Fall Data Conference, October 25, 2007


Date: October 25, 2007

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

Location: Nebo Learning Center

570 South Main, Springville, Utah 84663

Phone: (801) 489-2833

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, October 25, 2007

8:30 a.m.

Continental Breakfast

9 a. m.

Future Data Conferences Discussion (Carryover from Spring 2007 meeting) - John Brandt, Computer Services

  • Organizational issues TCC and USOE – Still undecided - What about LEAs having a more active role. Show and Tell.
  • Should this "conference" run for two days?
  • Does each LEA need a formally designated data steward/liaison?
  • How would this fit into it and data governance?

9:15 a.m.

ELL/UALPA and IPT - Bruce Hudgens, Computer Services, John Brandt, Computer Services, Debbie Swensen, Assessment


  • New classification of ALS students and relation of UALPA to IPT; processing changes.

Computer Services ELL/UALPA 2007-08 Clearinghouse Specifications.

ELL Columns in the Clearinghouse

  • Limited English
  • ELL Native Language
  • ELL Parent Language
  • ELL Instruction Type
  • ELL Exit Date

Direct From Clearinghouse: Limited English: (Col 120 ; required all updates for ELL students) This code identifies the student’s level of proficiency in academic English based.


  • Y = Student is ELL. This includes ELL levels: P (pre-emergent), E (emergent), and I (intermediate).
  • O = Opted out of the ELL program
  • A = Advanced – has scored at the A level on the UALPA and scored at the proficient level on the appropriate grade level English language arts CRT. (formerly IPT code D);
  • F = Fluent – LEAs must have added an exit date (formerly IPT code E)
  • N = Tested and deemed not ELL
  • Blank/Space = Not tested – not ELL
  • If not blank here (any of the other valid values): Fields LEP NATIVE and LEP PARENT languages must be present
  • If ‘Y’ here: Field LEP INSTRUCTION TYPE must be present
  • If ‘F’ here: Field LEP EXIT DATE must have a valid date.
  • If ‘O’ here: Other LEP fields may be submitted but are not required

Note 1: Students who are ‘Y’ will be counted as “limited English proficient” (LEP) in accountability reporting.

Note 2: Students who are ‘F’ need to have that designation continued on his/her S1 record for 2 years beyond the school year in which he/she was initially submitted as a former LEP student.

For the fall and winter Clearinghouse submissions.

  • No ELL column values will be used by the USOE and there will be no edits on this field.

Beginning with the end-of-year (July 15, 2008) Clearinghouse.

  • All these columns will be required and will be edited.

For subsequent October and December Clearinghouse files.

  • These columns will be required and will be edited. The LEAs are instructed to update them with the most recent data available for each student. 

Pre-print and All-student File Requirements

  • Starting April 1, 2008 ELL codes will be validated and stored by USOE. If a file containing an invalid code is not validated by the Pre-Print Validation application, an error will be generated. A file containing an invalid code will not be accepted by the Assessment (Pre-Print) website. The same codes as those used for the Clearinghouse will be used.

Determining ELL Status and Levels for Disaggregations; the two year question.

SIS Data Suggestions 

  • The local SIS system should have a column in some record of some table in its student database that keeps the ELL Level of the student as defined in the Clearinghouse specification. That is Y, A, F, N, O, or space. A column for these values should already exist in some SIS table.
  • There should also be a field to indicate which level (high or low) of the appropriate grade span (K, 1-2, 3-6, 7-8, 9-12) of UALPA test the student is to take. Note the grade span can be determined by the grade level of the student already indicated by some existing SIS column. Note that K only has one test level.
  • The grade level and level of the UALPA within the grade span are needed to place the student in the appropriate pre-print file.

ELL Data on Research Disks 

  • See: ELL-UALPA 2007-08… for more data details.

9:45 a.m.

2007 Legislative Follow-ups - Kathy Webb, Educational Techology, Jerry Winkler, Computer Services

We should include only those courses which meet all three of the following criteria: 

  • 06 (Lang), 07 (Math), or 08 (Sci) in the first two places of assignment code
  • 00 (“regular”) in the seventh and eighth places
  • Yes for the Core Flag
  • 07 or higher (secondary) for Grade Low
  • Other H.B. 215 requirements:

Board Rule R277-419, HB 207, School Truancy, Attendance and Compulsory Education Amendments

In the July 12 DWG meeting it was decided to recommend that HB 207’s definition of “Absence” or “absent” be placed into board rule as an addition to the current definition of "Truant"; See: R277-419-3B (3). The reason is that the legislature did not intend that “Absence” or “absent” apply to attendance in the context of daily attendance counts taken for accountability reporting or possibly funding formulas. Instead it was apparently intended to define under what conditions to count a student as truant for the day. This may only apply to students 12 years (7th grade or above) or older.

10:15 a.m.

Clearinghouse and Future Data Collections - Bruce Hudgens, Computer Services, John Brandt, Computer Services

Current Clearinghouse basics: processes, schedules, edits, and data use.

What data does an LEA need to report (based on mandated or other requirements) and what must be accurate in Oct? Dec? July? resubmissions?

  • Data Clearinghouse Update Transactions

2008 Year End Clearinghouse, Content and Schedule.

There will be continued pressure/needs to get more timely student level data throughout the year.

  • How do we go about doing this?
  • More Clearinghouse submissions such as 4 times a year or monthly?
  • Weekly or daily as is the practice in other states?
  • Eventually on demand via SIF? There will be a SIF introduction in the spring 2008 data conference
  • Will this negate the use of all-student files for demographic data?

11 a.m.

Assessment Changes in Data Collection for 2007-08 and Reporting Overview - Sharon Marsh, Computer Services, John Brandt, Computer Services, Murry Jensen, Assessment 

Pre-Print and All-Students Files:

  • Need to have good student attributes (e.g. ethnicity, gender and LEP flag) in all-students files for all tests in case disaggregation reporting needs to be done prior to the next Clearinghouse submission.
  • All-students files need all students enrolled at any point in the LEA's testing window, not just those at some point in time in the testing window.
  • LEAs must use numeric 9 character and 2 character fields in their pre-print files as they see fit. Generally this is a course/section or teacher/period pair. LEAs should be consistent in how these fields are used in paper and pencil testing and CBT. In CBT the pre-print/all-student fields are used for both grouping of students for testing and reporting. In pencil and paper the pre-print is for distribution of answer documents but header sheet information, also the same 9 + 2 fields are used for report distribution.
  • These files will be refused by the USOE if alpha, etc. characters are used. Next year they may be opened to any type of character. They may contain the Cactus ID (teacher number) in place of a local teacher identifier. The first leading zero must be omitted if this is done since the field length is only 9 characters. This is optional; an LEA may choose to use its own numbering/coding/sorting scheme. No validation/editing will be done.
  • The CACTUS IDs in the course records of the Clearinghouse will be used for any linking of teachers to assessments.

Assessment and Accountability Reports overview (Murry)



Lunch will be provided.

1 p.m.

Strategic Vision for District-State Technology - Patrick McDermott (San Juan)

Could/should a group of IT people together to work on a strategic vision for District-State technology interactions over the next 5 or so years? Topics such as the following could be addressed and a document constructed on where we’d like to be in these areas in the future:

  • More involvement in Legislative and Board decisions.
  • More LEA/USOE communications - Shareable Content Object Reference Model
  • Curriculum management /SCORM
  • Online Formative/Summative Assessments
  • Reporting/data access
  • District-level warehouses
  • SIF and additional SIS functionality
  • Dynamic district-state warehouse interactions
  • Other solutions (e.g. Web services) for integrating assessment data with SISs.

How would this interact with any future State Supt, or Legislative mandated “Task Forces”?

Notice of November 15-16 retreat to study strategic direction of DAA Section.

1:30 p.m.

Cognos Users Group - Murry Jensen, Assessment, Andrew Nicholson, Park City

  • Report of what the Cognos groups has been doing and what tools and services are available to LEAs.
  • Discussion of where the group is going next and what is possible.

2 p.m.

Enhanced Research Disk / Cumulative Assessments - Jerry Winkler, Computer Services, Robert Nicholson, Computer Services

  • Data from 2006-07
  • Data for 2007-08
  • Future Directions
  • What about local printing of cumulative reports? SIS Integration?

2:30 p.m.

YIC Facilities Guidelines (If time permits) - Travis Cook, Career and Technology Education, John Brandt, Computer Services

Each YIC student shall participate in all phases of the Utah Performance Assessment System for Students.

  • YIC students’ U-PASS and AYP results are attributable for accountability to the school and LEA in which they, the student lives/resides when tested unless the student satisfies full academic year or FAY in another school and LEA (e.g. a YIC and the LEA in which the YIC resides) in which case the tests will be attributed to the school and LEA satisfying FAY. This rarely happens for YICs since YIC students are usually not in a YIC facility for a FAY.
  • YIC students are included in U-PASS and AYP reports for another school and LEA in even if they take the CRT while in the YIC facility and are FAY for the other school and LEA.
  • As is the case with any other mobile student the YIC student may have data reported from multiple schools, some YIC other not YIC.

Pre-print/pre-load and all-students files, and answer documents shall be facilitated and submitted via the LEA testing director.

All YIC students must have an SSID retrieved from or added to the SSID system via YICSIS/YOUTHTOPIA.

Class and demographic data will be submitted to the clearinghouse/warehouse via YICSIS/YOUTHTOPIA.

S2 (Special Ed) records for YIC students will be submitted via the Clearinghouse for the sponsoring LEA (does this mean the LEA of residence/home for the student of the LEA in which the YIC resides?)

YIC membership (separate or combined) should never exceed 205 days.

All YIC dedicated facilities will have only one corresponding school code.

LEA’s should only use existing school codes for reporting purposes (dummy or virtual YIC schools are not acceptable).  

2:45 p.m.

Disciplinary Data - Verne Larsen, Career and Technology, Jerry Winkler, Computer Services

On October 12 a meeting was held to plan for future collection of disciplinary data.

The meeting was attended by Verne Larsen (SAFE), Carol Anderson (Special Ed.) Hollie Petersen (UBI), Randy Raphael (School Finance and Statistics), John Brandt and Jerry Winkler (Computer Services).

The discussion focused on how to manage disciplinary incident data efficiently without duplication and also provide for necessary reports (Feds, State, UBI, local).

It was decided that for 2007-08 RICEP would still be the data format for LEAs to report data to the USOE via USU.

The group that met on October 12 will continue to investigate and plan for the eventual use of one system that would allow timely (daily) data at the LEAs involved with UBI as well as provide for any data needed for state, LEA, federal or UBI reporting.

Options concerning storing and reporting disciplinary incident data include: UBI (Utah Behavioral Initiative) systems (currently called Disciplinary Tracker and SWIS), RICEP (USU), Clearinghouse, USAFE? How would the use of one or more of these impact SISs?

3 p.m.

Others: Course and Core Codes, School Year and Day Type - Jennifer Lambert, Curriculum, Randy Raphael, Finance and Statistics

How are course codes produced and when?

What is the difference between course codes and core codes?

UEN can provide a file of core codes which includes the related course code for each core code.

What decision has been made about “student only” CACTUS course codes?

In CACTUS the schedule_year_type field has not been well maintained and although many schools are considered year round, they have not been recorded as such. This will not happen unless LEAs tell the USOE. The proposed structures of this field and the schedule_day_type field are described below.

Schedule Year Type

  • C = Conventional or Traditional
  • T = Trimester
  • Y = Year Round 

Schedule Day Type

  • C = Conventional or Traditional
  • B = Block
  • M = Modified Block  

Required for the first time in the October 2008 upload.

Note 1: Since the detailed definitions of these schedule types vary somewhat by LEA the USOE will not provide such definitions. Classification of schedule types should therefore reflect local usage.

Note 2: This data will be stored in the existing schedule_year_type and schedule_type_day fields of the school table of the Cactus database, and will be used by Accreditation (in determining appropriate criteria for accrediting a particular school), Assessment (in managing the logistics of statewide large scale assessment) and Career and Technical Education (in allocating vocational education funds).

Please direct questions about classification of individual schools or use of this field by the USOE, according to your area of concern, to:

  • Accreditation - Georgia Loutensock, (801) 538-7789
  • Assessment - Sarah Moore, (801) 538-7862
  • Career and Technical Education - Jeff McDonald, (801) 538-7657

3:30 p.m.

Informal Breakout

USOE Staff will be available one-one to address any unanswered questions.

4:30 p.m.

Meeting Adjourned

Thank you to everyone form making time in your busy schedules to participate in this meeting.