title iii: october 1 headcount overview webinar monday, september 30, 2013 christie lynch ebert,...

TITLE III: OCTOBER 1 HEADCOUNT OVERVIEW

Webinar Monday, September 30, 2013

Christie Lynch Ebert, NCDPI K12 Programs Section ChiefIvanna Mann Thrower Anderson, NCDPI ESL/Title III DirectorC. Michael Riles, NCDPI Data Collection, Management and Reporting AnalystNadja Trez, NCDPI ESL/Title III Director

Webinar Objectives• Review basic information for the October Headcount

• Purpose• Calculations• General Practice

• Refresh on approval functionality• Discuss duplicate student information• Outline process for removing duplicates and entering

private school students

Purpose• In accordance with SL 2003-284, Section 7.15(b), the

Department of Public Instruction is required to prepare a headcount of all limited English proficient (LEP) students and report it to the Joint Legislative Education Oversight Committee by December 1 of each year. • State funds• Federal funds

Additional Reporting• State and Federal Reporting• Spring ACCESS assessment ordering

• Pre-ID labels

• Program Monitoring

Count Calculation Criteria• LEP Status = ‘Current’• Registration date <= 10/1• Withdrawal date >10/1 or is Null

• Aggregate Counts are determined by student records in the Consolidated Federal Data Collection (CFDC).• Counts page is modified by refresh of calculations• Records must exist for the student to be counted

• Counts cannot be added/updated by user

• Aggregates on:• PK, K13 active and withdrawn• Private Schools

Prerequisites • NCID

• If you are without one, contact your local NCID administrator

• Access• http://eldnces.ncdpi.wikispaces.net/LEP+Coordinators

• Consolidated Federal Data Collection (CFDC)• Request Access to CFDC Sites

• Connecting Accounts User Guide

Process Basics• October 2 – October 25 – https://schools.nc.gov/lep• Download student roster

Process Basics: Roster Download

Process Basics• Separate rosters• Securely, distribute rosters to verify student information

• Student Demographic• Tier• Missing or additional students

• Reconcile information gathered in the Consolidated Federal Data Collection (CFDC)

LEP Data Entry

Validate Counts

Approving Counts

Record Change Request (RCR) Form

• http://eldnces.ncdpi.wikispaces.net/LEP+Coordinators• Consolidated Federal Data Collection (CFDC)

• CFDC Record Change Request (RCR) for LEP, W-APT, and Immigrant Sites

Record Change Requests• Be sure to submit complete documentation

• In most cases, the original HLS

• RCRs should not be submitted to change demographic information

• Reminders: • RCRs should be saved as a (.doc) or (.docx)• Password Convention is LEP, all uppercase, and the LEA # (e.g.,

LEP010)

Duplicates• Three types of duplicates

• Students showing up twice in the CFDC• Mass process will be applied at COB 9/30

• Students who have been issued new id numbers• Remedy tickets should be submitted through PS Admin• Document the two numbers on the duplicates form and return to NCDPI

by COB October 21, 2013

• Students who have been issued 5-digit id numbers• Document the student information on the duplicates form and return to

NCDPI by COB October 16.

LEP Duplicate Reconciliation Form• Multiple Numbers

• Lea Code• School Code• NCWISE Id• PS Id• Student Last Name & First Name• DOB• Grade

• Series Id• Lea Code• School Code• PS Id• Student Last Name & First Name• DOB• Grade

Private Schools• Private School students me be in PowerSchool• Enroll them in the LEP School (LEP, 293)• Create the LEP entry in the CFDC

Important Dates to Remember• Headcount Window 10/2/13 – 10/25/13

• Series Id DuplicatesDue no later than 10/16/13• Students with 5 digit id numbers starting with 10---

• Multiple Id Duplicates Due no later than 10/21/13• Students with former NCWISE ids and newly issued PS ids

• Final Tier Verification Completed by 11/22/13

Questions