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KSIS End of Year Training, 5/1/13 Afternoon Session  12:30 – 1:15 – Safe Schools  1:15 – 1:45 – School Report Card  1:45 – 2:15 – Teacher of Record  2:30 – 4:00 – FRAM 2

KSIS End of Year Training, 5/1/13 Windy L. Newton Office of Next Generation Schools & Districts, Division of Student Success

KSIS End of Year Training, 5/1/13  Resolutions mapped to the state code of INSR: In-School Removal will now be included in the extract validations and will produce records on the extract. 4

KSIS End of Year Training, 5/1/13  Incidents involving law or board violations related to the following will now produce a record on the extract, regardless of resolution: ◦ Assault or Violence ◦ Guns or other weapons ◦ Controlled substances (including alcohol or tobacco) ◦ Bullying or Harassment A list of the select law and board violations can be found in the Safe Schools Data Standards on the KDE Safe Schools website.KDE Safe Schools website 5

KSIS End of Year Training, 5/1/13  The Safe Schools Extract is located via KY State Reporting Safe Schools  This report should be used by the district to verify district behavior data, this should be complete by June 28 th  Upon verification from all districts, KDE will export the data from the IC data warehouse on July 1 st 6

KSIS End of Year Training, 5/1/13 Extract Options: Date Range: should remain as default Sub-Reports: Allows user to section out the categories of reporting School and Grade Criteria: Ensure all grades and schools are included in the verification process 7

KSIS End of Year Training, 5/1/13  SS1: Assault or Violence  SS2: Possession of Guns or Other Deadly Weapons  SS3: Possession/Use or Distribution of Controlled Substance (includes alcohol or tobacco)  SS4: Bullying or Harassment  SS5: Resolutions of Suspension, Expulsion or Corporal Punishment not reported in SS1-SS4 Includes INSR, In-School Removals 8

KSIS End of Year Training, 5/1/13  Errors – Indicate problematic data that will NOT pull on the report  Warnings – Indicate problematic data that WILL pull on the report All errors and warnings should be resolved during the district verification process. 9

KSIS End of Year Training, 5/1/13  Error 1: Resolutions – Missing End Dates and/or Times This error will be appear anytime a student has a state resolution (SSP1, SSP2, SSP3, SSP5, INSR) without a resolution end date and or time. ◦ To resolve this error, open event resolution Enter end date and/or time and save record Note: Error numbering will be updated in E.1314 release Add End Date and/or Time 10

KSIS End of Year Training, 5/1/13  A validation will be added to the data entry screen that will not allow saving of a state resolution of INSR, SSP1 or SSP2 without an end date/time in the E.1318 (June) release.  The validation is currently already in place when selecting a state resolution of SSP3. 11

KSIS End of Year Training, 5/1/13  Error 2: State Resolutions without a Law or Board Violation This error will appear any time a student has a State Resolution (SSP1, SSP2, SSP3, SSP5) and no selection of a Law or Board violation. NOTE: INSR is excluded in reporting from this error; however will be included in the reporting To Resolve this error, open Event Details, select a law or board violation, save record Select appropriate law or board violation 12

KSIS End of Year Training, 5/1/13  Error 3: Events without a Participant This error will be appear anytime an event with a qualifying Law or Board violation does not have participant selected.  To resolve this issue, find behavior incident  Add participant, if applicable, otherwise the incident should be deleted. 13

KSIS End of Year Training, 5/1/13  Error 4: Student Behavior Incident Date is not within Enrollment This error will appear for any student offender with a qualifying behavior incident date outside the student’s enrollment dates.  To resolve this issue, verify incident date as compared to enrollment start/end dates. If this is a non-reported incident, such as, attendance letter for documentation purposes, the error can be disregarded. 14

KSIS End of Year Training, 5/1/13  Warning 1: Out of School Suspension/attendance dates and/or times inconsistent This warning will appear for students who received a state resolution of SSP3 and the start/end date/times of the behavior resolution are not consistent with the check-in/out date/time within the student’s attendance.  NOTE: the Suspension/Attendance Linkage report will assist. 15

KSIS End of Year Training, 5/1/13  Warning 2: Missing Demographic Data This warning will appear for students who are missing one or more of the following demographic fields:  State Student ID  First Name  Gender  This error should really never occur, if it does a ticket with IC Support should be open to resolve the demographic issue. 16

KSIS End of Year Training, 5/1/13  Warning 3: Student Behavior Resolution Date not within Enrollment This warning will appear for students who have a behavior resolution start/end date outside of the enrollment start/end dates.  KNOWN ISSUE: The logic of this error is trying to connect the resolution dates to a previous enrollment that corresponds to the behavior incident date.  For validation purposes, users should verify the dates of the resolution are within the dates of an enrollment record, if the dates correspond, disregard the error. 17

KSIS End of Year Training, 5/1/13  Warning 4: Overlapping State Resolution Start Date/Time and or End Date/Time This warning will appear anytime a student has two or more state resolutions (SSP1, SSP2, SSP3, SSP5, INSR) which overlap by any span of dates or times.  To resolve this issue, open the behavior records and adjust the dates/times so they do not overlap with another state resolution record.  NOTE: most of these incidents involve an INSR and an SSP3 record. The SSP3 cannot start before the INSR has ended. 18

KSIS End of Year Training, 5/1/13 SS1: Assault or Violence SS2: Guns or other Deadly Weapons  Law violations:  151  152  153  154  Law violations:  11, 20, 30, 90, 172, 174, 301, 302, 303, 304, 305, 306, 307, 308, 309, 310, 320 or 330 Sub-report law/board codes Descriptions of codes can be located in the Behavior Data Standards 19

KSIS End of Year Training, 5/1/13 Sub-report law/board codes SS3: Controlled Substance SS4: Bullying or Harassment  Law violations:  210, 230, 1801, 1802, 1811, 1812, 1821, 1822, 1831, 1832, 1841, 1842, 1851, 1852, 1861, 1862, 1871, 1872, 1881, 1891, 1892  Board violations:  9001, 9002, 9003  Law violations:  340  341  30  Board violations:  8001, 8002, 8003, 8004, 8005 Descriptions of codes can be located in the Behavior Data Standards 20

KSIS End of Year Training, 5/1/13 Sub-report law/board codes SS5: Resolution Codes  SSP1: Expelled, receiving services  SSP2: Expelled, not receiving services  SSP3: Out of school suspension  SSP5: Corporal Punishment  INSR: In-School Removal Descriptions of codes can be located in the Behavior Data Standards New to the report collection this year! 21

KSIS End of Year Training, 5/1/13  Begin cleaning up your errors/warnings NOW…  The report will be capturing significantly more data than previous years, so there will be more errors/warnings and the district/school numbers of incidents will increase  Once data exported in excel, separate by school and send to your building principals for verification 22

KSIS End of Year Training, 5/1/13  This data will be PUBLICALLY REPORTED ◦ School Report Cards via Open House – Note: the data labels on the school report card will be updated to reflect the data labels within IC’s behavior management tool.  Behavior Events will be counted regardless of resolution for the specified law/board violations  INSR resolutions will be included in the SRC for

KSIS End of Year Training, 5/1/13  April 10 th - E.1310 release into district production environments  May 1 st – District verification window opens  June 28 th - District verification window closes  June 28 th – Superintendent verification due to KDE  July 1 st - KDE will extract data from IC state data warehouse  July 15 th (tentative) – District and school level data will be available for viewing in the School Report Card Data Collection tool  July 31 st - School Report Card verification of behavior data ends (note: two weeks after availability in SRC)  August 30 th – Data provided to KCSS and OEA as mandated by KRS

KSIS End of Year Training, 5/1/13 Windy L. Newton Office of Next Generation Schools & Districts, Division of Student Success

KSIS End of Year Training, 5/1/13  Off-site alternative programs must have a school number and utilize IC for data collection  On-site alternative programs are not required to have a school number  Off-site program is located in a separate location from an already existing school within your district  On-site alternative education program is located within an existing building with a school number, such as the classroom down the hall, or the mobile classroom or another building on the same campus as your high school Alternative programs work to address student learning needs that may include a digital learning environment, credit recovery or an innovative path to graduation

KSIS End of Year Training, 5/1/13  If a student is placed in an off-site alternative program for more than 10 consecutive days, the student must be withdrawn from their home school and re-enrolled into the alternative school and an ILPA must be completed.  If a student is placed in an on-site alternative placement for more than 10 consecutive days, the student must be enrolled into course sections with a special type of Alternative and an ILPA must be completed. 27

KSIS End of Year Training, 5/1/13  Course sections must be created for off-site and on-site locations with Special Type of Alternative Placement selected.  If a student is placed in an alternative program for 10 days or less, the student record can remain at the home school; however, the student must be marked in the Alternative Placement attendance group for the specified amount of time. 28

KSIS End of Year Training, 5/1/13  Alternative Program questions, contact  Infinite Campus Behavior questions, contact  Behavior Programmatic questions, contact  Refer to Data Standards on KDE’s Safe Schools web page: e-Schools-Data-Collection-and-Reporting.aspx 29

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KSIS End of Year Training, 5/1/13 DeDe Conner Office of Knowledge Information & Data Systems Enterprise Data

KSIS End of Year Training, 5/1/13  All Schools – includes A1, A5, A6, Technical Schools  Profile: ◦ SRIM  District/School – Name, Address, Phone, Fax  School Code/Type  Principal/Superintendent  Grade Range ◦ Other  Title I Eligibility  School Board Members and School Council Members  Accountability and Performance  School Picture, County Location, Geographic Coordinates 32

KSIS End of Year Training, 5/1/13 LEARNING ENVIRONMENT – Student Data ◦ Infinite Campus  SAAR  Total Enrollment  Enrollment by Race and Gender  Average daily attendance (ADA)  FRAM – Lunch/Meal Status ◦ MUNIS - Spending per student (previously entered by district) ◦ Non-Academic Data (prior year data)  Attendance Rate  Retention Rate  Dropout Rate  Graduation Rate ◦ P20 – Adult Life After Graduation (previously entered by district) 33

KSIS End of Year Training, 5/1/13 LEARNING ENVIRONMENT – Teacher Data ◦ MUNIS - # of full-time equivalent teachers ◦ EPSB:  # of National Board Certified Teachers  % of teachers not highly qualified  % of teachers with emergency/provisional certification  Average years of teaching experience  Professional qualifications ◦ Calculated - Average student to teacher ratio 34

KSIS End of Year Training, 5/1/13  LEARNING ENVIRONMENT ◦ Entered by district:  Technology  Student to internet connected instructional computer ratio  Percentage of computers meeting state minimum standards  Community  # of teacher conferences  # of parents/guardians voting and serving on SBDM  # of volunteers ◦ Infinite Campus - Safe Schools Data 35

KSIS End of Year Training, 5/1/13 ACCOUNTABILITY  Calculated – Office of Assessment and Accountability ◦ Accountability Profile  Accountability Performance  Annual Measurable Objective ◦ Next-Generation Learners  Achievement  Gap  Growth  College- and Career-Readiness  Graduation Rate  Cohort Rate 36

KSIS End of Year Training, 5/1/13 ASSESSMENT Testing Vendor Results  State Required Tests – K-PREP, End-of-Course, ACT, PLAN, EXPLORE, NRT  Other Tests – National Assessment of Educational Progress (NAEP)  Data disaggregated by gender, race/ethnicity, and programs 37

KSIS End of Year Training, 5/1/13 DELIVERY  Calculated – Targets and Scores ◦ College- and Career-Readiness ◦ Proficiency ◦ Gap ◦ Trend Data  Disaggregated – by race/ethnicity, Free and Reduced-Price Meal Status, Disability 38

KSIS End of Year Training, 5/1/13  Learning Profile: ◦ Student Counts by Grade Level ◦ Program Counts - Migrant, Gifted and Talented, Special Education and English Language Learners ◦ Safe Schools – align to new behavior module labels  Assessments ◦ Advanced Placement  Accountability and Delivery ◦ Program Reviews  Trend Data and Charts  Career and Technical Schools 39

KSIS End of Year Training, 5/1/13  Teacher Data – race/ethnicity, gender  Absenteeism – chronic, truant  Graduation/Withdrawals – G and W codes  Kindergarten Readiness – assessment data and prior settings  Comparison functionality 40

KSIS End of Year Training, 5/1/13  Confirm schools are set up correctly in SRIM; school/district coordinates and pictures are valid.  Principals and Superintendents are in Infinite Campus correctly.  Define who is responsible for verifying data.  Ensure data is being looked at as it becomes available in SRC.  Utilize ad-hocs and other reports that can help with validation. 41

KSIS End of Year Training, 5/1/13  May – finalize requirements  June – programming  July – data collection tool opens  July/August – SRC opens for data validation as data becomes available.  September – final data validation and public release 42

KSIS End of Year Training, 5/1/13 Question and Answer Session

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KSIS End of Year Training, 5/1/13 Garnetta Barnette Office of Knowledge Information & Data Systems Enterprise Data

KSIS End of Year Training, 5/1/13  Who teaches?  What subject?  To which students?  For how long? 46

KSIS End of Year Training, 5/1/13 A Teacher of Record in a Kentucky public school is a certified teacher who has been assigned the lead responsibility for the student’s learning in a subject/course described in the Uniform Course Code manual or aligned to Kentucky Core Academic Standards or Career and Technical Skill Standards Documents. A Contributing Professional in a Kentucky public school is an individual who has been assigned the responsibility to provide additional services that support and increase a student’s learning. 47

KSIS End of Year Training, 5/1/13 Elementary self-contained Reading groups Rotating classes Team teaching Long term substitutes Alternative placement Expelled receiving services Expelled not receiving services 48

KSIS End of Year Training, 5/1/13 At least 2 instructional periods 49

KSIS End of Year Training, 5/1/13  Schedule Self-contained (homeroom) into both instructional periods. Mark for attendance.  Schedule each subject into the second instructional period. No attendance.  Reading groups should be scheduled as a course with drop/add as students move in and out of the groups. 50

KSIS End of Year Training, 5/1/13  Each subject must be separate, for example, Art, Music, etc. rather than Related Arts  Composite grading can be done the last term to calculate a final grade if needed. 51

KSIS End of Year Training, 5/1/13  Only the primary teacher and the “First” additional teacher will be sent to CIITS  The First additional teacher can be found in ad hoc 52

KSIS End of Year Training, 5/1/13  It is a district decision when a substitute should be entered as the primary teacher for the course.  Teachers on medical leave can be entered as an additional teacher for the course if they are still accountable for the students instruction while they are out.  Title I schools must notify parents if their child is taught by a teacher who is not highly qualified for over 20 days. 53

KSIS End of Year Training, 5/1/13  If a student is removed from the classroom and placed in a alternate setting for over 10 consecutive days the teacher in the alternate setting becomes their teacher of record.  The student needs to be end dated on the original teacher’s roster.  The course in the alternate setting should have special type set to “Alternative classroom”. 54

KSIS End of Year Training, 5/1/13 55

KSIS End of Year Training, 5/1/13  The person providing services becomes this student’s teacher of record.  Student must be scheduled into a full schedule to generate full SEEK funding.  Student must be end dated from the original teacher’s roster.  If the student misses one of his sessions he must be marked absent a proportional amount of the week. 56

KSIS End of Year Training, 5/1/13  This student has no teacher of record.  He must be fully scheduled to generate full SEEK funding.  The course must be marked for attendance.  The student must be marked absent unexcused for the full time of his expulsion. 57

KSIS End of Year Training, 5/1/13  Contact: David Simpson  Manual for Elementary Scheduling  Manual for composite grading in a rotating course 58

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KSIS End of Year Training, 5/1/13 Brad Blunt Office of Administrative Services School Community Nutrition

KSIS End of Year Training, 5/1/13 SEEK eRate Textbook Waivers FRYSC KEES It’s all about the kids! 61

KSIS End of Year Training, 5/1/13 In February 2013 Infinite Campus updated FRAM to comply with new USDA regulations Consequently, all POS data import mappings will need to be changed for the school year 1 1 Those not affected will be districts who are full CEO and any district who is using Infinite Campus as their POS 62

KSIS End of Year Training, 5/1/13 Meal status is shared from POS into IC on a regular basis. 63

KSIS End of Year Training, 5/1/13 3. STOP your POS import into IC for SY ROLL your POS system forward 1. LAUNCH a new import mapping 64

KSIS End of Year Training, 5/1/13 July 1, 2013 Launch Date By July 1, 2013 you must stop the SY import mapping or your SY data will be corrupted in IC. 65

KSIS End of Year Training, 5/1/13 FRAM>Eligibility Import Wizard>Scheduled Imports Stop the scheduled imports by placing “**” in front of Host IP address. Place double asterisks here 66

KSIS End of Year Training, 5/1/13 The food service director should roll the POS system forward into the school year Any meal status from the POS should then reflect the school year Food Service Director should notify IT staff person responsible for Scheduled Imports when this is complete 67

KSIS End of Year Training, 5/1/13 Districts must update their POS import mapping based on the IC update Please refer to the manual (see attached) of Data Synchronization of POS and IC for more details. Re-start the scheduled imports for SY

KSIS End of Year Training, 5/1/13 Verify your data synchronization has been stopped before any rollover with the POS system Develop the new import mapping for the school year; test it and resolve any errors After the POS rollover re-start the scheduled import process Check the scheduled import tool log file on a monthly basis Compare free, reduced and paid counts from the FRAM Eligibility report to the POS system; investigate any large differences 69

KSIS End of Year Training, 5/1/13  Contact Brad Blunt  Access Campus Community ( for technical manuals  Submit a support ticket to Campus 70

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