Upload
trinhtu
View
221
Download
3
Embed Size (px)
Citation preview
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
1
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
2
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
3
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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?
5
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Student Record is Used for:
6
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
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Student Record Transmission Timelines
7
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
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Data Collection Documentation
• http://www.gadoe.org/Pages/Home.aspx
8
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.orgData Collection Documentation
Data Collection Layouts, Data Element Detail, etc. per application
9
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
General Business Rules
10
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
General Business Rules
What You Need to Know
11
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.
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
General Business RulesWhat You Need to Know
12
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
13
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
14
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
15
• 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
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Troubleshooting Identity Errors
General Business RulesWhat You Need to Know
GTID
16
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
17
General Business RulesTroubleshooting Identity Errors
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
18
General Business RulesWhat You Need to Know
Troubleshooting Identity ErrorsGTID
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
19
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
20
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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)
21
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
22
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
23
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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
24
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
25
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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)
26
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
27
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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
28
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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
29
Course Number (Local) EQUALS Course Number (State)
17.0010001 17.0010000
17.0010020 17.0010000
17.0010033 17.0010000
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
General Business RulesWhat You Need to Know
30
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)
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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
31
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
32
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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)
33
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
34
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
35
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.
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
36
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
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
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.
37
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Help Desk Assistance
38
Help Desk
◦dticket@ doe.k12.ga.us
◦Or call 800-869-1011
Richard Woods, Georgia’s School Superintendent
“Educating Georgia’s Future”gadoe.org
Data Collections Contact Information
39
Wanda JonesData Collections & Reporting Manager
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)
Sharon ArmourData Collections Analyst (Student
Class, Pre-ID and Teacher Class Contact)
Levette Williams Chief Privacy Officer/Director of Technology Management
Richard Woods, Georgia’s School Superintendent“Educating Georgia’s Future”
gadoe.org
40