Title III: October 1 Headcount Overview

North Carolina Department of Public Instruction K-12 Programs

Title III/ESL Office

Purpose

• In accordance with SL 2003-284, Section 7.15(b), the Department of Public Instruction is required to prepare a headcount of all limited English proficient (LEP) students and report it to the Joint Legislative Education Oversight Committee by December 1 of each year. – State funds– Federal funds

Additional Reporting

• State and Federal Reporting– Consolidated State Performance Report (CSPR)– Education Data Exchange Network (EDEN)– Longitudinal Data Warehouse (CEDARS)

• Spring ACCESS assessment ordering– Pre-ID labels

• Program Monitoring

Count Calculation Criteria

• LEP Status = ‘Current’• Registration date <= 10/1• Withdrawal date >10/1 or is Null

• Aggregate Counts are determined by student records in the Consolidated Federal Data Collection (CFDC).– Counts page is modified by refresh of calculations– Records must exist for the student to be counted

• Counts cannot be added/updated by user

– Aggregates on:• PK, K13 active and withdrawn• Private Schools

Validate Counts

Approving Counts

Pre-K and Private Schools

• Private School students me be in PowerSchool• Pre-K students not served in a traditional

reporting school (School number above 300)• Enroll them in the LEP School (LEP, 293)– LEP students enrolled in other program schools

(290 – 299) do not need to be cross-enrolled• Create the LEP entry in the CFDC

Pre-K and Private Schools

Duplicates

• Three types of duplicates– Students showing up twice in the CFDC

• Mass process will be applied at during daily processing on 10/2.

– Students who have been issued new id numbers• Remedy tickets should be submitted through PS Admin• Document the two numbers on an RCR form• Create an LEP Record in the CFDC LEP record in data entry

– Students who have been issued 5-digit id numbers• Home Base Support Center began resolving these issues on

10/1.

Important Dates to Remember

• Headcount Window 10/2/14 – 10/24/14

• Final Tier Verification 11/21/14

DATA MANAGEMENT AND

REPORTINGNorth Carolina Department of Public Instruction

K-12 ProgramsTitle III/ESL Office

Home Language Information

LEP Status

PowerSchool

• LEP Status selection• HTML Tags– lep_status in (1,2,3)– lep_status =3

• 1 = Never, 2 = Exited, 3 = Current

Accommodations

Accommodations• Deployed this past maintenance weekend• Accommodations Quick Reference Document http

://www.nc-sis.org/Documents/student_info/NC_Customizations-Accommodations.pdf.

• A webinar is also scheduled for Wednesday, October 15 at 1 p.m. Use the following link to register: https://www1.gotomeeting.com/register/535313496.

Senate Bill 815• Ensuring Privacy of Student Records

– Personally identifiable student data. – Student data that:– Includes, but is not limited to, the following:

• Student name.• Name of the student's parent or other family members.• Address of the student or student's family.• Personal identifier, such as the student's Social Security number or unique student

identifier.• Other indirect identifiers, such as the student's date of birth, place of birth, and

mother's maiden name.• Other information that, alone or in combination, is linked or linkable to a specific

student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.

• Information requested by a person who the Department of Public Instruction or local school administrative unit reasonably believes knows the identity of the student to whom the education record relates.

Updates• PS LEP Status field reset• AMAO Review concludes 10/17• Expanded CSPR Reporting– School Level information will now be submitted

with state and district data• CFDC Retirement

PowerSchool Conversion

• December 1 Conversion begins– Consolidated Federal Data Collection (CFDC)

becomes Read-Only.– Data will be converted and loaded to each

instance.

– This is tentative and subject to change.

Questions