Data Systems Training

September 11, 2019

This document can be downloaded via the System Support page

https://tinyurl.com/y3dwfacg

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Who are the Members of the Systems Management Team?

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l

Name Role Email

Rebecca Lamury Director of Information Systems Rebecca.Lamury@la.gov

Sherry Randall Data Systems Manager Sherry.Randall@la.gov

Tara Baylot SPC, SPS, SIS systems manager Tara.Baylot@la.gov

Barrett Adams STS and CUR systems manager Barrett.Adams@la.gov

Bernetta Sims SER and TSDL systems manager Bernetta.Sims@la.gov

Michael Zanovec PEP systems manager Michael.Zanovec@la.gov

Jayanthi Sothirahah CVR and eScholar systems manager Jayanthi.Sothirajah@la.gov

Yaxin Liu AFR Yaxin.Liu@la.gov

Miscellaneous School Finder, Secure Portal, Retire/Split LASIDs

SystemSupport@la.gov

Objectives

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At the end of this webinar, you should be able to:• Understand data submissions to the LDOE Application Systems• Understand the annual data submission calendar• Identify the collections, the systems where the data is collected, what

data is collected, and understand why the data is important• Understand data reporting and the impact to accountability and funding• Understand what communication resources are available

Agenda

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Part I – Uploading Data and Ensuring Data Quality

• Data Submissions•Understanding The Data Collection Calendar

• Always Open Collections

• Fall Collections

• Spring Collections

• End-Of-Year Collections

• 2018-19 EOY Collection Closeouts

• 2019-20 Collections Open or Opening Soon

• Student Transcript System (STS)

Part II – Data Support, Tools, Other Guidance, Next Steps, Questions

• Benchmark Calendar• Validation Reports• Common Issues/Risks of Inaccurate Data Reporting• Data Coordinator Webinar• Other Supports

Data Submissions

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Data Collection Calendar

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• Data is collected in several application systems all throughout the school year.

• Most of the application systems are only open during scheduled data collection periods

• Others are open all throughout the school year with snapshots taken during the scheduled data collection periods

Data Collection Calendar

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ALWAYS OPEN Collections

FALL Collections

SPRING Collections

END-OF-YEAR Collections

For assistance, contact SystemSupport@la.gov

Data Collection Periods

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Collection Periods Collection Name Application Systems

Daily Collections SPS, eScholar Uniq-ID, DirectMatch, STS, AFR, SER

Fall Collections Oct 1 MFP/IDEA SPC, SIS, SER

Oct 1 CLASS SPC, SIS, CUR, PEP

TSDL Fall TSDL

Spring Collections Feb 1 MFP SPC, SIS, SER

TSDL Spring TSDL,STS

STS Mid-Year STS

CVR CVR, SPC, SIS, CUR, PEP

End-Of-Year Collections EOY SPC, SIS, SER, AFR, PEP, STS

Always Open Collections

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System(s) What Data Is Collected

Why The Data Is Important

eScholar Uniq-ID Student demographic and enrollment data

• For maintaining a unique ID (LASID) for every student in Louisiana

• For identifying active student enrollment• For validating student non-Pii data when

submitting to other LDOE systems

eScholar DirectMatch Student free lunch eligibility when matched to SNAP

• For identifying students directly certified to receive free meal benefits

Special Education Reporting (SER)

Special education student data

• Monitoring the timeliness and appropriateness of services

• Federal reporting and compliance• IDEA and MFP funding (snapshots taken for

Oct 1 and Feb 1)

Always Open Collections (contd.)

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System(s) What Data Is Collected

Why The Data Is Important

Sponsor Site (SPS) District and school information for public and nonpublic schools

• To link major data collection efforts of all LDOE application systems

• Data used to produce the school directory

Compass (CIS) Staff observations and evaluations

• Annual Evaluations

Fall Collections

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Collection• System(s)

What Data Is Collected Why The Data Is Important

TSDL Fall Collection• Teacher Student Data Link

(TSDL)

Fall class schedules for students taking LEAP 2025 assessments

For pre-gridding Fall LEAP 2025 assessments

Oct 1 IDEA/MFP Collection • School Calendar System (SPC)• Student Information System

(SIS)• Homeless Tracking System (HTS)

• Planned district and school calendars

• Oct 1 student enrollment, attendance, discipline, attendance, lunch status, homeless and other indicators (504, ESSA, etc.)

• Homeless services data

• Critical for IDEA and MFP funding

• ED Calculations

K-3 Assessment Collection• Student Information System

(SIS)* New stand-alone collection

• Kindergarten entry assessment data

• K-3 literacy assessment data

Kindergarten growth analysisK-3 Literacy analysis

Fall Collections (contd.)

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Collection • System(s)

What Data Is Collected Why The Data Is Important

Oct 1 CLASS Collection• School Calendar System

(SPC)• Curriculum System (CUR)• Student Information

System (SIS)• Profile Of Educational

Personnel System (PEP)* PEP Budget collection has been eliminated

• Planned district and school calendars

• Course data• Student and teacher

schedules for classes offered/planned for the entire school year

• Student and teacher CTE/CDF class schedules.

• Staff salaries• Staff tenure

• For calculating value added student growth data (VAM)

• Workforce Reporting• CTE-Career Tech Education and

CDF-Career Development Fund counts (funding)

• Class size reporting (Audit data)

Fall Collections - Oct 1 CLASS

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Spring Collections

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Collection • System(s)

What Data Is Collected Why The Data Is Important

TSDL Spring Collection• Teacher Student Data Link

(TSDL)

Spring class schedules for students taking LEAP 2025 assessments

For pre-gridding spring LEAP 2025 assessments

Feb 1 MFP Collection• School Calendar System (SPC)• Student Information System

(SIS)• Homeless Tracking System

(HTS)

• Planned district and school calendars

• Feb 1 student enrollment, attendance, discipline, lunch status, homeless and other indicators (504, ESSA, etc.)

• Homeless services data

• Critical for IDEA and MFP funding

• ED Calculations• Attendance reporting• Discipline reporting

Spring Collections (contd.)

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Collection• System(s)

What Data Is Collected Why The Data Is Important

STS Mid-Year Collection• Student Transcript System

(STS)• eScholar FTP

• Mid-Year transcripts• Student credentials

• For determining graduation eligibility

• Important for accountability• For determining admission to

post-secondary schools• Important for TOPS and other

financial aid decisions

CVR Collection• Curriculum Verification and

Reporting (CVR)• Curriculum System (CUR)• Student Information

System (SIS)• Profile of Educational

Personnel System (PEP)

Teacher and student class schedule and roster corrections

Curriculum Verification and Reporting

for Value Added Model (VAM)

End-Of-Year Collections

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Collection • System(s)

What Data Is Collected Why The Data Is Important

SIS EOY Collection• School Calendar System

(SPC)• Student Information System

(SIS)• Homeless Tracking System

(HTS)

• Final district and school calendars

• Final student enrollment, attendance, discipline, lunch status, homeless and other indicators (504, ESSA, etc.)

• Homeless services data

• Reporting of final/actual school calendars

• Reporting of final student data

PEP EOY Collection• Profile Of Educational

Personnel (PEP)

• Final staff data including salary, tenure and non-attendance data

Preparation of the Educator Workforce reports.

STS EOY Collection• Student Transcript System

(STS)

• End of Year transcripts• Student credentials

• For determining graduation eligibility

• Important for accountability• For determining admission to

post-secondary schools• Important for TOPS and other

financial aid decisions

End-Of-Year Collections (contd.)

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Collection • System(s)

What Data Is Collected Why The Data Is Important

Dropout Corrections (SIS EOY Prior Year)• Student Information

System (SIS)

• Corrections to students who are listed as potential dropouts but who exited as legitimate leavers.

Potential dropouts that are not corrected may affect a school’s School Performance Score (SPS).

AFR EOY Collection• Annual Financial Reporting

System (AFR)

Final district financial data • Preparation of the Annual Financial and Statistical Report

• To satisfy various fiscal information requirements of the Legislature, US Census Bureau, National Center for Education Statistics (NCES), and National Education Association (NEA)

2018-19 Collection Closeouts

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2018-19 Annual Financial Reporting Closeout

Collection Open/Deadline

Annual Financial Report (AFR) EOY

•2018-19 Annual Financial Data is due by

September 30th of each year per Louisiana

R.S. 17:92

• Deadline: October 1 (for on-time

submission)

• Ratings from Finance Audit:• EXCELLENT if submitted by October 31

• GOOD if submitted by November 30

• NEEDS IMPROVEMENT if submitted by

December 28

• UNACCEPTABLE if submitted on or after

December 31

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2018-19 Dropout Correction Closeout

Collection Deadline

Dropout Corrections

• 2018-19 SIS EOY – Exit graduates and

other legitimate leavers reported as

potential dropouts (Exit Reason, Exit

Date, Option Code)

• Deadline: December 2

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Dropout statistics are reported at the school district level and based on a “snapshot” count of

students at the beginning of the school year.

• Ensure the required documentation is on file when properly exiting students

• Refer to Bulletin 111 regarding Cohort Graduation Index, Exit Reason Codes and required documentation

For additional information, please refer to the August 5 Data Coordinator Webinar and the Dropout Reporting in the Training Library.

For assistance, contact Tara.Baylot@la.gov

2018-19 Student Transcript System (STS)EOY Collection Closeout

Collection Deadline

Student Transcript System (STS) EOY• Complete transcripts for all students (grades T9-12)

including summer transcripts and certify sites. • Ensure IBC transcript records have been submitted

to STS for those students earning IBCs. • Ensure 2018-19 IBCs have been loaded to eScholar

FTP for audit and backup documentation purposes

• Deadline: September 30

• CATE Pull from STS: September 13

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Summer Graduates: • In STS, students who meet graduation requirements by August 31, 2019 are considered

2018-19 current year graduates. • In STS please exit graduates on the date they met their graduation requirements.

For assistance, contact Barrett.Adams@la.gov

Preparing for 2019-20 Data Submissions

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Preparing for 2019-20 Data SubmissionsSecurity and System Access

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Data Coordinators and Superintendents• Ensure the Security Coordinator has been identified. If changes are needed, notify

SecurityDOE@la.gov to get the proper authorizations to access the LDOE systems.

• Verify/request access if there are new staff requiring access to the Secure Portal. Send email to SystemSupport@la.gov

• Using TAS, assign staff within your school system access to systems. Add access for new staff. Remove access for staff no longer at the school.

• Pursuant to R.S. 17:3914, school systems must have a contract or data sharing agreement in place with private vendors that deliver services in order to share personally identifiable student data. • Review the 2019-20 list of data sharing agreement to identify which ones are

new and/or expiring. • For each agreement needing to be completed, school systems should:• Download the addendum, get the appropriate signatures and scan.• Use the submission link to submit the form to LDOE.

For assistance, contact ldedata@la.gov

Preparing for 2019-20 Data SubmissionsData Manager Resources

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Data Managers

• Review 2019-20 Benchmark Calendar

• Ensure your vendor has programmed the 2019-20 system enhancements

• Ensure sponsors and sites have been verified and certified in the Sponsor Site System (SPS). Refer to the Sponsor Site (SPS) User Guide (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

• Ensure we have a current list of data managers for each of the systems.

• Connect with LDOE system managers for specific system questions (SPC, SIS, SER, STS, PEP, AFR, etc.)

• Review training modules posted in the Training Library

For assistance, contact SystemSupport@la.gov

Sponsor Sites System (SPS)New School Year Startups

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• There were deadlines earlier in the summer for submitting Sponsor Site update requests for 2019-20 sponsor and site data.

• Certain data can be updated directly in SPS by the data manager:• Administrators Name, Position Title, Email Address• Phone number and fax number• Website Links (School Website, Facebook, Twitter)• Clubs Offered• Sports Offered• Drop-off and pickup times

• All sites should be certified in SPS by September 30

• All SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month.

Please refer to the 2019-20 SPS User Guide for additional information about how to certify sites (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Tara.Baylot@la.gov

Sponsor Sites System (SPS)Validation Reports

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Validation Reports for each Sponsor and Site is available in the Data Validation folder on the DM FTP. Please use these reports to verify information for your school system.

Please verify sponsor and site data and certify in SPS by September 30

For assistance, contact Tara.Baylot@la.gov

eScholar Uniq-ID

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Louisiana Secure ID System (eScholar) Uniq-ID – New School Year Startup

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• During the summer, LEAs submit their expected student enrollment to eScholar for 2019-20

(Ending School year-ESSY=2020) and Location Active Flag (Active="1" or Inactive="0").

• Uniq-ID student data submissions is required before student data can be submitted to the

LDOE application systems which contain student data (e.g. SIS, STS, SER, TSDL, etc.).

• REMINDER: You need to assign a new LASID for a student ONLY IF the student:

• has never been enrolled or not enrolled within the last 5 years in any public or charter

school in the State, has never received any special education services (SER) in the State -

including students previously enrolled in a nonpublic school or preschool students.

• All other students should already have a LASID in eScholar. You will need to upload these

students into eScholar and match their LASID through the Near Match process.

Please refer to the 2019-20 eScholar Uniq-ID User Guide for additional information about uploading files, running reports and downloading files (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID – Master Record Protocol

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Master Record Protocol

eScholar Uniq-ID system stores current student data in the Master student record.

Master record is needed to….

● Submit student enrollment at the beginning of the school year with the Location Active

Flag =1 [Active].

● Edit student records in eScholar for systems validation

● Pull data from the active record for DRC-non summative testing

It’s very important that all online updates made in eScholar, are also made in your local

system.

During data submission for the student systems (SIS, SER, STS, and TSDL), the validation

process first looks for the Master record and if not found will look for the history record for

the student.

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID – Impact of Missing SSNs or Addresses

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Social Security Number:

• Is not required to be submitted to eScholar, however it is important for other reasons such as Financial Aid and Funding;

• Financial Aid

• LOSFA/Board of Regents - for post secondary admission decisions• TOPS scholarship

• Funding

• Direct Certification- SNAP near matching• Economically Disadvantaged

• Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages.

Address Information:

Student address information is not required to be submitted to eScholar, however it is important for the matching algorithm and in producing better match results in DirectMatch

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID

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On occasion you may find that through a submission error, a student has more that 1 unique ID (LASID). In this case one of the LASIDs should be retired. Please complete the RetireID form to retire the LASID.

In addition, you may find that a student is sharing a LASID with another student. In this case, the data for the students must be split into 2 LASIDs. Please complete the SplitID form to correct the LASIDs.

• Email the completed RetireID form or SplitID form to Anantha.Lakkakula@la.gov• RetireID and Split ID requests are processed weekly. • LEAs who reported the retirement or split will receive an email with further instructions on

how to update the information in their local and LDOE data systems.

For assistance, contact Anantha.Lakkakula@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID - Frequently Asked Questions

32For assistance, contact Jayanthi.Sothirajah@la.gov

QUESTION RESPONSE

What happens if I submit students who are not enrolled this school year? Will this cause students to be listed as a “drop out”?

This will not cause a ‘drop-out’ problem because ‘dropouts’ are reported in SIS and not in eScholar. If you reported your expected enrollments earlier in the 2019-20 school year, but those students are not actually enrolled, you should update the students’ active flag to “0” = Inactive for 2019-20.

What happens to a student who had been reported incorrectly in eScholar and completely deleted in our local system for the 2019-20 school year?

There is no impact in eScholar. However, you should update their active flag to 0 = Inactive for 2019-2020

eScholar DirectMatch

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Louisiana Secure ID System (eScholar) DirectMatch – New School Year Startups

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• For the beginning school year, Food and Nutrition staff will need to work with their eScholardata manager to coordinate their DirectMatch runs with their Uniq-ID updates.

• Food and Nutrition staff should refer to the SFS-19-x148 posted on the CNP website.

• Once expected and/or actual student enrollments have been submitted to Uniq-ID for ESSY=2020, you can begin running DirectMatch to match those enrollments against SNAP

Failure to submit expected enrollment to Uniq-ID prior to running the first DirectMatch run will result in significantly fewer matches.

• As new students are enrolled or as student information updates are needed, additional runs of Uniq-ID and DirectMatch are needed

• Once the 2019-20 Oct 1 MFP Fall collection opens for SIS, it’s important to report lunch status updates to SIS for all students.

• Please refer to the 2019-20 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID, running reports and downloading files (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions

35For assistance, contact Jayanthi.Sothirajah@la.gov

QUESTION RESPONSE

How often should DirectMatch be run?

• Can be run as needed for individual students (e.g.

new students)

• Suggested to run monthly for all students with a

previous NO MATCH decision in order to get updated

results based on the most current SNAP file loaded

monthly to DirectMatch. Refer to SNAP Monthly

Update Schedule.

How can I get notifications when the SNAP file is available?

• In order to receive notifications, you must first register on the CNP website: https://cnp.doe.louisiana.gov/

• Please refer to the instructions listed in the CNP

Registration for SNAP Update Notifications

document.

2019-2020 SNAP Monthly Update Schedule

36For assistance, contact Jayanthi.Sothirajah@la.gov

*Please ensure you have run Uniq-ID for ESSY=2020 with the expected and/or actual enrollments for the 2019-20 school year prior to running DirectMatch. Each month, run DirectMatch for any new student enrollment and for any students who were a NO MATCH for the prior month’s run of DirectMatch.

Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions

37For assistance, contact Jayanthi.Sothirajah@la.gov

QUESTION RESPONSE

What are some current concerns about the DirectMatch process

• Coordination of work between the SIS Manager and the Food and Nutrition staff.• Throughout the school year, runs of Uniq-ID

and DirectMatch should be coordinated to ensure all enrolled students are matched against the SNAP file and students eligible for free lunch are reported to SIS.

• Coordination of work between the SIS Manager and Food and Nutrition staff for Charters• If any of your school system charters handle

their own food service, ensure eligible students are identified and reported properly to SIS.

Louisiana Secure ID System (eScholar) DirectMatch - Frequently Asked Questions

38For assistance, contact Jayanthi.Sothirajah@la.gov

QUESTION RESPONSE

We are now in the month of September and I have not run DirectMatch. Is it too late?

• It is not too late. Because the SNAP data loaded to

DirectMatch is cumulative, when you run

DirectMatch you will be matching against all of the

files that have been loaded to the DirectMatch

system for the 2019-20 school year (beginning with

the June file) to get the most up to date results.

• If you need to know the earliest date a student was

matched to SNAP, you can run DirectMatch reports.

• It’s important to run DirectMatch monthly to capture

the SNAP match data each month as it becomes

available.

Curriculum Verification and Reporting System (CVR)

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Curriculum Verification and Reporting System (CVR)

40For assistance, contact Jayanthi.Sothirajah@la.gov

• Provides teachers the opportunity to review and correct their courses and student rosters for the purpose of value-added (VAM) analyses.

• Populated by the source systems (SIS, CUR, PEP) submitted by the school systems

• Ensures that teachers are able to verify the teacher-student links for accuracy

• CVR data are used to calculate the teachers’ VAM scores. VAM scores contribute to 35% of a teacher’s overall evaluation.

View-only # 1: November 1 – December 13, 2019

View-only # 2: March 2-13, 2020Verification: May 4-22, 2020

CVR Portal: https://leads13.doe.louisiana.gov/cvr/CVR helpdesk: LDOECVR@la.gov

2019-20 Fall Collections

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Oct 1 MFP/IDEA Collection

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Collection Name

Application System – What Data is Collected SCHEDULE

Oct 1 MFP/IDEA

• School Calendar (SPC) – Planned calendars • Open

• Opened: September 9

• Opened: September 9

• Student Information System (SIS) – Student data for all students enrolled on 10/1 including enrollment, attendance, discipline, lunch status, ED status, homeless and other indicators (504, etc.)

• Homeless Tracking System (HTS) – K-12 and underage Homeless student service data.

• Special Education Reporting (SER) - IDEA Oct 1 -IDEA Counted, Not Counted, New FAPE Counted, Not Counted, FED Eval Listing Pub/Private, Pub/Private, SER/SIS, SIS/SER Cross Check Reports, and SER/SIS Cross Check (Child Count Compare) Report.

Student Information System (SIS)SIS Reporting Guidance

43For SIS assistance, contact Tara.Baylot@la.gov

• For SIS reporting guidance, please refer to the August 5 Data Coordinator Webinar

○ Reporting Homeless data

○ Correcting Multiple Enrollments

○ Enrolling and Exiting displaced students from Hurricane Barry

○ Reporting students attending the Louisiana National Guard Youth Challenge Program

○ Alternate Assessment Jumpstart Students (L1)

○ Students who can return until age 22 and how to report in SIS, SER, STS

Oct 1 MFP CollectionFrequently Asked Questions

44For SIS assistance, contact Tara.Baylot@la.gov

QUESTION RESPONSE

How often does Student data need to

be reported to SIS?

Student data should be reported to SIS during all open data collection periods (October 1 MFP, October 1 CLASS, February 1 MFP, End-Of-Year).

I am trying to upload our student

data. However, I am not able to select

the upload tab on the homepage.

What am I doing wrong?

Please verify you are using a compatible version of Internet Explorer (IE). For troubleshooting, refer to the section SCREEN DISPLAY PROBLEMS of the SIS User Guide.

I am receiving a message “The

maximum concurrent uploads is 6.

There are currently 4 uploads

processing. Please try again later.”

What does this mean?

A maximum of 6 concurrent uploads is allowed to the SIS system. Other districts may be uploading at the same time. Try again and schedule your uploads periodically throughout the day to alleviate the problem.

Oct 1 MFP CollectionFrequently Asked Questions

45For SIS assistance, contact Tara.Baylot@la.gov

QUESTION RESPONSE

How Do I Obtain A Louisiana

Secure ID (LASID) for a Student?

A LASID is assigned to each student by the eScholarLouisiana Secure ID System. For information regarding assigning and maintaining LASIDs, contact eScholar at LouisianaSecureID@escholar.com

I have a student who has turned 22. Do they count for MFP?

If a student turns 22 before the first day of school they do not count for MFP. If a student turns 22 any time after the first day of school, then they do count for MFP.

How is free or reduced lunch data reported in SIS?

To determine student eligibility for free lunch, they should be matched through the DirectMatch system and reported to SIS. Please see APPENDIX D - DATA ELEMENT FREE OR REDUCED PRICE LUNCH ELIGIBILITY in the SIS User Guide for information about how to report a student’s meal status in SIS.

K-3 Assessment Collection

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Collection Name Application System – What Data is Collected

SCHEDULE

K-3 Assessment* New stand-alone collection

• Student Information System (SIS) –Kindergarten entry assessment results and K-3 literacy assessment results.

• Opens: October 7

During this collection, school systems must submit the results of certain Kindergarten entry assessments and K-3 literacy assessments. Please refer to the following resources for additional information regarding Pre-K to 3rd grade assessments and reporting requirements. Please email Assessments@la.gov with questions. • Kindergarten readiness and K-3 literacy screeners• DRDP-K• GOLD Guidance• K-2 Pilot Library• KEA and K-3 Literacy Screening Guidance• Kindergarten-Grade 3 Assessments Fact Sheet• PreK-Grade 3 Guidebook for Site and System Leaders

For SIS assistance, contact Assessments@la.gov

K-3 Assessment Collection (contd.)

47For SIS assistance, contact Tara.Baylot@la.gov

What’s different from last year• Beginning 2019-20 K-3 data is collected in the Student Information System (SIS) in

this stand-alone K-3 Assessment collection.• LEA’s will send one record type (141) (previously the 140 record)• Each 141 record will include student demographic information and assessment

results. The demographic information will be validated against eScholar in the same way that demographic information is validated in other SIS collections (LASID, partial first and last name, local ID, day of birth, ethnicity, gender, etc.). • For Kindergarten students, the record will also include KEA entry assessment results

and Literacy Screener results• For 1st – 3rd grade students, the record will also include Literacy Screener results

How to verify the data reported• Validation reports and rosters will be provided and dropped on the DM FTP site

For additional information, please refer to the 2019-2020 LDOE System Enhancement Technical Specifications document and the 2019-20 SIS User Guide (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

K3 Assessment Collection (contd.)Frequently Asked Questions

48For SIS assistance, contact Tara.Baylot@la.gov

QUESTION RESPONSE

For the 3 Literacy Screener tests (DIBELS Next, STEEP, STEP), what are the scores that should be used?

Please refer to the Literacy Screener Assessment Scores guidance in the SIS User Guide.

How is K3 data submitted to SIS? K3 data will be submitted in a stand-alone collection. LEAs will send one record (141) per K-3 student which will include all student demographic Information, K-3 Literacy Screener Information, and Kindergarten Entry Assessment information (similar to the single TSDL record). This is the only record type to be submitted to this collection.

Does K3 record upload in SIS require a Calendar (SPC) upload?

No. The K3 record upload does not require a calendar upload.

Oct 1 CLASS Collection

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Collection Name

Application System – What Data is Collected SCHEDULE

Oct 1 CLASS • School Calendar (SPC) – Planned calendars • Open

• Opened: September 9

• Opened: September 9

• Open

• Opened: September 9

• Student Information System (SIS) – Student data for all students enrolled on 10/1 including enrollment, attendance, discipline, lunch status, ED status, homeless and other indicators (504, etc.). Also includes class schedules for classes offered/planned for the entire school year including CTE/CDF class schedules and Interest and Opportunities class schedules.

• Homeless Tracking System (HTS) – K-12 and underage Homeless student service data.

• Curriculum System (CUR) - Course data and Class schedules.

• Profile Of Educational Personnel System (PEP) –Teacher data including salary and tenure, teacher class schedules for classes offered/planned for the entire school year including CTE/CDF class schedules

* PEP Budget collection has been eliminated

Oct 1 CLASS Collection (contd.)

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What’s different from last year

• PEP: The PEP Budgeted collection has been eliminated. PEP budget data previously reported to this collection should now be reported to the Oct 1 CLASS collection

• Interest and Opportunities: The Louisiana’s ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education, exposing them to diverse areas of learning in which they can develop their skills and talents.• Additional class schedule reporting is required in each system to support the Interest

and Opportunities measures. These include class schedules for students in grades K-8who are enrolled in Physical Education, Visual Arts, Performing Arts, and World Languages classes.• CUR: Class Schedules• PEP: Teacher Class Schedules• SIS: Student Class Schedules

For SIS assistance, contact Tara.Baylot@la.gov

Interests and Opportunities: Key Dates and Resources

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The following 2019-2020 Interests and Opportunities resources are now available in theAccountability Resources Library:

• Course Code List

• FAQ

• Sample CLASS validation report

• Interests and Opportunities Policy Summary

• Teacher Leader Summit Session Presentation

For assistance, contact Jill.Zimmerman@la.gov

Activity Purpose Dates

Online Principal Survey (distributed via data managers)

Survey completion makes up 2.5-5% of 2020 SPS for all schools

Sept. 30 - Nov. 1

October CLASS Collection (CUR, PEP, SIS)

Enrollment in PE, visual art, performing art, and world language courses makes up 2.5% of 2020 SPS for grades K-8

October 1 - (on or near) January 8

Oct 1 CLASS Collection (contd.)Frequently Asked Questions

52For SIS assistance, contact Tara.Baylot@la.gov

QUESTION RESPONSE

When should the data be submitted Non-CTE/CDF class schedules should be submitted by the 12/2 deadline.

CTE/CDF class schedule updates (To capture 2nd

semester CDE/CDF class schedule changes) should be submitted by the January 7, 2020 deadline.

Fall TSDL Collection

53

Collection Name Application System – What Data is Collected

SCHEDULE

TSDL Fall • Teacher Student Data Link (TSDL) - Fall class schedules for students taking LEAP 2025.

• Deadline: September 23

• Submit class schedules for those students taking the test at the end of the first semester only. End-of year testers should be submitted in the TSDL Spring collection.

• Retesters: Handled through the DRC online platform.

Refer to the 2019-20 TSDL User Guide (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

English III courses have been phased out for the 2019-20 school year. The LEAP 2025 Course Code List can be found in the back of the TSDL User Guide.

For TSDL assistance, contact Bernetta.Sims@la.gov

● Algebra I● Biology● English I● English II● Geometry● US History

Fall TSDL Collection (contd.)Frequently Asked Questions

54For SIS assistance, contact Bernetta.Sims@la.gov

QUESTION RESPONSE

How are my Fall testers identified in my TSDL submission?

Fall testers are those who are in a LEAP 2025 HS course with a class ending before January 15th, 2020.

What grade levels should be uploaded in to TSDL?

It should include any 8th grade students who are earning a credit for a high school course, along with 9th - 12th graders taking a LEAP 2025 course for the first time.

● It should not include students who are taking the grades 3-8 assessments.

How are my Spring testers identified in my TSDL submission?

Spring testers are those who are in a LEAP 2025 HS course with a class ending after January 15th, 2020.

Do I upload any of my LEAP 2025 Retesters in my Fall or Springsubmissions?

All retesters are handled through the DRC online platform. Call DRC LA HelpDesk (888) 718-4836. If you have questions, please contact Bryan.Gendron@la.gov

2019-20 System Enhancements Special Education Reporting System (SER)

For assistance, contact Bernetta.Sims@la.gov

SER Training - Alt Assessment, IEP Forms and Eval Changes:

• A SER Enhancement Training was held on July 11th & July 17th, you will be able to find the presentation on the Louisiana Believes website HERE in the Students with Significant Cognitive Disabilities (SWSCD) library under the Trainings and Overviews section titled SER Training Alt Assessment, IEP Forms and Eval Changes.

55

2019-20 System Enhancements (contd.)Special Education Reporting System (SER)

For assistance, contact Bernetta.Sims@la.gov

Alternate Assessment Enhancements

SER enhancements for the 2019-2020 school year have been completed and available in SER

The Department added these additional enhancements to the SER system to incorporate

recent policy changes. These enhancements include:

• a checkbox added to each instructional plan page that reads, “Instruction Aligned to

Louisiana Connectors”

• two different LEAP Connect alternate assessment choices on the program services page

• new LEAP Connect forms aligned to high school cohort specific eligibility criteria

• revised version of additional documentation required for criterion 1.C.

The 2019-20 SER-IEP and SER User Guides for additional information (posted on the LA Believes

website see Data Systems – LDOE Data Systems User Guides).

56

Oct 1 MFP CollectionFrequently Asked Questions

57For SIS assistance, contact Tara.Baylot@la.gov

QUESTION RESPONSE

I have students showing up on my

Dropout report. What is the problem.

There are several reasons why students would show up on the Dropout Report• Graduates not being exited properly• LASID issues

Please refer to the Dropout Reporting training in the Training library.

Break

58

Everyone let’s please take a short 15 minute break.

Agenda

59

• Part I – Uploading Data and Ensuring Data Quality

• Understanding The Data Collection Calendar• Always Open Collections

• Fall Collections

• Spring Collections

• End-Of-Year Collections

• 2018-19 EOY Collection Closeouts

• 2019-20 Collections Open or Opening Soon

• Student Transcript System (STS)

• Part III – Data Support, Tools, Other Guidance, Next Steps, Questions

• Benchmark Calendar• Validation Reports• Common Issues/Risks of Inaccurate Data Reporting• Data Coordinator Webinar• Other Supports

Basic STS Information

• STS can start with 8th grade students

• STS policies are based off of when a student enters 9th grade

• All Carnegie and Experience credit must be put into STS each year.

• STS works in Beginning School Session Year (BSSY) so 2017-18 would be 2017.

• STS is open from December to October – it normally closes October 1 which ends the year and reopens near December 1 to start the new BSSY.

• Graduation dates before September 1 belong to the previous BSSY so a student that graduates on 8/30/18 belongs to the 2017 BSSY

• You are allowed to work in the current BSSY, but permission must be given to reopen previous school year – please email me the Prior Collection Period Access Request Form found on LEADS/INISGHT when requesting a prior collection to be opened

60For STS assistance, contact Barrett.Adams@la.gov

61

How STS works with other systems

For STS assistance, contact Barrett.Adams@la.gov

62

How STS Data is Used

For STS assistance, contact Barrett.Adams@la.gov

By Whom Purpose

High School StaffTo verify courses for determining whether or not students meets graduation requirements.

Colleges and UniversitiesBoard of Regents

College and university admissionScholarship eligibilityFAFSA CompletionParental Consent

LOSFA TOPS Awards eligibility

LDOE Cohort calculations

63

Student Transcript System (STS)Major Deadlines

For STS assistance, contact Barrett.Adams@la.gov

Date Action Item

Mid February BOR/LOSFA Midyear Harvest – grade level updates, mid year courses submitted, mid year graduates, and early evaluation of TOPS tracker

Mid June BOR/LOSFA End of Year Harvest – all coursework submitted and graduates are in OTS

Mid September CATE Harvest – coursework and IBCs are examined for accountability

Oct 1 – Dec 1 STS is unavailable

64

Historical Graduation Pathways

For student’s who entered the 9th grade in 2013 and below, these are the historical pathways that are available to them:

• C4 – Core 4

• C5 – Basic Core

• C6 – Core 4 with CTE

• CD – Historical Diploma

For STS assistance, contact Barrett.Adams@la.gov

65

Current Graduation Pathways

For traditional diploma pathways for students with a grade 9 entry of 2014 and above there are two main paths:

• TU – TOPS University Path - requires 24 units

• CA - JUMP START TOPS TECH – requires 23 units including a Jump Start Pathway

Must earn an IBC and be uploaded to eScholar FTP to graduate

• L1 – JUMP START CARERR DIPLOMA (LAA1) – requires 23 units/experiences

Must be identified in SER as LAA1 to be eligible

• ND – Not Declared – only used until April of 10th grade

For more information on the Graduation Pathways, click here: TU CA

For STS assistance, contact Barrett.Adams@la.gov

66

Comparison of Graduates between 2017 and 2018

Diploma Path 2016-17 2017-18C4 30,912 430C5 6,944 442C6 5 0CD 1,218 105TU 644 33,056CA 387 8,761L1 101 292

Total 40,211 43,086

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

C4 C5 C6 CD TU CA L1

Public Graduates between 16-17 and 17-18

2016-17 2017-18

For STS assistance, contact Barrett.Adams@la.gov

67

Career Option Codes (Pathways)

Any student on the C5, C6, CD, CA diploma paths require a career option code in order to be calculated for graduation.

Note: Any CA student with a blank or incorrect career option code will not be calculated for graduation.

Diploma Pathway Career Option Codes

C5 and C6 A01 – P06

CD CDV

CA R01 – T18

For STS assistance, contact Barrett.Adams@la.gov

Alternate Assessment Jumpstart Students (L1)

• Must be identified in SER, SIS, and STS• In SER, students can return until age 22. • In STS, Applied no credit courses can be used• In SIS, Option code=”9” [L1 Jumpstart Diploma Pathway/Track] must be used. • The diploma should not be awarded until a student has met all requirements for the

diploma including transitional services in preparation for post-secondary opportunities.• Once the requirements have been met:

• Exit in SER as HS Diploma (Alternate Assessment Jumpstart)• Exit in SIS with Exit Reason = “04” [diploma]• Exit in STS with a grad date

• For Accountability: • Will only belong to 1 cohort• Must be continuously enrolled up through graduation

68

Which Students Can Return

Students with disabilities with a prior year non-terminal exit are allowed to return until age

22. These exits includes the following:

● High School Diploma (Alternate Assessment Jumpstart - L1)

● High School Diploma (Alternate Assessment Grandfathered – CD)

● Certificate of Achievement

● HiSet

Students who return:

● Can work towards a terminal diploma

● Can be non-diploma seeking

69

How to Report Students who Return

70

Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit.

71

TOPS Awards TC and TJ

For 9th grade entry 2014 and beyond, there are two main categories for TOPS calculations used in STS:

For more information about the TOPS awards click here: TC TJ

TC (Previously R1) TJ (Previously T1 and T2)

TOPS Award Opportunity,Performance,Honors

Tech

Diploma Pathway TU and CA TU and CA

Core Credits Required 19 credits 21 credits

GPA 2.5 (TOPS Opportunity Only) 2.5

For STS assistance, contact Barrett.Adams@la.gov

72

STS – GPA Calculations

There are a few GPA calculations and you need to know which one you are using:

1. Overall: calculated based on all transcripts using BOR rules

2. Local: is supplied by the LEA – we do not calculate that one

3. TU/CA: uses BOR rules which all courses are 4 pt and any 5 pt are scaled down

4. TJ/TC: uses LOSFA rules which converts all letters in numbers based on course

code – only LOSFA approved course codes are 5s and all the rest are 4s.

TJ/TC are used by LOSFA for TOPS eligibility and does not round

For STS assistance, contact Barrett.Adams@la.gov

73

BOR/LOSFA 5 Point Values

Grade BOR (Diploma) LOSFA (TOPS)

A 4.0 5

B 3.2 4

C 2.4 3

D 1.6 2

F 0 0

Note:• Only the identified courses from LOSFA can be considered 5 point• This is based off of the course code not the course type• These only apply in their respective calculations• These are converted by the DOE• Putting in your own values may cause the GPA to be miscalculated

***NOTE Starting in 2019-20 both the diploma and TOPS award will use the regular 5 point rule.

For STS assistance, contact Barrett.Adams@la.gov

74

Which Courses are 5 Point Courses

The 5 point courses are determined by LOSFA and can be found in either the core reference table in STS or the Louisiana Believes website in the All Things Jumpstart or Graduation Requirements sections.

Please use the correct course code found here. The course code not the course type is what determines the point value.

Example: Using 120334 English IV and putting course type Honors is not the same as using the English IV Honors.

If you have students not found in eScholar or students without SSN in eScholar, you will see this message box appear.

Student Transcript System (STS)Homepage

75

76

Student Transcript System (STS)Site Screen Changes

1. Diploma Path column will display a check mark if all categories are met.

2. Total Credit Earned column will display the total credits for each student.

3. IBCs Count column will display the total number of IBCs each student has earned.

4. Awards column is where both TOPS awards will be calculated. It will display a check mark if all are met. Does not mean the GPA requirement has been met.

For STS assistance, contact Barrett.Adams@la.gov

The Export Summary to Excel Function

In the Student List screen on STS, right above the list of students is a button called Print & Export. If you hover over this button, it will expand to give several options. The first option is Export Summary to Excel.

For STS assistance, contact Barrett.Adams@la.gov 77

The Export Summary to Excel Function

This will create an excel spreadsheet for all students listed in the Student Site list. It will display their grade levels, the 3 calculated GPAs (Overall, Diploma, and TOPS), the diploma paths, the career option codes (pathways), FAFSA, GEE (assessment), and Parental Consent. You can apply a Filter to sort out student you need for example:

• Any 12 grader without a grad date or grad date error

• Any CA student without a career option code

• Any CA student without an IBC

• Any student without a FAFSA

• Any student without Parental Consent

• 9th graders with total credits earned

For STS assistance, contact Barrett.Adams@la.gov 78

The Export Summary to Excel Function

For STS assistance, contact Barrett.Adams@la.gov 79

80

Student Transcript System (STS)Viewing the IBC

With the addition of the 050 record type, IBCs now function like a transcript record. They can be viewed, added, or edited under the transcripts in the student’s record just like a normal transcript.

IBC documentation should be loaded into site (school) level folders by year on the eScholar FTP. They may be loaded in any standard format (e.g. jpg, pdf, docx, zip) and may use any desired naming convention you choose. See new STS User guide for upload instructions.

For assistance, contact Barrett.Adams@la.gov

81

Jump Start Graduation Pathways

There are currently 47 official pathways for Jump Start students.

The pathways are considered career option codes in STS (R01-T18)

The pathways are dynamic as they can be modified throughout the year. These changes should always increase student opportunities.

Each pathway description should describe:

• High demand careers related to the pathway

• Courses allowed (pathway specific, universal, and internships)

• Course information – code, credit, and qualifying for CTE/CDF

• Which IBC are associated with the pathway and their accountability point value

• A sample schedule

A list of all the pathways can be found at Jump Start Graduation Pathways

For assistance, contact Barrett.Adams@la.gov

82

Modifying Pathways, IBCs, or Courses in Jump Start

All LEAs can request a pathway be constructed or modified, have an IBC added to a pathway, or have courses created. Some changes take multiple steps as it may involve many departments including the Department of Education, Louisiana Workforce Investment Council, and BESE. More descriptive information can be found on Pathways site.

For assistance, contact Barrett.Adams@la.gov

83

Graduation Pathway Review Panel

The Panel meets “upon demand” and usually meets three a year.

Graduation pathways will be updated three times each year:

1) in August to start the new school year;

2) in January to reflect any “lessons learned” during the Fall semester; and

3) in April to accommodate changes that address potential graduation issues with seniors.

The Panel suspects it will schedule its meetings to correspond with the BESE meetings timed to allow approval of new pathways prior to each of these updates (i.e., BESE’s August, December and March meetings).

The Panel may also convene informal virtual meetings if there is a limited agenda that it can address and resolve in-between more extensive meetings.

For assistance, contact Barrett.Adams@la.gov

84

Creating or Modifying a Course

If the course does not exist or you feel it needs to be modified, there is the New Course Code Panel.

For a submission to be considered for a new code, it must meet one of the following criteria.

• The proposed course will be a core course which counts towards graduation.

• The proposed course will be part of an existing or new Jump Start or K-16 STEM pathway.

• The proposed course should be considered as worth 5 Quality Points (policy approval required).

Fall Submission Deadline: November 1, 2019Spring Submission Deadline : May 1, 2020

For more information, contact stephaniemarcum@la.gov

85

The Checkmark on the Site Level Screen

If a student has completed the required coursework for graduation or TOPS, a checkmark will appear.

Note – This does not check for GPA for TOPS

For assistance, contact Barrett.Adams@la.gov

Core Progress can be accessed from Student Detail Screen

1: Mouse over “Student Data”

2: Mouse over Student’s Name from dropdown--Popup will appear with list of Awards

3: Click on Core Progress you want to view

86For assistance, contact Barrett.Adams@la.gov

Core Progress ScreenTU Example

87For assistance, contact Barrett.Adams@la.gov

Core Progress ScreenTC Example

88For assistance, contact Barrett.Adams@la.gov

89

STS – Courses Not Showing Up in Calculation

There are few possible factors that could stop a class from showing up in the calculation:

• A better class was chosen

• The wrong course code was used

• The course is not in the Core Reference Table

• The course was submitted as halves without part numbers

• The course was submitted as half, but will not show until it is completed. Example – all AP, DE, and IB courses require you finish the entire credit to be used in the calculation

For assistance, contact Barrett.Adams@la.gov

90

STS – Courses Not Showing Up in Calculation Example

This LEA submits courses by semester. This student is a senior that is currently in Eng IV AP and DE pre calculus, but they are not shown because it is a full 1 year course and is not broken down in parts.

For assistance, contact Barrett.Adams@la.gov

Click on a student’s record to see the Transcript Detail

Student Detail Screen with Transcript Records

A student ‘s record can be edited from the Student Detail Screen

Blank under “Award Usage” signifies the course was not used toward Core Progress

91

All Awards where the course is being used toward Core Progress is displayed under “Award Usage”

For assistance, contact Barrett.Adams@la.gov

92

STS – DE Credit Issue

Several LEAs are receiving the same error with DE courses.

With online entry, you must enter the credit as X.XX. A lot of LEAs are entering 3 and not 3.00 for credit hours earned. This will result in an error when updating.

With batch entry, you must enter the credit as XXX. Do not use the decimal in batch upload.

For assistance, contact Barrett.Adams@la.gov

93

Help – Core Reference Tables

For assistance, contact Barrett.Adams@la.gov

94

STS – Parental Consent

Parental Consent is a checkbox in STS.

Students without consent are ineligible for TOPS.

You can get this as early as possible (9th) and only need it once unless a parent opts out.

The list of students without parent consent will be sent on your validation report or a real time list can be created using the Export Summary to Excel.

For assistance, contact Barrett.Adams@la.gov

General Notes in STS

95

• All demographic information changes must go in eScholar first

• Use the correct course codes for 5 point courses

• Use the Core Reference table to determine if a course works for graduation/TOPS

• If you are submitting by semester, please use part numbers

• Avoid generic elective courses

• Using grade “P” must be for the entire course

• Please select the correct course code with credit descriptor that you need

(1 credit, 2 credit, etc.)

• L1 must be in SER and they belong to the cohort they graduate with

• Courses do not show up in the L1 category until it is complete

• IBC 833 is to be used if a student has failed all attempts at other IBCs

• The credentials must be in eScholar by September

• HiSet students only need to be in STS for credit/IBC purposes

For assistance, contact Barrett.Adams@la.gov

2018-19 Student Transcript System (STS) Closure for Maintenance

96For assistance, contact Barrett.Adams@la.gov

In an effort to prepare for the 2019-20 data collection period:STS will close from October 1st through December 1st to make preparations for the first uploads of the 2019-2020 school year. STS will reopen for uploads and prior year changes on December 2, 2019

During the closure:• System maintenance will be performed

• Table changes/updates will be made

• New programming/system enhancements will be tested and deployed

Note: Please make every attempt to ensure that all corrections to the 2018-19 school year and any prior year requests are made before September 30, 2019

If needed, STS can be reopened during this time for making corrections. Please complete the STS Prior Collection Period Access Request Form and email to barrett.adams@la.gov .

Break

97

Everyone let’s please take a short 15 minute break.

Agenda

98

• Part I – Uploading Data and Ensuring Data Quality

• Understanding The Data Collection Calendar• Always Open Collections

• Fall Collections

• Spring Collections

• End-Of-Year Collections

• 2018-19 EOY Collection Closeouts

• 2019-20 Collections Open or Opening Soon

• Student Transcript System (STS)

Part III – Data Support, Tools, Other Guidance, Next Steps, Questions

• Benchmark Calendar• Validation Reports• Common Issues/Risks of Inaccurate Data Reporting• Data Coordinator Webinar• Other Supports

2019-20 Benchmark Calendar

99

• Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System. Action Items include Audits, Collection Open Dates, Collection Deadline Dates, File Extract Dates and other activities.

• Posted HERE and also posted on LDOE INSIGHT Coordinator Portal (under Announcements).– Last update was 08-20-19

In each tab, you can review specific information, by filtering the columns by COLOR, date, system, and collection:

• Benchmark tab - Lists year-long summary of action items for ALL systems • Key Dates - Lists major collection dates and deadlines • System tab - Lists action items by system by month

Common Issues and Risks for Accountability

System Issue Accountability Risks

SIS ● Failure to exit from enrollment or incorrect exit code

● Creates a dropout for DCAI and cohort graduation or prevents recognition of students as legitimate leavers

SER ● LEAP Connect identification● ACT 833 goals

● IEP determines eligibility for LEAP Connect (along with actual participation)

● Goals for Act 833 determine if student meets test requirements for graduation

TSDL● Coding courses ● Determines what tests students are expected

to test and when they are expected to test

STS● Complete transcripts with

grad dates● Determines if a student is counted as an on-

time graduate

PEP ● N/A ● N/A

100

Common Issues and Risks for Funding

System Issue Funding Risks

SIS ● Incorrectly including or excluding students in Oct 1 or Feb 1 counts

● Incorrectly including or excluding courses in data submission

● Wrong course codes

● LEAs will be over or under allocated funding

● Audit flags

SER ● Incorrectly including or excluding students in Feb 1 count

● LEAs will be over or under allocated funding

● Audit flags

PEP ● Incorrectly using object/function combinations to classify staff

● LEAs will be over or under allocated funding

101

Common Issues and Risks for Other Reporting

System Issue Other Reporting Risks

SIS● Incomplete discipline submissions ● Unable to identify students attending

alternative schools/programs

SER● Students not exited timely from

SER● Official exit count data doesn’t accurately

reflect grads, transfers to regular ed, etc.

TSDL● Missing schools & EOC/LEAP 2025

courses/classes● Student tests not precoded, accountability

implications

STS● Missing graduation dates● Incorrect course codes/part

numbers

● Students unable to attend college or qualify for TOPS

PEP● Incomplete teacher/staff

submissions● Staff not reported for all schools

● Incorrect Workforce Report Data● Incorrect data in School Finder

102

LEA Responsibilities for Accuracy

Data Managers Finance Office Federal Reporting Office Accountability Lead

● Attend LDOE monthly webinars

● Run and review system reports for accuracy after each data submission

● Review the collection validation reports and verify data

● Ensure issues identified via system/validation reports are corrected in LDOE state systems before system closes.

● Develop working relationship with Data Manager

● Routinely check in with Data Manager during data submission process on status of student or staff counts

● Support data system staff in correcting errors detected in validation reports before submission process closes

● Work with local data managers to review reports and check for count issues

● Review information in SuperApp for consistency and accuracy

● Complete/update any requested changes

● Participate in monthly calls

● Work with data managers during data certification

● Work with schools to understand data on rosters

● Verify accuracy of data certification roster and submit changes to data during data certification

103

Oct 1 MFP CollectionSIS/SER Validation Reports and Rosters

104

SIS/SER combined Validation Reports and Rosters for the Oct 1 MFP and IDEA collections will be dropped to the DM FTP during the weeks of 9/30, 10/14, 10/21, 10/28 and 11/11

For SIS assistance, contact Tara.Baylot@la.gov

SIS Validation Report Elements SIS Validation Roster Elements

Funding

● SIS MFP and Total Enrollment SER IDEA and Total

● Enrollment IDEA Counted and Not Counted Free and Reduced

Lunch Status

● Sites with No Enrollment

● Multiple and Duplicate Enrollments Special Populations

Special Populations

● Free and Reduced Lunch Status English Learners

● Homeless reported in SIS

● Underage homeless reported in HTS Section 504 students

● Migrant Students

● Military Affiliated Students Parent/Expectant Parent of a Child

Attendance, Discipline, and Potential Dropouts

Attendance and Discipline

Dropouts

K-3 Assessments (See K-3 section)

● Roster of multiple and duplicate enrollments

● Roster of homeless students

● List of CEP sites

● Roster of student discipline events

● Roster of students with 30 or more absences

Roster of students on Academic Improvement Plan

● Roster of current T9 students who were T9 at any time in

the prior school year

K3 Assessment Data will be included on the Oct 1 MFP Validation Reports and Rosters

105For SIS assistance, contact Tara.Baylot@la.gov

K3 Validation Report Elements K3 Validation Roster Elements

K-3 Assessments

● Kindergarten Students Enrolled● K Students without Kindergarten

Entrance Assessment or Exemption● K-3 Students Enrolled● K-3 Students without Literacy

Assessment or Exemption

● Roster of Kindergarten through 3rd

Grade students without a Literacy

Screener score or exemption

● Roster of Kindergarten students

without a KEA score or exemption

K3 Assessment Data will be included on the SIS/SER Oct 1 MFP Validation Reports and Rosters dropped on the DM FTP during the weeks of 10/14, 10/21, 10/28 and 11/11.

○ Note: No K3 Assessment Data will be available on the first iteration of the reports/rosters to be dropped the week of 9/30.

Oct 1 CLASS Collection (contd.)Validation Reports

106For SIS assistance, contact Tara.Baylot@la.gov

Validation Report Elements Validation Roster Elements

Enrollment and Lunch Status

● SIS Class Total Enrollment

● Sites with No Enrollment

● Free and Reduced Lunch Status

● Multiple and Duplicate Enrollments

Attendance and Discipline

Class Size Counts

● Number of classes with no teachers

● Number of classes with no students

● Student roster of multiple and

duplicate enrollments

● Roster of students submitted in

Oct. 1 MFP, but not in Oct. 1

● Class Roster of classes with no

teachers

● Student roster of 30 or more

absences

● Student roster of discipline events

● Roster of classes with no students

Validation Reports and Rosters for the Oct 1 CLASS collection will be dropped to the DM FTPduring the weeks of 11/4, 11/18, 12/2, 12/16, and 1/13

Fall TSDL Collection (contd.)Validation Reports and Rosters

107For TSDL assistance, contact Bernetta.Sims@la.gov

Validation Report Elements Validation Roster Elements

TSDL Fall First Time Testers:● Algebra I● Biology● English I● English II● Geometry● US History

Sites with No Fall Testers Reported

● Roster of Teachers by Site with Student

and Test Information

● LEAP 2025 Tests by Site with Total

Number of Testers

● LEAP 2025 Tests with Course

Information

Validation Reports and Rosters for the Fall TSDL collection will be dropped to the DM FTPduring the weeks of 9/16, 9/23, and 9/30

LDOE Available Supports

Data Managers Finance Office Accountability Staff

● Monthly Support Calls● Office Hours● Dedicated data system staff that flag

concerns and answer questions● Data validation reports provided to

LEAs during collections● Detailed user guides and training

documents● Detailed collection benchmark

calendar and guiding documents on INSIGHT portal and System Support page

● MFP Student Membership definition for base count or weights provided

● Educator and support worker pay raise eligibility definitions provided

● Concerns with counts flagged and resolved working jointly with data system staff

● Monthly Support Calls

● Dedicated data system staff that flag concerns and answer questions

108

Superintendent’s Weekly Newsletters

109To subscribe, contact ldoecommunications@la.gov

• In the Data section provides information and reminders about data reporting. • To subscribe, email ldoecommunications@la.gov

• Previous issues of the newsletters are located here.

LEA Contact List

110For assistance, contact ldoecommunications@la.gov

Tips to Completing the New Louisiana School System Contact FormPlease share with personnel directors.

Earlier this month, the Department released the Louisiana School System Contact Form as a way to streamline the process of collecting contact information for key school system-level supervisors.

Based on feedback from school systems, the Department has updated the guide for personnel directors to provide definitions for certain roles collected in the form and offers the following tips for completion:

All contacts should be entered as “new contact” initially. No contact information from any previous collection process will be carried over into the new form.

The new contact form will replace all other processes for collecting contact information for school system supervisors starting October 1.

Data Coordinator Monthly Webinars

111For assistance, contact SystemSupport@la.gov

Link to past Data Coordinator webinars and chat logs

Training

112For assistance, contact SystemSupport@la.gov

Training Library

• The Training Library contains training modules and videos by topic and by system.

• These training modules were developed for data coordinators, data managers, and others who want to learn more about the systems and how to submit data.

Online eScholar Training

• Online eScholar training is available for Uniq-ID and DirectMatch.

• Please email SystemSupport@la.gov to register.

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Our goal is to revolutionize the way child care providers, schools, school systems, and the

LDOE use data to support students and families. In order to do that, our team holds true to

the following beliefs.

• We believe that data is the most powerful member of any team.

• We believe data is for everyone.

• We believe data is a critical asset that requires investment and protection.

• We believe there is a simple and elegant solution to every problem.

Objectives

• Improve business processes, data quality, and overall usability• Consolidate data silos into one source of truth• Connect data and programs to reduce multiple logins and submissions• Replace paper processes with efficient electronic processes• Produce meaningful visualizations, comprehensive reporting, and program evaluation• Implementation Steps

• Step 1 – Build a Data Warehouse

• Step 2 – Build a Comprehensive Transactional System

Reminders: EdLink Project Updates

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Step 1 – Build A Data Warehouse

• Summer 2019

✔ All Hoonuit Data Sharing agreements have been submitted to LDOE.

✔ All Security Coordinators have been sent instructions for whitelisting their

computer and passing historical data files (prepared for you by LDOE) to the

warehouse upload folder after they have been provided with the login credentials.

• All Historical data files have been passed to Hoonuit.

• Fall 2019 – new file layouts will be available to provide to your vendors

• Winter 2019 - Development work begins to create a new child care licensing system

and Sponsor Site

• Spring 2020 – all historical data loaded into new EdLink Data Warehouse.

• Spring 2020 – optional pilot for child care providers, school systems/vendors to test

uploads, dashboards, etc.

• August 2020 – outdated systems (e.g. SIS, PEP) are phased out and collections move to

EdLink Data Warehouse.

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Step 2: Build a Comprehensive Transactional System

• Some systems require additional workflows (e.g., sponsor site/licensing and teacher

certification) and will be addressed by a new transactional system.

• No third party software will need to be downloaded to use the new system.

• The system will be web-based, mobile accessible and data will be exportable.

• The workflow will be built into the system. No more paperwork, emailing attachments,

etc.

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