-four (24) hour care for a child for a planned period of time when the child is: (a) Removed from his parents or person exercising custodial control or supervision and subsequently placed in the custody of the cabinet; and (b) Placed in a foster home or private child-caring facility or child-placing agency but remains under the supervision of the cabinet.Ky. Rev. Stat. Ann. § 620.020
Children awaiting foster care on December 10, 2016 or later should not be used after this date and it will not be removed from IC list until the summer of 2017.Children awaiting foster care placement must be included as homeless if they were initially identified as homeless prior to December 10, 2016.
Living Status Changes in 2016KY State
Harbin/Lazarin
Student Record Transfers in the Same District
District ASchool 1
District A School 2
Harbin/Lazarin
Student Record Transfers
District A District BFacility/Group home
Harbin/Lazarin
Pre-K Homeless Children Served
Which children should be reported?
Report homeless children ages birth through 5 (not Kindergarten) who received services under program subgrants funded by the McKinney-Vento program.
Include children age 5 or under who are served by the subgrant program.
Include children served in a preschool program regardless of whether that program is operated by an LEA, or where the LEA is a partner administratively or financially or has any accountability in serving the children.
Harbin/Lazarin
Cleaning up the data Increase data quality Ad-hoc reports available in IC Run verification reports to
ensure no errors in data are found within your district
Homeless Data End of Year
Harbin/Lazarin
Ad Hoc Filters in Infinite Campus
student Homeless marked w/o free lunch
student Homeless marked w/o living status marked
student Homeless students w/o homeless marked
student Homeless students w/o unaccompanied youth marked
student Homeless Count End of Year Reporting
Harbin/Lazarin
Homeless Benchmark Report
The purpose of this report is to show homeless students’ longitudinal results on major assessments by:
•Content area •Current year absentee percentage •You may run the report for all students in the
selected grade for:•English•Mathematics•Reading•Science
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Path: KY State Reporting | KDE Reports
Harbin/Lazarin
Important reminders
Once a student is identified as homeless, the student’s homeless indicator and living status should remain selected in the student’s record for the remainder of the academic year, regardless if his/her status changes and/or if student moves schools and/or districts.
The data does not roll over to the new school year enrollment; therefore, districts should run the homeless count end of year reporting ad-hoc to ensure they have a list of students to evaluate at the beginning of next school year.
Harbin/Lazarin
Important reminders
Once a student is identified as homeless, they should start receiving free lunch as part of their services provided. Make sure to collaborate with food services so this is entered into IC once a student is identified for services.
Information about a student’s living situation that is maintained by the LEA is part of the student’s record, subject to the protections of the Family Educational Rights and Privacy Act (FERPA). FERPA protects the privacy of student education records.
Harbin/Lazarin
KDE Website – type Data Standards in search box
KDE Website Direct Linkhttp://education.ky.gov/districts/tech/sis/Documents/DataStandard-Homeless.pdf
Infinite Campus
Where to Find Data Standards
Harbin/Lazarin
National Center for Homeless Education
Harbin/Lazarin
Harbin/Lazarin
Dual Credit Scholarship
Begins at 10:05 a.m. (ET)
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Dual Credit Scholarship (DCS) Data Requirements
Kiley Whitaker, Academic Program Manager
Office of Career and Technical Education
2016-17 Mid-Year Training
Dual Credit Scholarship Program Districts must send KHEAA detailed information
about all dual credit courses taken by students ● KHEAA will notify participating postsecondary
institution (PPI) of scholarship eligible courses● Students will not be billed for scholarship courses
but will be responsible for additional courses● Districts will receive funds from KHEAA● Districts will pay the PPI
All required data is not currently available in Infinite Campus
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Dual Credit Scholarship Questions
Becky Gilpatrick at KHEAA● [email protected]● (800) 928-8926 x 67394
DCS Executive Order 2016-378 DCS Guidance Document DCS Q&A
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Existing Dual Credit Requirements
State Code GPA Weight (Critical for KEES) Type Difficulty Level (KEES and DCS) Teaching Method Instructional Setting Attendance
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New DCS Requirements
Course Name College Code Post-Secondary Course Abbreviation Post-Secondary Course Number Lab Indicator Scholarship Indicator
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Dual Credit Scholarship Report KY State Reporting > KDE Reports Is for grades 9-12 (Priority 12, then 11,
10,9) Is a CSV file format Need to manually add Scholarship Indicator
on the CSV file File will be uploaded by the district to
KHEAA Contains additional local course information
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KHEAA DCS File Format (CSV)
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Field Name Length FormatStudent SSN 4LastName 35FirstName 12
MiddleInititial 1DateofBirth 8 mmddccyyDistrictCode 3SchoolCode 3GradeLevel 2
AcademicYear 8 ccyyccyySemester 1 F or S
CollegeCode 8CourseAbbrevation 4
CourseNumber 4LabIndicator 1 Y/N
ScholarshipCourse 1 Y/N Added Manually
Kiley Whitaker
Dual Credit Scholarship Timeline
Spring Semester Data Due to KHEAA● As soon as possible prior to January 30th
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DCS Data Collection Preparation Each dual credit course should be set up as a
separate course in Infinite Campus Use the local course name field to define
● Post-Secondary Course Abbreviation ● Post-Secondary Course Number ● Format: AAAA NNNN
One or two spaces between abbreviation and numberNo dashes or underscores in first nine characters
● ExamplesOST 105 for Office Systems Technology 105ENG 101 for Writing I
Kiley Whitaker
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DCS Data Collection Requirements Custom Required Data Elements
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Reoccurring Data Errors
Course Name Abbreviation and Number Participating Post-Secondary School Lab Course and Indicator Scholarship Indicator Local Course InformationMissing and Dropped Students KHEAA will send out timeline and process
for taking corrections
Kiley Whitaker
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Scheduling
Dual Credit and Non-Dual Credit Lab Courses ATC Courses Early Bird/Night Courses
Kiley Whitaker
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Fall Semester Follow Up
KHEAA Eligibility Roster Transcript Entries
Non-Dual Credit StudentsDual Credit StudentsTransfer Students
Allocations resent by KHEAA
Kiley Whitaker
Resources Dual Credit Ad-Hoc Report
● State Publishedcurriculum Dual Credit Courses
Dual Credit Course Data Standard Dual Credit Course Indicators Guidance Dual Credit Web Page KHEAA’s Dual Credit Scholarship Web Page KSIS-KHEAA Web Page
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Questions
To ask questions, click: https://app.gosoapbox.com/Access Code: KDEData
43Kiley Whitaker
2017-18 Academic Course Codes Changes
Begins at 10:50 a.m. (ET)
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2017-18 Academic Couse Codes Changes
Caryn Davidson, Program ConsultantOffice of Teaching and Learning
Kiley Whitaker, Academic Program ManagerOffice of Career and Technical Education
2016-17 Mid-Year Training
Career and Technical Education Changes
• Several courses are being deprecated due to:• No longer being applicable to currently existing career
pathways and/or technical content needed in courses.• Duplication in the content of the courses and/or of
career pathways.• New courses added for new and/or expanded career
pathways in several program areas.• There are many courses that have descriptions, titles,
credits, or other content changes.
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Course Title/Description Changes• English Learners: Notes added to course descriptions that align the
course to WIDA standards, and instances of “LEP” changed to “EL.”• World Languages: Many course titles and descriptions have changed
and many new courses have been added to bring greater uniformity to course offerings for different languages.
• Mathematics: Mathematics course descriptions have been updated to provide a more explicit explanation of the content to be taught and where applicable are more reflective of the Kentucky Academic Standards
• Arts: Many course titles and course descriptions have been updated to reflect changes recommended by the State Education Directors of Arts which are more fully aligned with national arts standards. Adding twelve high school courses.
• AP Courses: Descriptions aligned more closely to National AP Course descriptions.
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703099 Gifted Course Change
Grade level has changed from 0-12 to 0-5Middle School and High School gifted
students should be assigned to regular course codes
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Special Education Course Changes
Several courses are being deprecated Several are changing names Series of courses designed for students
pursuing the Alternate High School Diploma have been added
More detailed information regarding these changes will be communicated to Special Education Directors and Guidance Counselors soon
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Alternative High School Diploma Courses Provides fidelity with completion of Courses of Study
statewide Ensures continued instruction in the core subject areas
during grades 9-12 Assists Admissions and Release Committees in
developing individual student alternative multi-year courses of study.
Documents the student completion of the Career Work Experience Certification process
Aligns to the Minimum High School Graduation Requirements for a regular high school diploma
Fulfills Every Student Succeeds Act requirements
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Alternative High School Diploma Courses This series of courses has been in development for several years and
has been piloted in a few districts during the 2016-17 school year. The series is rolling out statewide for school year 2017-18.
Special Education Cooperatives have been providing information about course of study changes to district teams during the Initial Training for District CCR Teams for students participating in the Alternate Assessment. If your district has not yet received training, please contact your cooperative.
Infinite Campus Scheduling● Should match as closely as possible the schedule in the classroom● KDE anticipates that most teachers will end up having several different
levels of a subject at the same time. New functionality makes it easier to take attendance in concurrent sections
● Schedules should adhere to guidelines in the KDE Pupil Attendance Manual which can be found on the Pupil Attendance Program Documents page
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Available Resources
17-18 Academic Course Code List w and w/out certifications
17-18 Academic Course Code Lists by Content Area w and w/out certifications
17-18 All Courses with Elements Changed spreadsheet
17-18 Deprecated Course Codes and substitution suggestions spreadsheet
17-18 Co-op List spreadsheet-coming soon52
Davidson/Whitaker
Available Resources
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Available Resources
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Available Resources 17-18 All new course codes spreadsheet
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Available Resources 17-18 Courses with Changed Elements List
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Available Resources 17-18 Deprecated Course Codes and
substitution suggestions spreadsheet
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Contact Information
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Questions?
January Growth Factor Guidelines
Begins at 11:20 a.m. (ET)
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January Growth Factor Training
Ronda Devine, Education ConsultantOffice of Finance and Operations
Student Tracking and Transportation BranchKDE Division of District Support
2016-17 Mid-Year Training
Overview of January Growth Factor Report
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Purpose
The purpose of the January Growth Factor is to provide schools the opportunity to request a recalculation of funds if the current year average daily attendance for the school month chosen (month 5 or 6) with the most attendance days in January of the current school year, exceeds the prior year adjusted average daily attendance plus growth by at least one percent (1%).
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Focus Area
The report includes the following information for the school month chosen with the most attendance days in January of the current school year:
● aggregate days of attendance ● race and gender count ● home and hospital● adjustments for less than full-time attendance● nonresident/non-contract students● overage and underage students
Note: All information is reported by school, grade level and by transportation code
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Due Date
The January Growth Factor is due five days after the last day of the school month chosen with the most attendance days in January (month 5 or 6) of the current school year, but not later than February 20th of each school year.
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Facts
January Growth Factor is not a requirement District calendars must be up to date in Infinite
Campus prior to submission T-Codes must be up to date in Infinite Campus prior to
submission District will submit SAAR report to KDE with the
records 5, 7, 9 and H attendance data The same data cleanup rules apply as with a SAAR or
a 2nd month Growth Factor If a district does not incur any growth or shows a loss
in ADA, there is no deduction of program funding to the district
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Calculating January Growth Factor67
Calculation January Growth Factor
January Growth Factor is based upon the school month with the most attendance days in the month of January
Starts with the SAAR Record 7 Aggregate Days Attendance for Kindergarten and 1-12
SAAR Record 9 days (overage, underage, non-contract days) are subtracted
Calculation then takes half of the Kindergarten days and adds that to the total 1-12 days
The number is then divided by the number of attendance days in the reporting months to get January Growth Factor AADA
Note: January AADA must exceed the previous year’s SAAR kindergarten adjusted AADA plus Growth from the current year Growth Factor Report to be eligible to receive additional funds
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Calculation January Growth Factor
If the month selected (month 5 or 6), exceeds the prior year Adjusted Average Daily Attendance (AADA), plus growth by at least 1%, then an adjustment in your district SEEK payments shall be proportional to the remaining days in the school year.
Note: This is subject to availability of funds
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Calculation January Growth Factor
Prior Year AADA ● Use the AADA with Kindergarten adjustment plus Growth
(Growth count generated from Fall Growth Factor numbers)● Second month growth % is calculated as follows:
(Current Year – Prior Year) divided by Prior YearExample: (1153.975-1140.419)/ 1140.419 = a growth % of 1.1886
● Growth Count is generated as follows: Growth % is multiplied by the Prior Year EOY AADA submitted on SAARExample: SAAR AADA = 1121.519. So, 1121.519 x 1.1886 = a
growth count of 13.33● Growth count of 13.33 should be added to the Prior Year EOY AADA
(SAAR) 1121.519 to generate Prior Year AADA Plus Growth of 1134.849. This is the AADA that your SEEK funding is based on.
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Calculation January Growth Factor
Determine if January Growth Factor AADA greater than 1% of the Prior Year AADA plus Growth
● Prior Year adjusted average daily attendance plus growth = 1134.849
● January Growth Factor % of growth is calculated as follows: (JanGF AADA – Prior Year EOY plus Growth)/Prior Year EOY plus GrowthExample January % of Growth (1154.825-1134.849)/ 1134.849 = .017
Note: If there was not growth during the Fall Growth Factor submission, then calculate the Prior Year EOY plus Growth would be equal to Prior Year EOY plus zero
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Calculation January Growth Factor
January Growth Factor AADA is greater than 1% of the Prior Year AADA plus Growth If your district has determined they meet the
requirements for growth, the following reports in Infinite Campus must be done, prior to submitting the January Growth Factor report
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January Growth Factor Adjustments
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Record 2 Aggregate Days Attendance and Absence
State Enrollment Overlap ReportPath: Student Information > Reports > State Enrollment Overlap
Overlaps occur when the begin/end dates of one primary enrollment overlap with that of a second primary enrollment record for the same student
The Report will identify these overlapping recordsOne day overlaps are allowed and should remain with the
exception of a one day overlap in the same district. Be very careful which enrollment record you end date as
attendance and grades are tied to enrollment
Action: Correct enrollment overlaps
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Record 2 Aggregate Days Attendance and Absence
Student Schedule GapsPath: KY State Reporting > Edit Reports > Schedule Gap Report
Description: Used to locate student schedule gaps. Shows any days the student has schedule gaps from the enrollment
begin date to the withdrawal date
Action: Correct any schedule gaps Perform this for any withdrawn students as well, since they do affect
the attendance reports
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Record 2 Aggregate Days Attendance and Absence
Students with no end date or end statusPath: Ad Hoc Reporting > Filter Designer > State Published > Student Enrollments Missing End Date/Status
Description: Generates a list of students with no end date and/or no end status on their enrollment record
Action: Correct end status errors
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Record 2 Aggregate Days Attendance and Absence
Audit Missing T CodesPath: Ad Hoc Reporting > Filter Designer > State Published
Description: All students should have a T code associated with their school enrollment record.
Run the Missing T code filter for each school
Action: Assign a transportation code and enter a date segment for students. Transportation segments are school specific.
An enrollment record at each school should have a transportation record associated with it
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Path: System Administration > Calendar > Calendar > Periods Tab
Ensure no time gap from period end to period start. Include passing time, lunch time and recess within periods.
Record 2 Aggregate Days Attendance and Absence
Close Gaps in Period Schedules
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Record 2State Attendance Groups
Path: Ad Hoc Reporting > Filter Designer > State Published
Description: This ad hoc can be used to identify students with a partial day attendance group
Action: Ensure the setup is correct for partial day students
Audit Partial Day
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Record 2State Attendance Groups
Verify start date, start time and end time match the student’s IEP (as applicable)
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Record 2State Attendance Groups
Missing Enrollment End Status ReportPath: KY State Reporting>Edit Reports>Missing Enrollment End Status Report
Description: Identifies students who have an enrollment with an end date but no associated end status
Action: Fix end date status
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Record 4Non-Contract / Overage – Underage Attendance
Non-Resident Contract StudentsPath: Ad Hoc Reporting > Filter Designer > State Published > Student Audit Nonresident Noncontract
Description: Students who are not a resident of that district Verify that non-resident students have a contract file
Action: The ‘Resident District’ value should be maintained by the district to indicate the resident district of any student who does not reside in the district
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Record 4Non-Contract / Overage – Underage Attendance
Overage/UnderagePath: KY State Reporting > Edit Reports > Overage/Underage Report
Description: Report identifies underage/overage students for further review
Action: Run this report for “All Schools, All Calendars
Note: Overage students will not qualify for funding on or after their 21st birthday
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Record 4Non-Contract / Overage – Underage Attendance
Under AgeThere are two categories for Under Age students:
● A Grade 00 student is considered “Under Age” for the entire year if their 5th birthday occurs after October 1st of the reporting year
● A Grade 01 student is considered “Under Age” for the entire year if their 6th birthday occurs after October 1st of the reporting year
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Record 4Non-Contract / Overage – Underage AttendanceSuspension Attendance LinkagePath: KY State Reporting > Edit Reports > Suspension Attendance Linkage Identifies students who were suspended and have invalid data
Attendance data not entered properly to match a behavior resolution
The behavior resolution doesn’t match attendance data for a state coded suspension
The state suspension code SSP3 – Out of School Suspension Requires the proper associated state attendance code of S – Suspension matches exactly the
date/time of the resolution
It is also possible a user could input the Suspension attendance entry date without having the associated behavior resolution
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Expulsion
Expulsion Attendance ReportPath: KY State Reporting > Edit > Reports > Expulsion Attendance Report
Description: Identifies students who were expelled with state code SSP2 Have invalid data due to the attendance data not being entered properly to
match the start date Or end date/time for the behavior resolution does not match
Action: The state Expulsion code SSP2 for Expulsion Not Receiving Services requires that a student have a standard attendance event for Absent / Unexcused that matches exactly the start and end date at the time of resolution
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State Attendance Groups
Audit Home and HospitalPath: Ad Hoc Reporting > Filter Designer > State Published > Student Audit Home Hospital
Description: Identifies students in any of the attendance groups
In the example, this query will return any Home and Hospital (HH) students of attendance group = HH
Action: Ensure the attendance is marked properly for the HH students
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State Attendance Groups
Audit Home and Hospital Use the IC Attendance Wizard to mark the student’s
attendance as HH from the initial date of entry into the HH program until the end of the school year
This prevents teachers from taking attendance for a student who is in the HH attendance group)
When the student returns to school, remove the HH attendance code using the Attendance Wizard
The student’s HH attendance group record should be end dated upon the student’s return to the regular school program via the Attendance Group tab
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State Attendance GroupsHome and Hospital Any student eligible for HH must be put in the HH attendance
group to receive full funding through the SEEK
Note: Districts with a separate HH only school (i.e., 998, 999 schools) must enroll every student in the HH attendance group
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State Attendance GroupsHome and Hospital – Example Ad hoc report
Verification Steps (Student with Home Hospital from 11/14/08 to 12/12/08)
Verify the student’s attendance is marked as home hospital from the student’s Home and Hospital start date to the end date. In the example above several common errors are shown. The student has HH attendance marked before the Home and Hospital start date of 11/14/2008. The end date is marked as absent unexcused on 12/12/2008: the correct attendance event should be HH.
Home and Hospital students are required to be served a minimum of two sessions of one hour in length per visit per five consecutive instructional days. A single missed Home and Hospital session should have an absence of 2.5 instructional days.
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Half-Day Kindergarten
Path: System Administration > Calendar > Grade Levels
Districts may have half-day kindergarten classes. KDE’s policy is to only provide funding for 50% of kindergarten school days. This funding adjustment is made at KDE.
Half Day Kindergarten (HDK): School services half-day kindergarten
Full Day Kindergarten (FDK): School services full-day kindergarten
Both Half Day and Full Day Kindergarten (BDK): School services both
Every kindergarten grade in a school should be coded as BDK: Full and Half Day Kindergarten, FDK: Full Day Kindergarten or HDK: Half Day Kindergarten.
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Submission Process
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Steps for Submission
1. Choose the Correct School Month
Look at Month 5 and Month 6 dates
Compare the dates to the Calendar Report in order to determine which month has the most Attendancedays in January
Path: System Admin > Calendar > Calendar > School Months
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Steps for Submission
Look at January on the Calendar Report and count the attendance days in Month 5 and Month 6 to determine which month has the most Attendance days in January
1. Choose the Correct School Month
In the example, Month 5 and 6 both have eleven school days but Month 5 only has ten attendance days since it has one NTI day in the count
Path: System Admin > Calendar > Calendar > School Months (Print)
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Steps for Submission
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NTI Days Path: System Admin > Calendar > Calendar >Days
IF you are using a month WITH an NTI Day for January Growth Factor, please use the following instructions Leave the “N: Non-traditional Instruction” day on the calendar
In the Day Detail – Take the check off the “Instruction” box
Run January Growth Factor
Submit January Growth Factor
Go back to the N day on the calendar and put the check back on to the “Instruction” box
This must be done on every calendar
Steps for Submission
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NTI Days IF you are NOT submitting a January Growth Factor, or you ARE submitting a
January Growth Factor, but neither month includes an N day, please use the following instructions for marking NTI days on your calendars
Day event - N: Non-traditional Instruction
School Day - Checked
Instruction - Checked
Attendance - Unchecked
Steps for Submission2. SAAR Records, Extract Format and File Saving
Report Options:
Extract Format = State Format (Fixed width)
School Month = 5 or 6 (whichever one has the most attendance days in January.)
Select Calendars = Check ‘All Calendars’
Year = 16-17 Report Types = R5, R7, R9, RH Select ‘Generate Report’
Path: KY State Reporting > SAAR Report
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Steps for Submission
3. The following will appear when file is generating
File Download box will appear. Click “Save As”
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Steps for Submission
4. Name the File and SaveA ‘Save As’ box will appear
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Steps for Submission
5. File name should be entered as:
Jangfxxxxx.16 (first three x’s = digit district number, last two x’s = 2-digit school month)
Example: Burgin Independent (072), School month 6 (06), School Year 2017 (.17)=
jangf07206.17
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Steps for Submission
6. Submit the file
Each district’s January GF file is submitted via a website link HERE
Submitted file goes through error check
Errors need to be fixed unless there is an exceptionSome Errors are warnings
An error may be excusable with an explanation in the comment box
District would consult with person at KDE processing the report
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Steps for Submission
7. Follow the prompts
Locate the file
Check your file
Review any errors
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Submit Your File
8. Send With Proper Names and E-mail Addresses
Submission can be completed by entering contact information A confirmation e-mail will
be sent A report will be sent back
for verification
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Steps for Submission
Common Error Messages● Record 5 - Invalid grade submitted-preschool ● Record 7 - FDK, BDK, or HDK used for grade that is not EL (00) ● Record 7 - Attendance entered without days taught ● Record 7 - Days taught entered without attendance (ignorable if virtual or
performance based) ● Record 9 - Non-Contract student count entered without attendance ● Record 9 - Non-Contract attendance entered without student count ● Record 9 - Over/Underage student count entered without attendance ● Record 9 - Over/Underage attendance entered without student count ● Record H - Home Hospital attendance entered without students ● Record H - Home Hospital students entered without attendance● Record H - Attendance entered without days taught
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Steps for Submission
Common Mistakes
Always run an Enrollment Overlap report. KDE will not process a report until all overlaps with more than one day are corrected.
If your file will not download, use a different browser. Most people are successful with Internet Explorer.
If your report totals do not match correctly, you may have to run the report again. Make sure you delete the old report and then run a new one before sending it again. If you don’t delete the original report, the computer usually picks the old and re-sends the same information.
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KDE Contact Information
KDE is available for questions during the January Growth Factor submission process.
Please contact Ronda Devine at 502-564-5279, Extension 4444, or via email at [email protected] for information and assistance.
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SAAR Submission
Begins at 11:35 a.m. (ET)
Ask questions and interact with presenters through GoSoapBox: http://app.gosoapbox.com
Access Code: KDEData
SAAR Submission
Ronda Devine, Education ConsultantStudent Tracking, Health and Transportation Branch
KDE Division of District Support
2016-17 Mid-Year Training
Agenda
Overview Preparation
● Quality Review and Assurance
Submission
Ronda Devine 109
Overview of SAAR Report
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Purpose
The Superintendent’s Annual Attendance Report (SAAR) provides year-end attendance information used to calculate the school district’s enrollment, membership, average daily membership (ADM), percent of attendance, home and hospital ADA and adjusted average daily attendance (AADA)
Ronda Devine 111
Due Date
The SAAR is due to KDE by June 30● It is strongly encouraged that districts submit
and verify their reports as soon as possible after the last student day of the school year
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Focus AreaThe SAAR includes the following information for the entire school year’s aggregate days attendances and absences:
● Race and Gender count
● Adjustments for less than full-time attendance (Partial Day)
● Nonresident/Non-contract
● Overage and Underage
● Virtual/Performance Based Proficient
● Eligible suspensions and eligible expulsions
● Low attendance days
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SAAR Focus Area Records
Record Description
Record 1 Calendar
Record 2 Enrollment/Reenrollment
Record 3 Withdrawals
Record 5 Ethnic Count (R2 - R3 = R5)
Record 7 Aggregate Attendance
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SAAR Focus Area RecordsRecord Description Definition
Record 9 Non-Contract/ Over Age -Under Age Attendance
‘Non Contract Aggregate Days Present’ is the amount of attendance for a student who was either non-contract, overage or underage that will be deducted from base (subtraction from the base).
Record H Home Hospital Attendance
Already included in base attendance (R7). RH record comes to KDE for the Home and Hospital ADA calculation. This is funded separately.
Record L Five Low Attendance Days
‘Aggregate Low Attendance Days Present Total’ (subtraction from base).
Record W Ten Low Attendance Weather Days
‘Aggregate Low Weather Attendance Days Present’ (addition to the base). The SAAR report reflects Full AADA with no adjustment made for kindergarten.
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SAAR Adjustments
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Non-Traditional Instruction Days (NTI)
Record N = Non-Traditional Instruction Days (NTI) can be used on a day when school facilities are closed due to a weather or health/safety related issue. A Non-Traditional yearly plan must be approved by KDE, prior to the new school year. NTI days are considered a school day with instruction.
No transportation iscalculated for N days
Path>System Administration>
Calendar>Calendar> Days
Ronda Devine
Uncheck the Attendance Box
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Non-Traditional Instruction Days (NTI)
NTI days appear here
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Adjusted AADA - Kindergarten
Adjusted Average Daily Attendance ● The state of Kentucky provides funding for 50% (half) of
kindergarten ADA, even if a school district chooses full day of kindergarten. This funding adjustment is made after submission of the SAAR to KDE.
Kindergarten Retention● If a student is retained in kindergarten with a grade
level of 00 for the first year and 00 for the second year, grade 00 will be adjusted for the second year also. (= ½ SEEK ADA)
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Calculation of SAAR AADA
Base Aggregate Days Present (R7) + Adjustment Aggregate Days Present (R7) + (Last Year’s SAAR AADA * (Sum of Weather Days, NTI days) – Low Attendance Weather (RW), NTI Days, Aggregate Low Attendance Days Present (RL), Aggregate Days Present (R9)) divided by Number of Days Taught minus 5
R7 + R7 adjustment + AADA (W+N) – (W–N-RL-R9)Instructional Days – 5
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SAAR Report Submission Steps
Quality Review
Enter Low Attendance Days
Generate SAAR Report
Submit SAAR to KDE
Verify SAAR with KDE121
Quality Review Process
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Preparing for the SAAR To begin preparation for the SAAR, review your data:
State Enrollment Overlap Report Ethnicity/Missing Enrollment End Status Kindergarten Full-Day/Half-Day Indicator ADA/ADM Report – Full Year Student Schedule Gap Overlapping T-Codes/Missing T-Codes Period Schedule Gaps Non-Resident Students Overage/Underage Suspension/Expulsion Partial Day Students Home Hospital Students
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Record 7 - Aggregate Days Attendance and Absences
State Enrollment Overlap Path: Student Information>Reports>State Enrollment Overlap
Description: Enrollment overlaps occur when the begin/end dates of one primary enrollment overlap with that of a second primary enrollment record for the same student. KDE will not process a district SAAR until all overlaps of more than one day are corrected.
Action: Correct enrollment overlaps.
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Record 5 - Ethnic Count
Run Records 2 and 3 of SAAR Select extract format of PDF, All Calendars,
and date range should be blank
Ethnic Count R2 (Enrollment + Reenrollment) – R3 (Withdrawals) = R5
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Record 3 Withdrawals
Missing Enrollment End Status Report Path: KY State Reporting>Edit Reports>Missing Enrollment End Status Report
Description: Identifies students who have an enrollment with an end date but no associated end status
Action: Add an end status to enrollment
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Record 7 - Aggregate Days Attendance and Absences
Kindergarten
The appropriate kindergarten code is selected from the dropdown menu:BDK: Full and Half Day KindergartenFDK: Full Day KindergartenHDK: Half Day Kindergarten
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Kindergarten Attendance Path: System Administration> Calendar>Calendar> Grade Levels
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Record 7 – Aggregate Days Attendance and Absence
Student Schedule Gaps Path: KY State Reporting>KDE Reports>Schedule Gap Report
Description: Used to locate student schedule gaps
Action: Correct any schedule gaps for any dates shown on this report. Perform this for any withdrawn students as well, since they do affect the attendance reports.
Note: Virtual and Performance-Based courses will show a gap, this does not need to be corrected.
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Record 7 – Aggregate Days Attendance and Absence
Audit Overlapping T Codes Path: Ad Hoc Reporting>Filter Designer>State Published
Description: Student records with overlapping transportation codes need to be corrected. Run this query for each school.
Action: Correct any overlapping transportation records.
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Record 7 – Aggregate Days Attendance and Absence
Audit Missing T-Codes Path: Ad Hoc Reporting>Filter Designer>State Published Description: All students should have a T-Code
associated with their school enrollment records.
Action: Run the Missing T-Code filter for each school. Assign a transportation code and enter a date segment for students.
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Record 7 – Aggregate Days Attendance and Absence
Close Gaps in Period Schedules
Path: System Administration> Calendar> Calendar> Periods Tab
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Record 9 -Non-Contract/Overage/Underage
Non-Resident Non-Contract Students
Path: Ad Hoc Reporting>Filter Designer>State Published >Student Audit Non-Resident Non-Contract Description: Student Audit Non-Resident Non-Contract
ad hoc identifies students who are non-residents and do not have a contract agreement
Action: Verify these students reside outside the district and the districts do not have a contract between them
Verify all students who are non-resident/non-contract are on the list
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Record 9 -Non-Contract/Overage/Underage
Non-Resident Contract StudentsPath: Ad Hoc Reporting>Filter Designer>State Published >Student Audit Nonresident Contracts
Description: The Student Audit Non-Resident Contracts ad hoc identifies students who are non-resident and do have a contract agreement
Action: Verify that non-resident students have a contract on file.
Note: The ‘Resident District’ value should be maintained by the district to indicate the resident district of any student who does not reside in the district. If students on this ad hoc do not reside outside of your district, remove the resident district from their enrollment.
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Record 9 -Non-Contract/Overage/Underage
Below is the proper set up for a Non-Contract studentPath: Student Information > General > Attendance Group Tab
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Record 9 -Non-Contract/Overage/Underage
Below is proper set up for a Contract studentPath: Student Information > General > Enrollments
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Record 9 -Non-Contract/Overage/Underage
Underage There are two categories for Underage students:
Grade 00 students are considered “Underage” for the entire year if their 5th birthday occurs after October 1st of the reporting year.
Grade 01 students are considered “Underage” for the entire year if their 6th birthday occurs after October 1st of the reporting year.
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Record 9 -Non-Contract/Overage/Underage
Overage/UnderagePath: KY State Reporting>Edit Reports> Overage/Underage Report
Description: Identifies underage/overage students for further review.
Run this report for “All Schools, All Calendars”
Action: Check the list for accuracy of student DOB or that all students with a waiver are correctly identified
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Record 9 – Non-Contract / Overage –Underage Attendance
Grade 14 - Special Education Students participating in Alternate Assessment
● Student must turn 17 years of age on or before October 1st of current school year
● Must have progressed through a grade 12 assessments
New State Grade Level 20● Post-Secondary
● Taking adult classes
● Marked state exclude
● Scheduled into a calendar marked Exclude
Note: This code should not be used for a student under 21 that has not receive their diploma.
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Suspension AttendancePath: KY State Reporting>Edit Reports>Suspension Attendance Description: The Suspension Attendance Report identifies
students who were suspended and have invalid data because:● Attendance data was not entered properly to match a behavior
resolution
● Behavior resolution doesn’t match attendance data for a state coded suspension.
Action: The suspension code SSP3 – Out of School Suspension requires the proper state attendance code of S.
Note: Sometimes this report shows errors when days are shortened, but they are not actually errors.
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Expulsion
Expulsion Attendance Report Path: KY State Reporting>Edit Reports>Expulsion Attendance Report
Description: Identifies those students who were expelled
Action: State expulsion code SSP2 for Expulsion Not Receiving Services requires that a student have a standard attendance event of Absent / Unexcused for all attendance days from the start date to the end date of the behavior resolution.
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State Attendance Groups
Audit Partial DayPath: Ad Hoc Reporting>Filter Designer>State Published> Student Audit Partial Day
Description: Identifies students with a Partial Day attendance group. (i.e., Students with IEPs whose LRE is partial day.)
Action: Ensure that the setup is correct for partial day students.
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State Attendance Groups
Verify start date, start time and end time match the student’s IEP (as applicable). Further information on partial day setup is available through the Attendance Data Standard
http://education.ky.gov/districts/tech/sis/Documents/DataStandardAttendance.pdf
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State Attendance Groups
Audit Home and HospitalPath: Ad Hoc Reporting>Filter Designer>State Published
Description: Identifies students in the HH attendance group
Action: Ensure that attendance is marked properly for the HH students.
Ronda Devine 144
State Attendance Groups
Home and HospitalAny student eligible for HH must be put in the HH attendance group to receive supplemental funding through SEEK.
Ronda Devine 145
Low Attendance Days
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Entering Low Attendance Days
After the quality assurance checks, perform the following:Run District Daily Attendance Report
Check to see if any days are less than last year’s AADA
Enter appropriate L Days
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Low Attendance Days
All schools must be in session Five lowest days are automatically made L
DaysDays where attendance is less than last year’s
AADA can qualify for a low weather day Low Weather Day – L Code shows on Record W
Note: Z-Day – Do not use the Health and Safety Day
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SAAR District Daily Attendance
Prior Year AADA Without Adjustments
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District Daily Attendance ReportThe District Daily Attendance Report should be used to determine low attendance weather days (W)
Path: KY State Reporting > SAAR Report > District Daily Attendance
Example: Previous Year AADA = 1,148.50
Below Previous Year AADA
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District Daily Attendance ReportPrevious Year AADA = 1,148.50
After the five (5) lowest attendance days are deducted, a district may request an adjustment for up to ten (10) additional days when district attendance was low due to weather-related conditions if all schools were in session.
If the district’s request is approved, the aggregate attendance for each day is deducted and replaced with prior year ADA, prior to calculating the district’s ADA.
Districts must keep documentation in the central office supporting the weather-related conditions that impacted attendance.
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District Attendance - L DaysPath: System Administration > Calendar > Calendar > Days
This only needs to be done on 1 calendar per district
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SAAR Report
ArrWeather Days
Low Attendance
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Submission of SAAR to KDE
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SAAR Submission
Generate the SAAR – State Format and PDF Archive the PDF in a secure location Submit SAAR through KDE Website
http://opsupport.education.ky.gov/saar/
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Creating the SAAR State Format Fixed WidthSteps
1. Extract “State Format” (Fixed width) Format
2. Date Range - leave the date fields blank
3. Report Selection marked as “All Reports”
4. Enter in last year’s Full SAAR AADA (relative for low attendance weather days)
5. Select “All Calendars”
6. Click Generate Report
7. File name saved as SAARXXX.YY (XXX = District Number, YY= School Year) SAAR011.17
8. Submit file to KDE.
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Submission of the SAAR to KDE Each district’s SAAR State Format file is submitted via the internet
on the KDE website at: http://opsupport.education.ky.gov/saar/
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Submission of the SAAR to KDE The file is submitted and goes through an error check
process. Any errors found are listed on this page.
Note: Errors must be corrected before the submission process is complete. School district personnel may consult with the KDE SAAR contact person for questions regarding errors.
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Submission of the SAAR to KDE
Once errors are corrected, the submission process is completed via the KDE website
Please enter names as they appear in the global E-mail list
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Submission of the SAAR to KDE
Once your file is submitted it is reviewed at KDE◦ Your district will be contacted if KDE finds any discrepancies
KDE will send the SAAR Summary back to you for verification◦ Once all districts have sent KDE an official email message verifying their SAAR,
the process is complete
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SAAR Guidance Documentation
The SAAR Submission booklet is available from the KDE SAAR file submission Web site
● Includes Error Checks● Step by step guidelines
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Appendix
Additional information is available in the appendix● SAAR Detail Reports
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KDE Contact Information
KDE is available for questions during the SAAR submission process.
Please contact Ronda Devine for information and assistance: 502-564-5279, ext. 4444 or via email at [email protected]
Ronda Devine 163
Appendix
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SAAR Detail Reports
Provide additional information using the same selection criteria, attendance calculation and business logic as the primary records● Offers additional information at the student level to aid in
troubleshooting and analysis● Offers school-level listings of individual students who
appear on the corresponding SAAR records.
Select the “Detail” option in the extract editor for any of the following records: RV, RS, RX, R9 and RH. (For detail-level information on R7, refer to the ADA/ADM Detail report.)
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SAAR Detail Reports
Detail Reports
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SAAR Detail Reports
Record V = Virtual: Virtual Proficient Aggregate Attendance Days’ attendance for students who receive a proficient (pass) grade are populated on this record.
Record S = Suspension: Eligible (10 day) Out of School Suspension Aggregate Absent Days (SSP3) attendance for students who have been suspended appear on this record (up to 10 days per student).
Record X = Expulsion: ‘District Eligible Expelled Aggregate Absent Days’ (SSP1 + SSP2) attendance for students who have been expelled appear on this record, up to 175 of eligible expulsion days per student
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SAAR Detail ReportsRV Detail
Students appear on the RV Detail report when they meet the criteria for Record V (Virtual/Performance). The detail report provides a list of students who are proficient.
RS Detail
Students appear on the RS Detail report when they meet the criteria for Record S (Suspension Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record S.
RX Detail
Students appear on the RX Detail report when they meet the criteria for Record X (Expulsion Aggregate Attendance). The detail report provides a student-level summary of attendance data using the same criteria and calculation as the primary record, Record X.
Ronda Devine 168
Change to Kindergarten Entry Age for SY 17-18
Begins at 1:05 p.m. (ET)
Ask questions and interact with presenters through GoSoapBox: http://app.gosoapbox.com
Access Code: KDEData
Change to Kindergarten Entry Age for SY 17-18
Bill Buchanan, Early Learning LiaisonOffice of Teaching and Learning
Division of Program Standards&
Cheri Meadows, Branch ManagerOffice of Finance and Operations
Division of District Support
Session Overview
Highlights of SB 24 (2012) and SB 201 (2015) Analysis Potential options Communications Next steps
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Summary of SB 24 and SB 201 In 2012, SB 24 changed the statutory cut-off date for initial
admission to public schools from October 1 to August 1 and created an early enrollment option for those students not meeting the birthday deadline but wishing to attend kindergarten.
In 2015, SB 201 amended the statute to allow school districts to charge tuition to those early admission students enrolled according to the district’s policy and the district’s school readiness evaluation. The 2015 statutory change also now allows early admission students, enrolled under the district’s policy, to be counted in the district’s average daily attendance (ADA) for the calculation of SEEK.
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Kindergarten Entry Age
KRS 158.030 raises the entry age for K students
School Year Grade Age Requirement
SY 16-17 99 4 yrs old on 8/1
SY 16-17 00 5 yrs old on 10/1
SY 17-18 99 4 yrs old on 8/1
SY 17-18 00 5 yrs old on 8/1 New
See the full law here: http://www.lrc.ky.gov/Statutes/statute.aspx?id=44468
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Why is this important?
• Entering kindergarten later is associated with academic achievement and the benefits are even greater for disadvantaged children Rand Corporation, 2005
• Smooth transition is another indicator of school success Shulting, Malone, Dodge, 2005
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SEEK and Enrollment Procedures
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Analysis
51,500 (87%)
6,775 (13%)
Count of Kindergarten Students SY 15-16
Total KG Students
DOB Month: August 1st - October 1st
Note: Beginning in SY 17-18 these 6,775 students will not be eligible for KG under state law unless the district allows for a waiver.
*Based on SY 15-16 KG enrollment and counting students with DOB at age 5 between Aug. 1 – Oct. 1, which is a count of 6,775 students (assuming no students receive early entry waivers).
Projected Enrollment by SY*
51,500
44,725
51,500
44,725
51,500
44,725
51,500
40,000
42,000
44,000
46,000
48,000
50,000
52,000
54,000
SY 16-17 SY 17-18 SY 18-19 SY 19-20
Stud
ent E
nrol
lmen
t
KGKG KGKG 1st 1st1st
Equals 44,725 + 6,775 ineligible KG for SY 17-18
SEEK Funding ADAKRS 158.030A student enrolled pursuant to the district’s required early entrance policy shall be counted for average daily attendance. KRS 158.030 requires that each district have a policy to determine early entrance. The policy must contain a provision for how the district will assess readiness to begin school.... School board policies may address factors other than readiness, including funding and space.
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Enrollment Check-box The underage waiver checkbox may be used for a
student previously enrolled in a public school in a state that allows enrollment at an age younger than Kentucky, and their aggregate days attendance will not be adjusted from ADA.
The checkbox may also be used for students who are 5 but not more than 6 years old as of August 1 who are accelerated in Grade 1 through the regulatory process, including KDE approval of the acceleration prior to use of the checkbox. This checkbox may also be used if a student is underage but deemed ready to enter kindergarten early, based on local school board policy.
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Enrollment - KSIS Enrollment Data Standard (page 9). A student entering Kindergarten early will be SEEK funded
when the school district uses the Underage Waiver checkbox on the Enrollment - State Reporting Fields tab.
A student entering Grade 1 early will be SEEK funded when the school district uses the Underage Waiver checkbox on the Enrollment - State Reporting Fields tab. (This must be used again for children who entered Kindergarten early when they enter Grade 1.)
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Early Enrollment and Evaluation Process
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Options for Districts
Options are available to districts for this transition● Per KRS 158.030 a district may enroll a student per local
board policy at a younger age with a process to evaluate school readiness
● Any exceptions to the school age requirement must be fairly and consistently applied
Early Enrollment – Infinite Campus
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SY 16-17: Enrolling a student into grade 00 who turns 5 after October 1, 2016, will cause this message to pop up.
SY 17-18: A student who will turn 5 between August 1, 2017 and October 1, 2017 is also underage for grade 00; however, their enrollment will not trigger the warning message until Infinite Campus has updated the logic to include the new age requirement.
Evaluation for Kindergarten Readiness
Evaluation process may consider:● Child’s readiness in all developmental
domains (cognitive, social/emotional, language, health, approaches to learning)
● Need for multiple measures of readinessParent observation and inputValid and reliable early childhood assessmentsData from other learning settings
● Team approach to determining readiness
Other Options Preschool
● Eligible 3 and 4 year olds● Non-eligible students on space-available
basis Head Start
● Eligible 3 and 4 year olds● Over income students up to 10% of
enrollment Child Care partnerships
Options for Parents/Guardians Several options are available to parents/guardians
for younger age children● Non-Public School (Preschool/Kindergarten)
● Public Preschool
● Head Start
● Child Care
Communications
KDE will spearhead communications with key stakeholders as SY 17-18 approaches
Outreach shall be made to the extent practical through:● School districts● Head Start providers● Child care centers● Media outlets● KDE website
Next StepsSuggested list of district action itemsSY 16-17 Develop local board policy on allowing exceptions to age limit
for KG entry – including a test for school readiness Monitor KG enrollment for facility and staffing plans Communication with key stakeholders (parents/guardians,
childcare centers, preschools, etc.) on raising of age limit for KG students
SY 17-18 Ensure compliance with KG enrollment guidelines Adjust school facility and staffing plans
Questions?
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Contact:Bill Buchanan, Early Learning LiaisonOffice of Teaching and LearningDivision of Program [email protected]
Cheri Meadows, Branch ManagerOffice of Finance and OperationsDivision of District Support [email protected]
Reviewing Adjusted Cohort Graduation Rate Student Listing in Student Data
Review and Reporting (SDRR)
Begins at 2:00 p.m. (ET)
Ask questions and interact with presenters through GoSoapBox: http://app.gosoapbox.com
Access Code: KDEData
Reviewing Adjusted Cohort Graduation Rate Student Listing in Student Data
Review and Reporting (SDRR)
David Curd, DBA IT and Tina Logan, DBA ITOffice of Assessment and Accountability
Division of Accountability Data and Analysis
Session Overview
Cohort Years to Review Adjusted Cohort Student Listing in SDRR Reference Materials Dropout Accountability for Cohort End Status/Withdrawal Codes for Cohort 9th grade cohort data on Graduation Tab
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Cohort Years to Review
You will be reviewing:● 2017 4-Year Adjusted Cohort Student Listing
(freshman year 2013-14)
● 2016 5-Year Adjusted Cohort Student Listing (freshman year 2012-13). These should be similar to the 2016 4-Year list, with the
exception of students that graduated in the 5th year with a regular high school diploma show should an on-time status.
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Adjusted Cohort Graduation Student Listing
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Student listings in SDRR
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Student listings in SDRR
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Student listings in SDRR
Student Listings in SDRR
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Initially, you will not be able to submit any changes. All changes are to be made in the local IC edition. During official 10 day data review periods, fields that can be changed are indicated in bold. Others must be changed in local district edition. As with all changes, make sure data is correct in IC.
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Click on the Filters button at the bottom left. You can filter the student list to view different groups as follows:
o By All Students, Accountable to District, Not Accountable to Districto By first letter of last nameo By grade levelo By Cohort Year (Cohort Type)o On Time Status
District level users will also be able to filter by schools within their district. School level users will only see their own school.
Student listings in SDRR- Filters
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Filter by Cohort Year, Accountability, On Time and Non Part to limit list to students that should be reviewed first. Do this for all Cohort Reports available (i.e. 2016 5-year and 2017 4-year)
Student listings in SDRR- Filters
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IMPORTANT NOTE: The Excel and PDF exports are provided as a convenience to school and district staff, and are intended to be used in identifying students whose information is incorrect and to provide information about changes. Making changes to an exported file will NOT result in SDRR changes. Requests for SDRR changes MUST be made online in the application.
Student listings in SDRR- Export
State Accountability for Cohort Student accountability for all students in a cohort will be assigned to the school unless the student
being served by the local school district has been placed by a state agency. These students should be indicated on the KECSAC tab and change request entered in SDRR to change accountability to state*.
For more information regarding the KECSAC tab:
● http://education.ky.gov/districts/tech/sis/Documents/DataStandard-AlternativeProgramsKECSAC.pdf
● Start Date: Enter the date the student enrolled in the state agency program or was placed in an A1 school by a state agency. The district or school begins receiving KECSAC funds for the student as of this date.
● End Date: Enter the date the student withdrew from the state agency program or no longer generates KECSAC funds for the school in which the student is enrolled. If a student withdraws out of district, the end date on KECSAC should match the enrollment end date.
● *OAA will automatically assign accountability to state if the KECSAC tab is correct. If there is an issue with the KECSAC tab, the correction should be made in IC and a change request in SDRR entered.
Note: The start and end date on KECSAC tab must be within the enrollment start and end date before student’s accountability can be set to state.
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9TH Grade Cohort Data on Graduation Tab
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It is important to have the date first entered the 9th grade populated for students who were freshmen in 2012-2013 through students entering grade 12 for the 2016-2017 school year. If a student enrolls from a nonpublic or out of state school with no prior Kentucky public school enrollment in grades 9, please enter the date they would have been a first time 9th grader. The cohort year data will be used for calculation of the 2017 4-Year Cohort graduation rate.
● Date First Entered the 9th Grade: Enter the date the student first enrolled in 9th grade, regardless of location or if repeating 9th grade. If student repeats 9th grade, the initial date should not change. If the student skips 9th grade, this would be set to the first day the student is enrolled in 10th grade.
● NGA Cohort End Year: This field will be auto-populated based upon the date entered into the Date First Entered the 9th Grade. This field is part of the IC core product and is not required or used by Kentucky.
● NCLB Cohort End Year: This field will be auto-populated based upon the date entered into the Date First Entered the 9th Grade. This field is used in the calculation of the Adjusted Graduation Cohort Rate.
Remind enrollment clerks that this should be entered for any nonpublic or out of state enrollments with no prior grade 9 enrollment in a Kentucky public school.
9TH Grade Cohort Data on Graduation Tab
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Graduate End CodesG01- A pupil who graduates in less than four (4) years. On-Time Graduate 4 and 5 year reports
G02- A pupil who graduates in four (4) years. If a student graduates during the summer they have until the start of the next school year to be included in the prior year. On-Time Graduate 4 and 5 year reports
G03- A pupil who graduates in five (5) years. On-Time Graduate for 5 year report only. Not On-Time for 4 year report.
G04- A pupil who graduates in six (6) or more years Not On-Time Graduate for 4 or 5 year report.
Dropouts, Alternative HS Diploma and GED recipients- Not on Time
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W12- A pupil under the jurisdiction of the court
W23- A pupil withdrawn for a second or subsequent time who initially withdrew as a W24 or W25 during the current school year
W24- A pupil who has moved out of this public school district for whom enrollment elsewhere has not been substantiated
W25- A pupil who is at least 18 years of age and has dropped out of public school
W26-A pupil who has withdrawn from school after completing a secondary GED Option program and receiving a GED certificate
W27-A student who has withdrawn from school and subsequently received a GED
W28- A student who has reached the maximum age for education services without receiving diploma or alternative high school diploma
CO1 or C01- A pupil who completes the school year in the school of the most current enrollment. No subsequent enrollment without a graduation end status (G01-G04) is a dropout.
Verified Transfers - Removed from Cohort and Non Participation = ‘VT’
W07-A pupil withdrawn due to those communicable medical conditions that pose a threat in school environments listed in 902 KAR 2:020, Section 1(1), accompanied by a doctor's statement certifying the condition or any other health-related condition for which the student is too ill to participate in regular school attendance or local homebound instructional services or if the student has obtained a doctor's statement certifying the condition.
W08- A pupil withdrawn due to death.
W20- A pupil transferred to a home school. The re-entry code to use with W20 shall be R20.
W21- A pupil transferred to a nonpublic school (excluding home school).
Note: If districts determine that the Challenge Academies, with locations in Harlan County (Appalachian) and Hardin County (Bluegrass) meets the educational needs of compulsory aged students AND if the parent/guardian desires to withdraw the student to attend an Academy, districts may use the “W21” withdrawal code (for students aged 16-17) in Infinite Campus to withdraw students to attend either Academy.
W22*- A pupil who has transferred to another public school district and for whom a request for student records has been received orenrollment has been substantiated or a pupil who is known to have moved out of the United States.
*Note: A W22 is not a verified transfer if there is no immediate enrollment into a Kentucky public school beginning with the 2014-15 school. Beginning with the 2014-15 school year, a W29 must be used to indicate an enrollment in another state.
W29- A pupil who has transferred to an out of state school for whom a request for student records has been received or enrollment has been substantiated.
Contact information
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For questions regarding password or access, contact local district WAAPOC.
For questions regarding cohort graduation: Tina Logan(502) 564-9853 ext. 4740 | Fax (502) 564-7749 Email: [email protected] or Lync
David Curd(502) 564-9853 ext. 4744 | Fax (502) 564-7749 Email: david curd @education.ky.gov or Lync
Questions?
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2015-16 Civil Rights Data Collection (CRDC)
Begins at 2:45 p.m. (ET)
Ask questions and interact with presenters through GoSoapBox: http://app.gosoapbox.com
Access Code: KDEData
Civil Rights Data CollectionReporting
SY 2015-2016
2016-17 Mid-Year Training
Agenda
What’s New KY CRDC Resources 2015-16 data collection Prepare Now CRDC Support Q&A
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CRDC 2015-16 – What’s New
New data elements ● Math courses – new grade configurations and other details.
Optional data elements in 2013-14; required for 2015-16 Revisions to 2015-16 data elements
● Preschool – age 2 added
● High school equivalency exam prep
Complete details available: http://www2.ed.gov/about/offices/list/ocr/docs/2015-16-crdc-data-elements.pdf
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Data no longer collected: Number of students transferred to a regular school for disciplinary
reasons (disaggregated by race, sex, disability, LEP). Number of Algebra I classes in grades 7-12 Number of students enrolled in Algebra I in grades 7-8
(disaggregated by race, sex, disability-IDEA,LEP) Number of students who passed Algebra I in grades 7-8
(disaggregated by race, sex, disability-IDEA,LEP) Number of Geometry classes in grades 7-12 Number of students enrolled in Geometry in grades 7-12
(disaggregated by race, sex, disability-IDEA,LEP) Total amount of instructional staff (teachers & instructional aides)
salaries 214
CRDC 2015-16 – What’s New
KY CRDC Resources
KDE’s CRDC webpage:
http://education.ky.gov/districts/tech/sis/Pages/KY-CRDC.aspx
CRDC FFS Element Layout 2015-16; the two tabs are
labeled (1) LEA Needs to Provide and (2) School Needs
to Provide.
Start collecting the required information but please wait for KDE
instructions before entering into the CRDC system.
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2015-16 Data Collection Pre-Populating Data
For the 2015-2016 school year data, KDE will pre-populate
data where possible on behalf of the LEAs and Schools.
• LEAs are responsible for verifying, approving and certifying data
within the CRDC .
• KDE does not have data to populate all elements -• 54 district-level (LEA) data elements of 100 (54%)
• 1,571 school-level data elements of 1,656 total data elements (95%)
• 93% of all fields prepopulated (excludes financial data)
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2015-16 Data Collection Timeline
New - CRDC submission system will open on Tuesday, January 17, 2017 to KDE
( States Only)
Kentucky schools and districts will open on Wednesday, February 8, 2017 and will
close on Wednesday, April 26, 2017
No Opt-out option
Districts and schools will have to overwrite any data populated by KDE
CRDC resource page https://crdc.grads360.org/#program for any help.
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2015-16 Data Collection Important ReminderWhen Office of Civil Rights (OCR) system opens:
1. KDE has provided a timeline on the KY CRDC page .
2. KDE will load data once, prior to February 8th
3. After the KDE data load, if needed, districts will be free to enter
data and KDE will be finished with the assistance that can be
provided by the state.
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2015-16 Data Collection Validation Help KDE has created a limited number of adhocs to assist with
verification, available as “State Published” adhocs in Infinite Campus.
These include: Algebra I, Algebra II, Geometry, Advanced Mathematics, Calculus, Biology, Chemistry, Physics, International Baccalaureate and AP courses.
Note: LEP, Special Education and Gifted counts should be verified through local coordinators who validated data previously reported to KDE.
Use School Report Card to help verify.219
Prepare NowThings you can be doing to prepare… Review/print CRDC FFS Element Layout for
2015-16 from KDE CRDC webpage – Kentucky Resources.
1. Review the two tabs “LEA Needs to Provide” and “School Needs to Provide” – start collecting this data now – to save time later.
2. Make plans for how to validate the data KDE has populated -- details on all data elements available, separate tabs – “LEA Elements”, “School Elements” Define points of contact for data elements; A CRDC team with clear expectations can help speed up the
process of review to submittal220
Prepare NowThings you can be doing to prepare…
CRDC FFS Element Layout, cont.3. Review comment/rules column under the School Elements tab
– that may necessitate local changes KDE data loads based on data standards – if data standards or state
course codes aren’t uniformly used, KDE counts may not be accurate. New default values applicable for most schools may not be correct for
all schools. Single Sex Academic Classes Indicator is defaulted to NO Counts of Single Sex Academic Classes in the School (by course)
is defaulted to Zero
4. School Expenditures section – New this year…KDE will be populating from MUNIS data previously reported.
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Prepare NowThings you can be doing to prepare…
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P1Q29T2- Chemistry
P1Q29T3- Physics
P1Q31T1- International Baccalaureate
P1Q32T1 and P1Q27T1- AP courses
P1Q33T1 AP Courses Provided
P1Q37T1 AP Mathematics
P1Q39T1 AP Science Preparations for the 2015-16 CRDC
P1Q41T1- Other AP subjects
P1Q07T1.17, P1Q07T1.18 and P1Q10 Students Served under Section 504
P1Q18T1- Alg I Grades 8 P1Q22T1- Alg I Grades 9 and 10 P1Q22T2- Alg I Grades 11 and
12 P1Q23T1- Geometry Grade 9-12 P1Q126T1- Algebra II P1Q26T2- Advanced
Mathematics P1Q26T3- Calculus P1Q29T1- Biology
Run CRDC Adhoc filters located in the State Published folder under Ad Hoc Reporting to be ready for validating this data.
CRDC Support
CRDC Website: http://www2.ed.gov/about/offices/list/ocr/data.html
CRDC Partner Support Center:
(855) 255-6901 or [email protected]
KDE Contact:
Candy Johnson [email protected](502) 564-2020 or 800-884-1754, ext. 2471
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Closing and AdjournmentThank you!
Ask questions through GoSoapBoxhttp://app.gosoapbox.com
Access Code: KDEData
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