Data Collections Conference

Student Record UpdateFY 2011

Student Record

Student Record provides a year-end, cumulative record of student program participation and various activities for the fiscal year.

Student Record provides data used in the AYP determination process, state report card, federal reporting, program audits and evaluations, and open records requests.

Student Record

System SchoolStudentCourseDiscipline

EnrollmentSpecial EducationProgramAddress

Comprised of Nine (9) Record Types

Student Record Timeline

February 2, 2011 – Transmission window opens

February 11, 2011 – Initial transmission of Student and Enrollment records

April 8, 2011 – Deadline for duplicate resolution

June 15, 2011 – Deadline for Student Record transmission

Student Record UploadsSR – How Districts Upload

Second Deadline

Anytime

Initial Upload

SYSTEM

PROGRAMSPECIAL ED

ADDRESS DISCIPLINE

SCHOOL STUDENT

ENROLLMENT

Often Last Due to Grades – MayCOURSE

General Changes

Adding GTID to all record types where it is not currently listed

Adding GTID and student name to error report for selected errors on all record types

Reviewing existing edits and business rules related to program requirements

Adding new reports and revising existing reports

SUMMARY OF CHANGES

ELL StatusNew Edit – Student reported as ELL = Y in FTE 1 or 3 but is not identified as ELL in Student Record.

New Edit – Student reported as ELL = N in Student Record, but was reported ELL = Y in previous Student Record.

STUDENT LAYOUT

Date Entered 9th GradeNew Edit – Student’s date entered 9th grade is in the current fiscal year, but the student is not in 9th grade.

STUDENT LAYOUT

STUDENT LAYOUT

Environment Code Must equal one of the following codes: ‘1’ - Resides in a local institution for neglected‘2’ - Resides in a local institution for delinquent‘3’ - Is homeless‘4’ - Is an unaccompanied youth

Unaccompanied Youth will be included in the count of homeless students on the student level reports.

All homeless students are eligible for FREE meals.

STUDENT LAYOUT

Environment Code Values for Environment Code are mutually exclusive.

Funding is associated with correctly coding the student’s environment code.

If student is homeless at any point during the school year, then report the student as homeless in Student Record.

STUDENT LAYOUT

STUDENT LAYOUT

International Exchange StudentsResident status in FTE (‘7’ – International Exchange Student)

School Entry Code = ‘O’

When student transfers to another district during the current school year, the student will resident status and entry code

School entry code cannot be used for more than one school year.

STUDENT LAYOUT

International Exchange StudentsWithdrawn student as of the last day of school with withdrawal code ‘X’. Not eligible for Special Education or ELL servicesNot included in immigrant student counts.Allow missing date entered 9th grade and do not include in calculation for graduates.Enter the primary language and place of birth

STUDENT LAYOUT

International Exchange StudentsMain questions to be answered via collection of data:

Who are these students? (identification of resident status)Where are they? (System and school codes)How long have they been here? (Enrollment data)Where are they from? (Place of birth)What is their primary language? (Primary language)

STUDENT LAYOUT

Report course data for students in grades K-12.

Final grades are optional, NOT required, for students in grades K-5.

If you report final grades for students in grades K-5, both standards-based grades (E, M, N) and the traditional grades (A,B,C,D,F) are valid.

COURSE LAYOUT

COURSE LAYOUTNew Edits

WBL course reported for student whose grade level is less than 10th grade.

Modified EditsNumeric grades – require numeric grades for courses with

credit hours greater than zero. See SBOE 160-4-2-.13

ELL Delivery Model (EDM)- Add new EDM – Sheltered Content

New Report Safe and Drug Free Schools

SB 332/HB1103 – Disciplinary and placement actions taken regarding students who brought a weapon to school. Number subject to disciplinary or placement action Age and grade level of such students Students' race and gender Students' special education status, if applicable Type of weapon involved Type of discipline administered Type of placement given the student, if any

DISCIPLINE LAYOUT

ENROLLMENT LEVELNew Edit

The student was not reported in either FTE count, but the student has enrollment record(s) with beginning or ending date(s) in current fiscal year and was active on the FTE 1 or FTE 3 count date.

Issue is whether or not student should have been reported.

PROGRAM LAYOUT

Modified EditsAdding Career Academy as a program typeRevising the Alternative Education program codes to reflect new board rule.– Crossroads no longer valid.

REMINDERS

(e) Secondary School Credential - a document awarded to students at the completion of the high school experience .1 . High School Diploma

2 . High School Certificate - the document awarded to pupils who do not complete all of the criteria for a diploma or who have not passed the state assessmentrequirements as referenced in Rule 160-3-1-07 Testing Programs – Student Assessment, but who have earned 23 units . (THIS IS NOT A RETAINED 12th GRADE STUDENT)

3 . Special Education Diploma

REMINDERS

Students assigned to alternative education programs or non-traditional programs are not reported in Student Record as withdrawn from the home school.

If a student attends an alternative education/non-traditional program, the enrollment record reported in Student Record should have no break in enrollment.

REASON: The alternative education/non-traditional program (school code 6XXX) is not a “school.” It is a program. Student data must be reported through the home school.

Questions & Answers