1. Student Information System Updates Deborah Gilliam/SIS Manager/Information Technology/April 2016

2.  SSN and PINs –Less than 9-digits –PINs that did not start with “9” –Require one or the other, not both  Auto calculate 20-day reporting periods –During calendar set-up –Auto adjust reporting periods for stockpile days taken  Transportation (ADT Report) –Include PK students transported on specially equipped buses –015 extract is bus “master” –Students reported on ADT (045 extract) for bus that is not on the 015 extract – excluded from funding by Local Finance SIS Clean-up Areas 2

3.  Deleting absences in EIS when withdrawal dates postdated –Absences deleted in SIS but not in EIS  SIS vendors addressed issues: –Some vendors already trapping SSN/PIN errors during extract process –Business rules/data validation checks –User reports/queries to find missing/bad data SIS Clean-up Areas continued… 3

4. 2015-16 (in place)  New diploma type: Occupational (7) 2016-17 (by July 1)  New student classification: IEA Program (8) –New course code: 9696  New English Language Background codes: Transitional (3) and Transitional (4)  Teacher assignment code invalidated: Limited Language Proficient (LL) –Use ESL Teacher (EL) – already in place State Reporting Changes 4

5.  New class section data element (030) –Test Admin Window codes: The class assessment schedule used for pre-ID documents Fall Block Schedule (F) Spring Block Schedule (S) Traditional (Year-long) Schedule (T)  EIS Appendices and EIS Extract Layout documents updated on DOE webpage at: http://tennessee.gov/education/topic/education- information-system-eis http://tennessee.gov/education/topic/education- information-system-eis State Reporting Changes continued… 5

6.  Statewide Dual Credit –Vendors implemented automated test score import routine PowerSchool’s automated process in development (manual import currently)  Electronic transcript reporting (formerly XAP) –SIS vendors working with National Student Clearinghouse (NSC) - new vendor for THEC  SIS vendor contract extensions –Exercising first one-year renewal option (aligning with school year) – extending to June 30, 2017 SIS General 6

7. Since Sept 2015:  Completed loading 2014-15 data (and data clean-up) for all state-hosted districts (excluding DCS)  Transitioned to 2015-16 dashboard year Nov 2015  Built 2015-16 dashboards for 101 state-hosted districts –Three pilot non state-hosted districts (Putnam, Oak Ridge and Trousdale) began loading data Jan 2016 –CORE staff training EIS/SIS data leads for data validation Educator Dashboard Status 7

8. The road to EIS 2.0/automated state reporting goes through Ed-Fi  Ed-Fi is reporting standard used for the educator dashboards  Changes made in your SIS automatically get sent to the ODS (operational data store: database that holds the data) as “transactions” Same automated ‘transactional” process will EVENTUALLY replace the EIS extract process Automated State Reporting 8

9. Transition to automated state reporting will not happen overnight!  Not all data needed for state reporting is currently being sent or in correct format –Data gaps and formatting issues have been identified –TDOE has already built the new interchanges to address gaps/formatting –Vendors have begun testing the new changes –EIS codes must be mapped to Ed-Fi codes Automated State Reporting continued… 9

10.  Business rules in EIS must to be applied to Ed-Fi –Data validation/error checking must be added –Determine how errors reported/displayed to users, mechanism to make corrections, etc.  Began discussions with vendors about automated state reporting mid-late Feb –Initial discussion with RUG lead districts March  Since then another 18 non state-hosted districts have begun working towards Ed-Fi compliance Automated State Reporting continued… 10

11.  More districts expected to start before end of the school year –Remaining districts expected to onboard 2016-17  Extracts and automated reporting process will run in parallel for a period of time  Districts and vendors, along with Department of Education, will determine when extracts are cut-off for good **Friday session: District Empowerment: Update on Dashboards & Automated State Reporting** Automated State Reporting continued… 11

12. Deborah Gilliam Student Information System Manager Debbie.Gilliam@tn.gov (615) 253-1637 Debbie.Gilliam@tn.gov

13. Districts and schools in Tennessee will exemplify excellence and equity such that all students are equipped with the knowledge and skills to successfully embark on their chosen path in life. Excellence | Optimism | Judgment | Courage | Teamwork