Spring Data Conference, April 25, 2013


Date: April 25, 2013

Time: 8 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 25, 2012

2013 Spring Data Conference Presentation 


8 a.m.

Networking Continental Breakfast

8:30 a.m.

Welcome - Jerry

Technology Standards Rubrics 2012
Technology Standards 2012

Technology Standards and Rubrics

  • Rick Gaisford sent out a survey

Letter to USSA – form for terminating employees

  • It was requested that the USOE send out annual list of who has access to the different applications and services for the LEAs to review and inform USOE if people need to be removed. Here is the End User Removal Form.

Update e-mail addresses

  • Email someone at the USOE to inform us if your e-mail addresses have changed and who should be added, or removed.

8:45 a.m.

Assessment Topics – John Jesse

Teacher of Record / Public Reporting Fields

Grading Schools

Course Codes and Assessment, Pre-Prints – Paul Peterson, Travis, Brent, John, Derek

  • As far as when a student takes a test, we have 11th grade students who do not have an English class and some have two. How do you know which one are they tested in? This is an Administration issue in TIDE. You will have to work through it in TIDE. Assessment will provide training on TIDE.
  • There will be separate UAA’s for Language Arts and Math. If a student changes UAA classification from year to year, you will have to manually enter since it will not be in the Warehouse. This will be brought up in the October Data Conference.
  • The preprints will come from UTREx, meaning that there will be a new deadline for getting all your data in.
  • It was questioned whether there is going to be mechanism to received feedback to know who is uploaded? Yes, SAGE will provide feedback. UTREx will override any manually entered information. 
  • It was questioned whether all SIS’s could upload to UTREx at the same time. There will be a schedule of uploads depending on each LEA. This way all SIS’s will be able to upload according to the LEAs testing windows.
  • The testing dates will continue to vary from LEA to LEA depending on your testing window.
  • It is critical to ensure data is correct in SIS. That is the authoritative data. With the SSID, you will get error reports if something is not correct. If you get an error and have tried fixing it, but cannot, contact the SIS team regarding the error. If a student takes a Language Arts test, but was never assigned to Language Arts, work through the system to correct it.
  • Dealing with opt outs – an Absent will not count for proficiency or growth, but will count for participation. A Refuse to Test will get a 1 for Proficiency.

9 a.m.

Legislative Session: How are we affected? – Judy Park

H.B. 2 Public Education Budget Amendments

  • $6.6M for technology for testing, goes out based on formula. John Jesse to be sending out the application for that.

H.B. 139 Science, Technology, Engineering, and Mathematics Action Center

  • Created a whole new entity – STEM center which will be its own educational entity.

H.B. 318 Classroom Size Revisions

  • Originally started to reduce class size. Limited class sizes without providing funds which affected all other grades.

S.B. 175 School Grading Amendments

  • Outlines how we are to grade schools.

S.B. 82 Student Achievement Backpack

  • Requires more data to be reported online.

S.B. 190 Procurement Revisions

  • What you need to do whenever you want to purchase anything – if you are responsible for purchasing anything, familiarize yourself with this bill.

S.B. 175 Assessment of College Readiness

  • Working to do a sole source to use ACT.

9:15 a.m.

UTREx - Clint

Example All Checklist Letter

Changes, documentation training

  • For more information, please go to: USOE UTREx/Data Clearinghouse.
  • The “Daily” requirement is interpreted to mean only weekdays, not weekends. X records – ignores all the rest of the record – what if it doesn’t? S1X is a Trojan S1 record… change data so that it will go through if it keeps coming back with errors
  • Are you requesting all the SIF stuff on students at 5:00 am every day? We can handle it… each LEA sets the submission time.
  • Performance issues on weekends? It was discovered to be a UEN issue and it was resolved
  • Clear up exceptions? We’re still working on logic of warnings. Warnings will continue to go through for now.

9:30 a.m.

How LEAs are submitting S1X records – Kristin Campbell, Sarah Wald, John Parsons (Davis), Gary Smith (SLC), Kim Taylor/Russ Graham (Nebo)

How do you update Graduate Status – Aaron Brough, Sarah Wald

  • Exit Code Status
  • Exit Residency Code

Submission of student with entry and exit set to same day of the test – Derek, Brent

  • We will accept the last flat file September 30 for the October 1 deadline, after that it will not be accepted.
  • R277-419 – Pupil Accounting – still in the talks, all the current language still in effect. Errors will be handled as warnings.

9:45 a.m.

Using SIF and what can/will be done manually – Derek, Kim, Gary

9:55 a.m.

How do LEAs handle part-time student data – Kristin, Clint, Jenn Yates-Givens

  • What if students take SOEP classes and UTREx conflicts? The SOEP school entered as school of record.
  • How do you know if it’s an SOEP course? Enrollment is mediated through USOE through counselor with registrar so it’s coded correctly.
  • What if a student doesn’t get credit for SOEP class and only to 9th, you do nothing. If SOEP course is being taken and school knows it, just put in place holder for the course, but do not add anything else.
  • Required by law that SOEP is in enrollment record – put in placeholder course, so nothing will turn to F automatically if no grade is received by student.. it will show as transfer credit if the student does receive credit.

Private and Home Schools 990-995 - Kristin

  • How are we currently handling special ed students that are:
    • being served outside the school
    • being served outside (or inside) a private school
  • What does “being served” mean?
  • If student comes just for speech, they need to have an ISP.

10:10 a.m.

UTREx Reporting Piece – Clint

Grad Rate – Sarah Wald

  • It was asked that we provide more updated data training.

OOSY Report Update – Evan Willis

  • Do GEDs count as graduates? No, they won’t increase grad rate, but will decrease dropout rate. GC is counted as a Graduate. The current year will be in the S1 record and prior years will be in the S1X records.

10:25 a.m.

Incident Data – how it’s used for safe school violations – Paul Ashby, Brent

Incident Data Model Form

  • There needs to be more clarification on how to define serious bodily injury.. there is more information provided in the Incident Data Model Form Descriptions and Definitions.
  • There needs to be more clarification on definition of suspension and expulsion. If they are not coming back to the school they are leaving, it’s an expulsion except if at the end of the school year where the student is expelled more days than there are days of school left and is still allowed to return to school the following school year – then it would be coded a suspension.

10:30 a.m.


10:40 a.m.

SIF Transcript Information – Clint, Derek

10:45 a.m.

Changes to local SIS’s – Paula

UTREx Data Submission Due Dates

10:55 a.m.

What’s new with SSID – Mike Thompson

  • The fix on middle names can be done by searching those. You may get a warning – it may or may not be the same person. On “Verify” – the middle name is the same or warning that it may not be the same.

11:05 a.m.

Health “Pink” Cards – Linda Abel

  • The need for the Pink Form is 53A-11-301, this has to be in the child’s cum file. The Department of Health distributes this form in hard copy for LEAs can print from USIIS.
  • The School has to accept whatever the parent provides and then transfers it to the Pink Card. If the “Pink Card” is printed out of USIIS, then it is a valid card. If not, then the Pink Card must be used.
  • If a child transfers out of school, parents must have access to the student’s cum file which has the Pink Health card.
  • FERPA causes issues with communicating with SIS systems.
  • The USOE will put together a committee how can we make the automated part workable.
  • The Department of Health does not change the form – it’s based on federal law/state code. The most current card has a date of October 2011. Please discard any cards older than that.
  • What if USIIS is not updated timely? We know a student has been immunized, but USIIS doesn’t reflect it. Do a Name and Birthdate search to start.
  • Is there a limitation on exemption? Exemptions are typically to one vaccine.
  • The Department of Health will either go to the LEAs or the LEAs can go to the Department of Health to receive training classes.

Contact the Department of Health to set up a training session:

Phone: (801) 538-9450
E-mail: immunize[at]utah[dot]gov (immunize@utah[dot]gov )
Web address:

11:15 a.m.

School Finance

Legal compliance Audit Guide App C5 – Jenn Yates-Givens

  • R277-419, Pupil Accounting, Jenn Yates-Givens

11:30 a.m.

Data Audits for Statewide Online Education Program (summer 2014 state auditors will begin auditing) – Cory Kanth, Jenn Yates-Givens

11:45 a.m.

Alpine students being educated in Nebo, Park City – Jenn, Kim (Nebo)

  • Propose that online schools do not get the extra money
  • Make District of residence required if they’re planning to charge another LEA
  • Rules for defining District of Residence

11:50 a.m.

Where funds come from – Jenn Yates-Givens

  • YEWS will be available in May.

Migrant information – Kristin

11:55 a.m.

UPEFS – Anita Sorensen


Lunch provided – please get your lunch and go to the Break Out area

1:30 p.m.


Reporting of Course Data - School-of-Record v. Provider – Derek, Kristin

  • Documentation from the USOE

1:40 p.m.

How LEAs train their new staff to deal with data – Paula, Jen Lambert, Kristin, Gary (SLC), Russ (Nebo)

How do you train new IT personnel – Brent, Derek



  • Is there certification for new people? SLC uses certification that is online. Nebo has two yearly trainings with certain groups to go over different areas to help them understand the data. Wasatch trains every other month with the secretaries, registrars, etc. SIS does monthly trainings and one-on-one when needed.
  • Is USOE doing enough training to help you help your people? Send in suggestions. If you would like training, contact: Paula Huber at paula[dot]huber[at]schools[dot]utah[dot]gov(E-mail)

1:55 p.m.

USOE Web Services and request process for new Web Services – Anita Sorensen

2:05 p.m.

Utah Core Standards – Paul Peterson, Travis, Brent, Derek

  • Standards and Objectives are going to be required.

2:15 p.m.

CEDS – Common Education Data Standards – Jerry, Derek

  • List of data definitions that are required to be used.

2:20 p.m.

Sections within the USOE requesting sensitive data – is it really needed? – Jeff McDonald, Thalea

What is UTREx doing – Clint
  • How long are we storing SSNs? CTE needs them for now. Need to store them for seniors one year past graduation.
  • What if we already deleted the field? Send flat file? You will need to do some sort of survey to collect that data to send in to us.

2:25 p.m.

Concurrent Enrollment and AP

How do you handle training and course coding – Moya Kessig, Travis Rawlings, Paul Peterson

Concurrent Enrollment course codes – Moya

AP – Moya

Student Strategies: non-special ed and Student Study Skills: Special Ed – Travis, Paul

  • Study Skills – is only for Special Ed
  • Study Strategies – non special ed
  • Study hall – non structured class time

Funding – Exercise Science and Sports Medicine: Credit for multiple classes – Cyd Grua (USHE)

  • We match with higher ed for rules on course code. There is a master list.
  • Students leave HS campus to go to college campus – if class is concurrent class on college list, it will create credit; if it isnot on the college list, it will not create credit
  • AP, CE, IB, etc mixed classes…. If you are comingling course, must keep two separate rows. If taking for CE – then code to CE. Concurrent name of class (AP total course title) Chemistry 1010 (AP Chemistry) the class must be audited and approved by College board. 

2:35 p.m.

SERF - what is inside a SERF request - Robert

  • Data dictionary. The last training was too high level for some and it was requested a lower level to help them understand the SERF better.

2:40 p.m.

How to find the correct person at the USOE to help you with… - Vonda

  • MoveIT
  • UTREx
  • SSID
  • SIS 2000+
  • Assessments
  • Finance
  • Etc.

2:45 p.m.

YIC (one-dayers) - Travis Cook

2:50 p.m.

Awards and Where is it on the USOE Website (with Prize) – Jerry, Vonda

  • Best line for not submitting
  • Man Before His Time
  • Stump the Chump
  • Calculating Grad Rate
  • Schedule SOEP Students
  • Schedule Online Students
  • Documentation – WPU
  • CACTUS – Pro Staff
  • Educator Salary Adjustments
  • Board Rules
  • Calculating UCAS and Grading Schools – how do we do it?

3:10 p.m.

Interesting stuff LEAs should know

3:15 p.m.

Business Rules – Brent, Jerry

3:20 p.m.

OCR Data Collection and SOAR Update – Brent, Sean


  • Please contact IT to find out whether we already have the data. You can ask them whether they’ve contacted IT.

3:30 p.m.

Wrap-up - Jerry

4 p.m.

Meeting Adjourns

Thank you for attending.  Look for our Fall Data Conference October 24, 2013!

Last Updated: 05/08/2013