State Charter Schools Commission New School Orientation Data Collections Overview January 26, 2017
DATA COLLECTIONS IS… A unit within the Georgia Department of Education’s Technology Services Division. o Works across all departments and levels within the agency, and with other agencies, states, and US ED. o Supports and works with school districts to collect and report data. o Develops standards for data reporting and continuously improves processes to enhance data quality. Charged with collecting and reporting selected student, staff, system, and school data. o Data is used to inform decision-making in many areas such as funding, accountability, state and federal legal requirements, federal program monitoring and evaluation, audits, district data use, and other initiatives.
MULTIPLE REASONS FOR COLLECTING DATA CCRPI Federal (EDEN) Reporting Program Monitoring and Evaluations Open Records Requests Civil Rights Data Collection Perkins Reporting Special Education reporting SLDS Program audits State Report Card Note: This list is a sample of data uses and is not all-inclusive.
MULTIPLE REASONS FOR COLLECTING DATA Program State and Encourage Foundation Fulfill Legal Monitoring Federal Data Integrity for Making Requirements and Reporting and Quality Decisions Evaluation
LET’S TAKE A CLOSER LOOK AT THE COLLECTIONS Pre-ID Labels GUIDE STUDENT EOPA COURSE PROFILE STUDENT FTE DATA RECORD SURVEY DAT A PRIVATE FTE SCHOOL STUDENT FREE REDUCED CLASS – MEAL Class Size CPI
STATE REPORTING See separate chart on Summarized Description of the Data Collections .
DATA COLLECTION DATES
STATE REPORTING Main Points • SCSC schools participate in all collections, except the Private School data collection. Participation in EOPA is determined by grade levels. • Several collections occur more than once during the school year (cycles). • Most of them have a check to verify student identity data using a unique student identifier. • Verify student schedules are accurate and complete. Incomplete or inaccurate schedules can impact funding, accountability, federal reporting, program reviews, etc.
STATE REPORTING • Why are accurate and complete schedules important? K Segments 6 Segments = 1 FTE • There are 36 ‘D’ segments. • This equals 6 FTEs with ‘D’ weight. (1 FTE at ‘D’ weight is $2,463.43) • No funding is earned for ‘O’ segments. • Various levels of funding are earned depending on the segment code.
STATE REPORTING • Why are accurate and complete schedules important? FTE FORMULA # FTE’s x FY2017 Weight x FTE ‘Base’ Amount = Approximate FTE AMOUNT FTE Formula Examples: (for presentation purposes only) FTE’S Approx FY2017 FTE ‘Base’ ‘D’ Weight Amount FTE AMOUNT = X X (Grades 9 - 12) 6 1.000 $2,463.43 $14,780.58 FTE’S Approx FY2017 FTE ‘Base’ ‘B’ Weight Amount FTE AMOUNT = X X (Grades 1 - 3) 350 1.2859 $2,463.43 $1,108,703.62
STATE REPORTING • Why are accurate and complete schedules important? Impacts Post High School Readiness (pathways, MOWR, AP, etc.) Impacts Exceeding the Bar Indicators in Elementary, Middle, and High Schools Verify reports in Student Record
STATE REPORTING • In CPI, review reports early to look for unusual counts of personnel: Verify counts of teachers, administrators, other staff Verify third party contract workers and long-term substitute teachers Verify active and terminated employees Verify employees reported for the State Health Plan or Other Plan
STATE REPORTING CPI: Which records do I report in CPI and do they earn T&E? Personnel Record Layouts Earn T&E $ Long-Term Substitutes A No Third-Party Contracts A & C No SB 327 Employees A, B , & C Yes, if certified (direct contract) A, B , & C Other direct contract employees and VIF Yes, if certified Regular Employees A, B, & C Yes, if certified
STATE REPORTING CPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORT PSC: Charter schools and systems and Strategic Waiver School Systems that have contracts allowing waiver of certification for teachers have to use specific codes when submitting CPI “C” records for teachers who lack a teaching certificate issued by the Georgia Professional Standards Commission (GaPSC). Please use the guidance questions listed below to determine the correct process to report employees requiring certification. Start with question #1 and proceed from there. QUESTION ANSWER REPORT 1. Does the employee YES Regardless of whether in-field or out-of-field, have PSC certification? report the PSC CERTIFICATE TYPE and PSC CERTIFICATE FIELD that is the most appropriate for the Job Code being reported in CPI. NO Answer Question #2. 2. Does the employee YES Regardless of whether in-field or out-of-field, and no other have a PSC certification PSC certification is available, pending and is waiting report the pending PSC CERTIFICATE TYPE and PSC for approval? CERTIFICATE FIELD CODE ‘998’. (PSC Details will report pending certifications as Open Case = ‘T’). NO Answer Question #3.
STATE REPORTING CPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORT PSC: Charter schools and systems and Strategic Waiver School Systems that have contracts allowing waiver of certification for teachers have to use specific codes when submitting CPI “C” records for teachers who lack a teaching certificate issued by the Georgia Professional Standards Commission (GaPSC). Please use the guidance questions listed below to determine the correct process to report employees requiring certification. Start with question #1 and proceed from there. QUESTION ANSWER REPORT 3. Does the employee YES Report CERTIFICATE TYPE CODE ‘CHW’ meet the requirements And report one of the following CERTIFICATE FIELD CODES, for one of the whichever fits best: charter/SWSS waiver 101 - Academic Major (Grades 6-12) - GaDOE Charter/SWSS codes 101, 102, 103? Waiver 102 - Course Work (Minimum 21 semester hours) - GaDOE Charter/SWSS Waiver 103 - GACE - GaDOE Charter/SWSS Waiver NO Report CERTIFICATE TYPE CODE ‘CHW’ and report the following CERTIFICATE FIELD CODE: 104 No Equivalent (101, 102, 103) or HOUSSE GaDOE Charter/SWSS Waiver
STATE REPORTING • Monitor and keep track of file uploads, extracts, and reports for all collections, including: • GUIDE • Full-Time Equivalent – (FTE) • FTE Survey • PRE ID • Student Record • Student Class • Certified/Classified Personnel Information – (CPI) • End of Pathway Assessment (EOPA) • Free and Reduced • Review reports early to look for unusual counts of students/personnel
STATE REPORTING • Make sure school staff understands their role and responsibility as it relates to collecting and reporting data for state reporting. • Ensure the appropriate staff maintains proper records and are proactive to correct errors. Get a student information system! • Require state reporting staff to participate in relevant trainings. EX: New Coordinators Training, Data Collections Conference, Webinars, GSIS, etc. • Ensure state reporting staff is aware and complying with deadlines and proactively preparing ahead of time.
CREATING YOUR “ TEAM” Administration Administrative Staff State Reporting Finance Curriculum HR / Payroll CTAE Title 1 and Special Other Federal Education Programs
GETTING STARTED General Documentation http://www.gadoe.org/Technology-Services/Data- Collections/Pages/Data-Collections-and-Reporting.aspx Documentation Specific to Data Reporting https://portal.doe.k12.ga.us/login.aspx
Student Record Checklist
GETTING STARTED
GETTING STARTED Data Element Detail FIRST NAME FIRST NAME identifies the student's first name as it appears on legal documents. Nicknames are not allowed. FIRST NAME cannot be null, contain numbers, or selected special characters. Valid characters are: a-z, A-Z, - ,', ., `, Blank (Space Char). FIRST NAME is reported in all FTE cycles. GENDER The GENDER code identifies the student's sex. GENDER is reported in all FTE cycles. Valid values are: Male = ‘M”; Female = ‘F’. GTID GTID is the 10-digit student ID assigned by the Georgia Department of Education. It is a unique testing identifier that is created in the GTID application. All GTID’s reported for students must also be found in the GUIDE application. Students transferring between districts should already have a GTID . A new GTID should only be generated if the student has never been given a GTID while enrolled in a Georgia public school. Before generating a new GTID for a student, very carefully verify the student has NEVER had a GTID so that the student’s records are not lost, or duplicated.
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.
Data Collection Communications Portal Messaging (sample message)
REQUESTING ASSISTANCE The Technology Services Help Desk is the first line of contact for questions concerning a collection, errors, and warnings. Help Desk • Email: dticket@doe.k12.ga.us • Phone: 800-869-1011
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