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State Charter Schools CommissionNew School OrientationData Collections OverviewJanuary 26, 2017

DATA COLLECTIONS IS A unit within the Georgia Department of Education’sTechnology Services Division.o Works across all departments and levels within the agency, andwith other agencies, states, and US ED.o Supports and works with school districts to collect and reportdata.o Develops standards for data reporting and continuouslyimproves processes to enhance data quality. Charged with collecting and reporting selected student, staff,system, and school data.o Data is used to inform decision-making in many areas such asfunding, accountability, state and federal legal requirements,federal program monitoring and evaluation, audits, district datause, and other initiatives.

MULTIPLE REASONS FOR COLLECTING DATA CCRPIFederal (EDEN) ReportingProgram Monitoring and EvaluationsOpen Records RequestsCivil Rights Data CollectionPerkins ReportingSpecial Education reportingSLDSProgram auditsState Report CardNote: This list is a sample of data uses and is not all-inclusive.

MULTIPLE REASONS FOR COLLECTING DATAFulfill LegalRequirementsState ncourageData Integrityand QualityFoundationfor MakingDecisions

LET’S TAKE A CLOSER LOOK AT THE PASTUDENTRECORDFTE DATASURVEYDATAPRIVATESCHOOLFTESTUDENTCLASS –Class SizeFREEREDUCEDMEALCPI

STATE REPORTINGSee separate chart on Summarized Description of the DataCollections.

DATA COLLECTION DATES

STATE REPORTINGMain Points SCSC schools participate in all collections, except the Private School datacollection. Participation in EOPA is determined by grade levels. Several collections occur more than once during the school year (cycles). Most of them have a check to verify student identity data using a uniquestudent identifier. Verify student schedules are accurate and complete. Incomplete orinaccurate schedules can impact funding, accountability, federal reporting,program reviews, etc.

STATE REPORTING Why are accurate and complete schedules important?KSegments6 Segments 1 FTE There are 36 ‘D’ segments.This equals 6 FTEs with ‘D’ weight. (1 FTE at ‘D’ weight is 2,463.43)No funding is earned for ‘O’ segments.Various levels of funding are earned depending on the segment code.

STATE REPORTING Why are accurate and complete schedules important?FTE FORMULA# FTE’s x FY2017 Weight x FTE ‘Base’ Amount Approximate FTEAMOUNTFTE Formula Examples:(for presentation purposes only)FTE’S‘D’(Grades 9 - 12)XFY2017WeightXFTE ‘Base’Amount ApproxFTE AMOUNT61.000 2,463.43 14,780.58FTE’S‘B’FY2017WeightFTE ‘Base’AmountApproxFTE AMOUNT(Grades 1 - 3)350X1.2859X 2,463.43 1,108,703.62

STATE REPORTING Why are accurate and complete schedules important? Impacts Post High School Readiness (pathways, MOWR, AP, etc.) Impacts Exceeding the Bar Indicators in Elementary, Middle, and HighSchoolsVerify reports in Student Record

STATE REPORTING In CPI, review reports early to look for unusual counts ofpersonnel: Verify counts of teachers, administrators, other staff Verify third party contract workers and long-termsubstitute teachers Verify active and terminated employees Verify employees reported for the State Health Plan orOther Plan

STATE REPORTINGCPI: Which records do I report in CPI and do they earn T&E?PersonnelRecord LayoutsEarn T&E Long-Term SubstitutesANoThird-Party ContractsA&CNoSB 327 Employees(direct contract)A, B, & CYes, if certifiedOther direct contract employees and VIFA, B, & CYes, if certifiedRegular EmployeesA, B, & CYes, if certified

STATE REPORTINGCPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORTPSC: Charter schools and systems and Strategic Waiver School Systems that have contractsallowing waiver of certification for teachers have to use specific codes when submitting CPI “C”records for teachers who lack a teaching certificate issued by the Georgia Professional StandardsCommission (GaPSC).Please use the guidance questions listed below to determine the correct process to reportemployees requiring certification. Start with question #1 and proceed from there.1.2.QUESTIONDoes the employeehave PSC certification?Does the employeehave a PSC certificationpending and is waitingfor approval?ANSWERREPORTYESRegardless of whether in-field or out-of-field,report the PSC CERTIFICATE TYPE and PSC CERTIFICATEFIELD that is the most appropriate for the Job Code beingreported in CPI.NOAnswer Question #2.YESRegardless of whether in-field or out-of-field, and no otherPSC certification is available,report the pending PSC CERTIFICATE TYPE and PSCCERTIFICATE FIELD CODE ‘998’.(PSC Details will report pending certifications as Open Case ‘T’).NOAnswer Question #3.

STATE REPORTINGCPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORTPSC: Charter schools and systems and Strategic Waiver School Systems that have contracts allowingwaiver of certification for teachers have to use specific codes when submitting CPI “C” records forteachers who lack a teaching certificate issued by the Georgia Professional Standards Commission(GaPSC).Please use the guidance questions listed below to determine the correct process to report employeesrequiring certification. Start with question #1 and proceed from there.3.QUESTIONDoes the employeemeet the requirementsfor one of thecharter/SWSS waivercodes 101, 102, 103?ANSWERREPORTYESReport CERTIFICATE TYPE CODE ‘CHW’And report one of the following CERTIFICATE FIELD CODES,whichever fits best:101 - Academic Major (Grades 6-12) - GaDOE Charter/SWSSWaiver102 - Course Work (Minimum 21 semester hours) - GaDOECharter/SWSS Waiver103 - GACE - GaDOE Charter/SWSS WaiverNOReport CERTIFICATE TYPE CODE ‘CHW’and report the following CERTIFICATE FIELD CODE:104 No Equivalent (101, 102, 103) or HOUSSE GaDOECharter/SWSS Waiver

STATE REPORTING Monitor and keep track of file uploads, extracts, and reports for allcollections, including: GUIDE Full-Time Equivalent – (FTE) FTE Survey PRE ID Student Record Student Class Certified/Classified Personnel Information – (CPI) End of Pathway Assessment (EOPA) Free and Reduced Review reports early to look for unusual counts of students/personnel

STATE REPORTING Make sure school staff understands their role and responsibilityas it relates to collecting and reporting data for state reporting. Ensure the appropriate staff maintains proper records and areproactive to correct errors. Get a student information system! Require state reporting staff to participate in relevant trainings.EX: New Coordinators Training, Data Collections Conference,Webinars, GSIS, etc. Ensure state reporting staff is aware and complying withdeadlines and proactively preparing ahead of time.

CREATING YOUR “TEAM”AdministrationState ReportingAdministrativeStaffFinanceCurriculumHR / PayrollCTAETitle 1 andOther FederalProgramsSpecialEducation

GETTING STARTEDGeneral orting.aspxDocumentation Specific to Data Reportinghttps://portal.doe.k12.ga.us/login.aspx

Student Record Checklist

GETTING STARTED

GETTING STARTEDData Element DetailFIRST NAMEFIRST NAME identifies the student's first name as it appears on legal documents. Nicknamesare not allowed. FIRST NAME cannot be null, contain numbers, or selected specialcharacters. Valid characters are: a-z, A-Z, - ,', ., , Blank (Space Char). FIRST NAME is reportedin all FTE cycles.GENDERThe GENDER code identifies the student's sex. GENDER is reported in all FTE cycles. Validvalues are:Male ‘M”;Female ‘F’.GTIDGTID is the 10-digit student ID assigned by the Georgia Department of Education. It is aunique testing identifier that is created in the GTID application. All GTID’s reported forstudents must also be found in the GUIDE application. Students transferring betweendistricts should already have a GTID. A new GTID should only be generated if the student hasnever been given a GTID while enrolled in a Georgia public school. Before generating a newGTID for a student, very carefully verify the student has NEVER had a GTID so that thestudent’s records are not lost, or duplicated.

REMEMBER! When it comes to state reporting,Process is just as important as Product. Poor planning leads to a poor process, and they both leadto a poor product. You influence the outcome.

Data CollectionCommunications Portal Messaging(sample message)

REQUESTING ASSISTANCEThe Technology Services Help Desk is the first line of contact forquestions concerning a collection, errors, and warnings.Help Desk Email: dticket@doe.k12.ga.us Phone: 800-869-1011

REQUESTING ASSISTANCEPlease follow the guidelines below for all email or voice messagecorrespondence:Please include: First and Last name District name Phone number (where you can be most easily reached) Email address Indicate the collection (several collections overlap) Error/warning number and message Description of the issue or the question Please do NOT include Personally Identifiable Information (PII) in yourcorrespondenceThis includes the use of full names, full SSN’s/GTID’s (partial #’s are ok),or other personally identifiable data.

FY 2018 DATA CONFERENCETraining and Workshops1. New Coordinators Workshop – Tuesday, August 29, 20172. Data Conference - Wednesday, August 30, 2017 – Friday,September 2, 2017Location: Classic Center in Athens, GANo registration fee for either event

QUESTIONS & ANSWERS

# FTE'sx FY2017 Weight x FTE 'ase' Amount Approximate FTE AMOUNT . CPI : HOW TO DETERMINE WHAT CERTIFICATION TO REPORT PSC: Charter schools and systems and Strategic Waiver School Systems that have contracts . GTID for a student, very carefully verify the student has NEVER had a GTID so that the student's records are not lost, or .