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Spring Data Conference, April 19-20, 2012

Agenda

Date: April 19-20, 2012

Time: 8:30 a.m. - 4 p.m.

Location: Utah State Library

250 North 1950 West in Multipurpose Room, Salt Lake City, Utah

  • Wi-Fi will be available

The purpose of this meeting is to facilitate cooperation and coordination among the Utah State Office of Education (USOE), districts and charter schools to further the efficient, accurate and timely exchange of school performance data. This agenda and all the information presented during data meetings will be available on the USOE Information Technology website.

Thursday, April 19, 2012

8:30 a.m.

Continental Breakfast - Networking

9 a.m.

Welcome - Jerry Winkler

9:10 a.m.

UTREx

Monthly Collection Starting April 2012 - Clint, Derek (15 Minutes)

Data Submissions

  • Letter to USSA
  • Definition of “Submission”: Submission is the process of sending a data collection from Level 1 to Level 2. L2 validations check the data collection against historical data and submissions from all other LEAs. Once a collection is submitted from L1 in the DC, L2 validations are automatically run. Only data that pass Level1 are submitted to Level 2, and only data that pass both levels are reflected in reports.

    If an LEA runs Level 1 validations and 30 S1 records out of 800 fail, submission sends the good 770 records on to Level 2. The LEA can then work on correcting the rest. No submission is final. Unlike with old Clearinghouse, submission is not dependent on you having a “clean” file. What’s good goes thru, what’s not, doesn’t.
  • The submission process may be done manually by clicking “submit,” or automated using the scheduling utility in the DC.

New Columns for SY2012 - Clint, Derek (5 Minutes)

  • Additional columns for Read Grade Level for Dibels fall and spring. Same codes as mid-year (Y/N/U) for both new columns

Documentation - Clint, Derek (30 Minutes)

Level I and II Validations - Clint, Kristin, Derek (20 minutes)

UTREX Level 2 Errors and How to Fix Them

10:10 a.m.

Exit Status Change (ES) Records - Clint, Kristin, Andrew (10 Minutes)

Goodbye to ESRecords

  • UTREx will accommodate for an additional S1 record with new Resident Status (X)
  • Discontinue ES records after Oct 2012 submission
  • Accept either type of record starting July submission

Entering Courses Taken in Another School - Kristin, Cory, Travis, Andrew (25 Minutes)

Entering Courses Taken in Another LEA

  • Instructional Setting OP
  • Online courses taken in another school
    • Entering non-SB65 online courses
    • Where taught district and school and correct Cactus ID
    • Primary School only

10:35 a.m. 

 Break

10:50 a.m.

Summary Reports - Kristin, Clint (30 Minutes)

  • School Summary Report
  • Show new format

Immigrants - Rita Brock or Paul Peterson, Robert, Andrew (10 Minutes)

  • For SY 2012-2013, USOE will be calculating number of immigrants based on some new rules. All LEAs must identify immigrant students based on the current definition of 1) Age is 3-21 and 2) Not born in any State. If students show up as a “Y” in the immigrant field AND have greater than 160 days of membership, USOE will mark that student as an immigrant that year. If their status does not change, we will discontinue marking them as an immigrant after they have been an immigrant for three (either consecutive or non-consecutive) years. Kindergarteners and preschoolers will not be counted as immigrant students since they do not qualify as attending school full-time.
  • Accountability implications for Immigrant students

Migrants - Max, Brent (10 Minutes)

  • Changes

Preschool Students - Kristin, Heidi (5 Minutes)

  • Due to several reports that use low income and special education preschool numbers, we are encouraging all LEAs to submit preschool data. At our last data conference we took a more indifferent approach but since then, it’s become increasingly important data.

Incident Data (short version) - Verne, Heidi, Brent (10 Minutes)

  • For SY 2012-2013, we will be adding arson as another incident type and removing weapons as incident types
  • Serious Bodily Injury vs. Injury

Noon

Lunch/Networking - on your own

1:30 p.m.

 

Assessment

New Public Reporting Field for Testing - Julie, Sharon (10 Minutes)

Accountability Reporting Update (Grading Schools, AYP, U-PASS) - Aaron, Jerry, Brent (5 Minutes)
 

CACTUS

Schools/Programs - Kristin (5 Minutes)

  • Warning LEAs that we are starting to close down programs. Their superintendents should have received a letter detailing out the choices school districts have (either accredit the program or assign the students to an accredited school). We expect this to be fully implemented by the July 2013 submission

    Contact kristin [dot] campbell [at] schools [dot] utah [dot] gov (kristin.campbell@schools.utah.gov) if you have any questions about which school.

Teacher Evaluations - Travis (5 Minutes)

  • Teacher data link that generates funding

General questions

Transferring Students - Documentation Needed for Transfer Students to
be in Compliance with the Audit Compliance Guide – Paul, Joey (10 Minutes)

Legal Audit Compliance Guide: Transfer Students

R277-419, Membership Data - Jennifer, Kristin (15 Minutes)

Student Membership R277-419

  • Changes in how membership is reported
    • Students should not count as more than one FTE.
    • One FTE is restricted to 170 + (10 * the # of enrollments) days and is equivalent to 1 ADM
    • LEAs should prorate membership so it does not exceed  1FTE and result in more than 1 WPU
    • May 1 submit full membership to start getting data fixed.
    • Pupil Accounting changes to R277-419

SIF Agent Compliance/Certification - USOE Assistance - Clint, Derek (30 Minutes)

  • All LEAs must be SIF compliant and submitting daily via SIF by (Sept?) 2013.
  • R277-484-8
  • SIS2000+ SIF agent available for use by any LEA. SIS2000+ team will provide the agent installer package and documentation. Specific scripts will need to be written by the LEA to move data form the LEA’s tables to the agent’s intermediate tables. SIS2000+ team will provide a one-day training on how to write the DLL and how to implement the agent. UTREx support staff will be available for assistance with configuring the agent and connecting to the ZIS.

3 p.m.

Break

3: 10 p.m.

OCR LEA Data Collection - Russell Graham, Nebo (10 Minutes)

Civil Rights Data Collection 2012

  • Universal this year
  • Splitting the work amongst departments
  • As much as possible coming from EdFacts in the future
  • Reviewing the data that is requested

eTranscripts - Clint, Derek, John (30 Minutes)

  • Options for using NTC without SIF
  • Student Locator Framework (SLF)

Graduation - Kristin (10 Minutes)

Correcting High School Graduation Rates

  • Kristin will walk LEAs through her presentation on how to find unknown students using a MoveIt file at the end of the school year. Identifying and submitting ES records on these students before October is a priority
  • Unknown file
  • Reminder all record changes are due by Oct 15, 2012

SSID - Mike, Karla (10 Minutes)

SSID (SLF) Agent Training

SSID Website Search Options

  • Merging SSIDs Mike
  • New searching methods
  • Documentation and Support

Awards

4 p.m.

 Meeting Adjourns

 

Friday, April 20, 2012

(Special Education Directors Invited to Attend) 

8:30 a.m.

Continental Breakfast – Networking

9 a.m.

School Finance

What Generates Funding? - Kristin (20 Minutes)

Data Submissions and What They Are Used For

  • Financial implications for data submissions
  • October 1 counts Kindergarteners
  • Homeless data will now be pulled from the Warehouse in December

DataMart - Sean, Von, Brent, David (15 Minutes)

Child Nutrition

  • Direct Certification for SY2013 - Brian Gardner (10 Minutes)

FERPA - Joey (10 Minutes)

FERPA - A Few Reminders

  • What data can LEA’s give out for research?
  • What can be sent over email

MoveIT - Jerry

  • General reminders

SERF – Robert, Andrew (10 Minutes)

  • Changes for SY2012
    • U-PASS Proficiencies
    • ACT/AP Data
    • Other suggestions that would be helpful?

Documentation Business Rules, Data Dictionary, etc.– Robert, Andrew (10 Minutes)

PATI - Jeff, Sam (10-20 Minutes) 

  • Extract for PATI

Legislative Update - Jerry, Jenn, Kristin and others! (10 Minutes)

Legislative Update SB178

  • SB178
    • We really need to nail down the rules on what constitutes part-time and how many periods of parent release a student can have in their schedule and still be considered full-time.
  • R277-199/HB 500 –Data Redundancy
  • Data requests from USOE
  • Homeless will now be Dec 1

Special Education

Special Education Finance Training Series

Incident Data (long version) - Verne, Heidi, Brent (20 Minutes)

  • For SY 2012-2013, we will be adding arson as another incident type and removing weapons as incident types
  • Serious Bodily Injury vs. Injury

Special Ed Add-on Funding Doc - Heidi (10 Minutes)

Add-On Funding Document

Pre-School Students

SCRAM Dates Cannot Overlap

SCRAM: Decision Tree

  • Environment: (Col 038 ; Required – ALL updates)
  • If grade is PRE-K, use one of the following settings:
  • C = Early Childhood Special Education (50% or more of students in class are receiving special education services) (federal "Special Class")
  • F = Child attending a regular childhood program at least 10 hours per week and receiving the majority of hours of special education and related services in the regular Early Childhood Program
  • G = Child attending a regular childhood program at least 10 hours per week and receiving the majority of hours of special education and related services in some other location
  • J = Child attending a regular childhood program less than 10 hours per week and receiving the majority of hours of special education and related services in the regular Early Childhood Program
  • K = Child attending a regular childhood program less than 10 hours per week and receiving the majority of hours of special education and related services in some other location
  • R = Public Residential
  • S = Public Separate School
  • I = Itinerant (federal "Service Provider Location")
  • M = Home

Data Display and Gateway Demo - Aaron, Murry

  • Reports that use data LEAs send in
  • Public facing reports vs Educator only

Wrap-up - Jerry

Thank you for taking time out of your busy schedules to participate in this data conference!

Last Updated: 04/26/2012