Fall Data Conference, November 14, 2013


Date: November 14, 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, November 14, 2013


8 a.m.

Networking Continental Breakfast

8:25 a.m.

Welcome - Jerry Winkler


8:30 a.m.

Instructional Setting - Thalea, Kristin


  • The use and misuse of face to face and online and the impacts on funding

8:45 a.m.

General Information and USOE IT - Jerry, Derek, Brent, Dave


  • Introduce USOE IT staff and applications
  • IT direction at the USOE

9 a.m.

UTREx - Clint

2013 UTREx Submissions (October)
UTREx Website

  • UTREx website, spec, changes for SY2013-14
  • Overview of the UTREx website, new data specification format for 2013-14

Statistics - MistyAmber

  • Stats on submissions, total students, total throughput, FAQs, etc.

Direction - Clint

  • New features and implementation schedule (eTranscript, SSO, deadlines)

Enhancements - Clint

  • Proposed UTREx enhancements: NTC, error reporting, new reports

10 a.m.

S1 Fields - Sarah, Kristin


  • The No Child Left Behind (NCLB) SUPP Serv LANG and the NCLB SUPP Serv Math flag in the S1 record has not been used consistently since the fields inception. We need these fields utilized with fidelity now. The flags link to the Consolidated State Performance Report, reporting to the U.S. Department of Education. These fields should be utilized when Title I Targeted Assistance Schools identify and provide additional academic services supported by Title I funds, to assist students at risk of failure.

    The data fields currently associated with these fields are referenced on page 39 in UTREx Specifications, but I need to know if I can add a field, which Brent mentioned may be easier than removing all these and just having a y or blank for no. Action Item: Can we insert a 1 to reflect TA services = Yes?

10:15 a.m.

S1X Records, Graduation Rate, Exit Codes, Exit Residency - Aaron, Sarah, John, Brent 


10:30 a.m.

OOSY Report Update - Toni


  • Where to find the report?
  • What it’s used for? Benefits?  

10:45 a.m.


11 a.m.

School Finance

Presentation (MSP)

UPEFS - Brent

MSP - Karla

2012-2013 Student Membership Audit Findings and Adjustments to Statistics - Jenn 

  • Problematic findings resulted from local student information systems exiting students early leading to underreporting of membership and one other unique issue. Six LEAs requested adjustments to data as a result. USOE audited all LEAs to ensure there was no system-wide error. The problem was found at 16 other LEAs. Findings were material for 10 LEAs in total. For those LEAs, data has been or may be adjusted. The process of adjusting data will be discussed. The way to avoid issues like this in the future will also be discussed.

New Time Line for Data Submissions (R277-484) - Jenn

  • On September 24, 2013 District Superintendents and Charter Business Leaders received a memo from School Finance outlining the new deadlines for October 1 data submissions. From a School Finance perspective the new deadlines proved a success for allowing us to move forward immediately on budget requests for GOMB and LFA, thank you. Please let us know of any questions or concerns you have with respect to these new deadlines.

11:30 a.m.

Assessment – Derek, Todd, Aaron, Murry

  • Pre-Prints
    Questions or is everyone comfortable with how they are submitting?
  • SAGE
    Grading schools and UCAS


Lunch – on your own.

  • USOE Staff will be available for Q&A

1:30 p.m.

Security - Dave


1:40 p.m.

Special Education - Paul

2013 Fall Data Conference Charts
Incident Data Form
Incident Data Model Form Definitions
Presentation (Discipline)
Presentation (SCRAM)
Special Education Technical Assistance Manual


  • The USOE Special Education Section has created a model SCRAM data entry worksheet that is available on the USOE Special Education website.  It is not required that LEAs use this worksheet, but it can help LEAs/IEP teams accurately turn each student’s IEP information into SCRAM data.

    We also want to emphasize the update to the “Environment Code”. We can no longer report students based on whether each is served in a “PreK” or “K-12” environment. We must now report students based on their age: “ages 3-5” and “ages 6-21”. This is especially important when reporting students who are 5 years old and in kindergarten on or before Dec 1. If that is the case, the student MUST be coded in “Environment” with an Early Childhood code (ages 3-5). They must also still be reported for “Time” and “Regular Percent”. You can find more information regarding this issue on page 44 of the “Special Education Technical Assistance Manual".

Discipline/Incident Data – Paul, Brent, Kristin

  • While reviewing the Incident Data that was submitted by LEAs for the 2012-2013 school year, we have identified several significant discrepancies and/or errors. The discrepancy/error areas include the number of days the student was suspended, whether the student was suspended “In-school” or “Out-of-School”, if a student was referred to an alternative program/setting and whether or not services (regular education and/or special education) were provided to the student. As all incidence data must be submitted daily this school year, we can analyze submissions multiple times during this year and identify discrepancies/errors immediately, and provide LEAs with any technical assistance needed to correct the already submitted data and/or future submissions. We anticipate this process of analyzing submissions and providing feedback to LEAs will improve the accuracy of the discipline/incident data. 

1:50 p.m.


USOE Web Services and Request Process for New Web Services – Anita, Brent

Mobile Use of an SIS Application – CJ (Ogden)

2 p.m.

Teaching and Learning - Kristin, John

Presentation (Concurrent Enrollment)
Presentation (ELL Counts)

Concurrent Enrollment

  • How the CE match went this year and the protocol for 2013-14 data

ELL Data

  • Errors in ELL submission and what USOE is doing to help

2:30 p.m.

CACTUS - Kristin, Anita 

2:40 p.m.

Part-Time Student Data - Kristin, Derek, Jenn

  • Questions or is everyone comfortable with how they are submitting? 

2:50 p.m.

Private and Home Schools - Kristin, Derek, Jenn

  • Questions or is everyone comfortable with how they are submitting? 

3 p.m.

SERF: What is Inside a SERF Request – Brent, Sean

Presentation (SERF)

3:10 p.m.

SSID – Brent, Sean

Presentation (SOAR)
Presentation (SSID Merges)
Presentation (SSID Names)

3:20 p.m.

OCR Data Collection and SOAR Update – Brent, Sean


3:30 p.m.

How to Find the Correct Person at the USOE to Help You With… – Kirin


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

3:40 p.m.

Open Discussion – Jerry

  • 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?

3:50 p.m.


4 p.m.

Meeting Adjourns

Last Updated: 11/15/2013