1. Data Collections Update April 2010

2. Agenda FY 2011 Requirements (as of April 2010) Student Record Updates General Information Questions & Answers

3. Pre-ID Data Collection FY 2011 There are no additions or deletions to the data elements collected in Pre-ID. There will be new and/or revised edits. No changes to EOCT course listing, but keep flexibility for districts to select courses as required.

4. Pre-ID Data Collection FY 2011 Question: There has been some discussion on the costs vs. benefits of adding the add/edit/delete functionality in Pre-ID. Before a final decision is made, we would like to get your input. Choose the response that best describes your preference. A – I would like to have an add/edit/delete function in Pre-ID. B – I would like to be able to view individual records in Pre-ID without the add/edit functionality. C – Keep Pre-ID as is

5. FTE Data Collection FY 2011 There are no additions or deletions to the data elements collected in FTE. There will be new and/or revised edits. Effective July 1, 2010, data previously collected in December for FTE Cycle 2 are now included in FTE Cycle 1. There is no longer a December collection specifically for special education students.

6. Special Education Reporting Special Education Reporting FTE and Student Record Links FTE 1 & 3 FTE 1 Student Record AYP

7. Student Course Profile Data Collection FY 2011 Student Course Profile (SCP) will become a required data collection for FY 2011. The file layout for the Student Course Profile (SCP) data collection will be modified to add new data elements and increase the record size. In FY 2011, courses for students enrolled in grades K- 5 will be reported in SCP and Student Record along with courses for students in grades 6-12. Course numbers for K-5 are in the course board rules.

8. Student Course Profile Data Collection FY 2011 Rationale for requiring K-5 course data 1.Student-Teacher Linkages A.Federal reporting and funding opportunities requesting student-teacher linkages B.Data Quality Campaign – Each SEA must indicate whether or not it can match teachers to students by classroom and subject. C.State Fiscal Stabilization Funds (ARRA) – One of the assurances will require the ability to link students and teachers

9. Student Course Profile Data Collection FY 2011 Rationale for requiring K-5 course data 1.Student-Teacher Linkages D.Race to the Top – Requires the ability to measure student growth and provide feedback to teachers on how to improve instruction E.GATES Foundation – Link between teacher and student performance F.Legislative Inquiries – Requests for data to use in decision making

10. Student Course Profile Data Collection FY 2011 Rationale for requiring K-5 course data 2.Access to Student Data A.Student Profile B.Longitudinal Data System C.Applications D.Program Analysis

11. FY 2010 Student Record Updates E574 – student level record E410 – program record E3023 and E3024 – school record E589 – special education record

12. FY 2010 Student Record Updates E574 – student level record Adding the special education exit date and event code ('09' or '10') to the field content for E574 detail. Currently this only displays the SWD data element. Error Detail on Student Records SchoolStudent ID Student DOE ID Field Name Field Content Correct 0101 - Jenkins Elementary School123456789 SWD Monitor Year: Event ID: Event Date 2:09:200811 03

13. FY 2010 Student Record Updates E410 – program record The BEGINNING DATE must be on or after the most current enrollment date for the student. Exception: If the beginning date on a GNETS record is prior to the first day of school for the student, the record will be accepted without generating E410. This exception only applies to cases where the student begins attending the GNETS program before the school year begins at the students home school.

14. FY 2010 Student Record Updates Error CodeFieldError Description E3023 SPECIAL ASSISTANCE STATUS School is reported as 'N' for Special Assistance but school is listed as special assistance school. E3024 SPECIAL ASSISTANCE STATUS School is reported as 'Y' for Special Assistance but school is not listed as special assistance school. E3023 and E3024 – school record Updated SAS table to add schools for FY 2010

15. Student Record Updates FY 2010 E589– special education record E589 - If EVENT CODE = 06 thru 10, the student must have a Primary Area of Exceptionality reported. If date for event 09 or 10 is from a prior fiscal year, then no primary area is required. Modifying logic to produce error based on error description. Current logic only looks at events 06 thru 10 if event 09 is reported. Number of true errors much greater

16. Student Record Updates FY 2010 Special Education History as of 04/12/2010 10:35:57 am for Student ID 123456789 Student NameSystem Id - Name School Id -NameEventEvent DateStudent Present at Conference Parent Present- Conference Current Year Event Data Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 09-Special Education Exit 20090827 Yes Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 07-IEP Annual Review 20090827 N Y Yes Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 08-Re-Eligibility Determination 20090827 Yes Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 04-Initial Eligibility Determination 20080829 No Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 05-Initial IEP Meeting 20080829 N Y No Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 06-Initial IEP Placement/Tran sition Service Begin 20080829 No Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 02-Parent Consent to Evaluation 20080814 No Doe, Jane923-Gooddata County 0299-Gooddata County Primary School 03-Initial Evaluation 20080814 No

17. Student Record Updates FY 2010 Special Education History as of 04/12/2010 10:35:57 am for Student ID 123456789 Student NameSystem Id - Name School Id -NameEventEvent DateStudent Present at Conference Parent Present- Conference Current Year Event Data Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 07-IEP Annual Review 200901002 N Y Yes Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 08-Re-Eligibility Determination 200901002 Yes Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 04-Initial Eligibility Determination 20080930 No Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 05-Initial IEP Meeting 20080930 N Y No Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 06-Initial IEP Placement/Tra nsition Service Begin 20080930 No Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 02-Parent Consent to Evaluation 20080901 No Lamb, Mary923-Gooddata County 0299-Gooddata County Primary School 03-Initial Evaluation 20080901 No Currently not receiving E589 in error.

18. General Information FY 2011 Data Collections Conference scheduled for September 1-3, 2010. Tentative location is Athens, Georgia Details on sessions, presenters, lodging, and registration will be available in May.

19. Follow Up Questions & Answers

20. Follow Up Q&A With the merger of FTE cycles 1 & 2, will we send one file or two separate files during the same period? You will send one file. The current layout has all of the data elements in it, but the required cycles are different for specific data elements. The required cycle for all of the data elements that are currently cycle 2 will be changed to cycle 1.

21. Follow Up Q&A How will this change affect supplemental speech? This change will not affect the reporting of supplemental speech. SUPPLEMENTAL SPEECH is marked Y (Yes) when a student is reported for more than three segments on the day of the count in a single area of disability and receives speech for less than the major portion of one of those segments

22. Follow Up Q&A How will primary areas 6 - Autism and 8 – Significant Developmental Delay (SDD) be reported? Currently, there are no funding program codes for Autism and SDD. When reporting segments for funding, report the segments in the areas in which the student is served. When reporting data for the Federal Child Count, report the Autism and SDD hours in their respective categories for Hours Per Week and Related Services.

23. Follow Up Q&A Can you allow us to begin uploading earlier so that we begin to work on errors prior to the actual FTE count date? We will take this to the development team as a request for the FTE data collection. This is always a consideration and every effort will be made to open early.

24. Follow Up Q&A Now that we are required to report K-5 schedules, does this mean that we will need to schedule Grade K English, Math, etc? Yes. When reporting courses for students in grades K-5, send individual course records for each subject area. Valid course numbers for grades K-5 are listed in the SBOE Rule 160-4-2-.03 and 160-4-2-.20

25. Follow Up Q&A Will we be required to use the different instructional settings (i.e. XX.1, XX.2, etc.) in scheduling courses for student in grades K-5? In FY 2011, use of the instructional settings in K-5 schedules is not required; however, if you currently schedule students in grades K-5 and use the instructional settings in your scheduling practices, please continue doing so. If you schedule K-5 courses as XX.0, you may continue to do so.

26. Follow Up Q&A Will we be required to report final grades for students in grade KK? No, final grades will not be required for kindergarten students because there are many districts that do not generate traditional report cards for these students.

27. Follow Up Q&A In FTE cycle 1, both active and withdrawn students are reported. Now that data from cycle 2 will be included in cycle 1, will we be required to report special education data on withdrawn students? No. The federal child count should reflect students that are enrolled in special education at the time of the count.

28. Follow Up Q&A What will be the collection timeline for the new Student Course Profile (SCP)? Will it be once a month, three times a year, etc? Currently, SCP will remain open as it currently operates. The actual timeline for required uploads has not been determined.

29. Follow Up Q&A Will we be allowed to report multiple teachers for a given section? Report the teacher of record on the course record. In FY 2011, multiple teachers will not be reported for the same course-section on a students schedule.

30. Follow Up Q&A If we report grades, will it accept the standards-based grading? Can we report standards-based grades in lieu of alpha or numeric grades? Yes, the edit will be modified to accept standards- based grades.

31. Follow Up Q&A If a parent revokes consent on the first day of school, the student receives no service in the current school year, is the student exited using a prior year date? Yes, in this specific scenario, report the exit date using a date from the previous year.