Transcript Slide 1

Training Session
for the 2009-2010
Student October Collection
Yoon Shin
Data Service Unit
Colorado Department of Education
E-mail: [email protected]
Phone: 303-866-6755
What will we cover today
• STUOCT changes
–
Coding changes (Student Oct 1011)
–
Edits
• How to create a file
• Dealing with duplicate funding
This collection is 100% EDAC Certified
22-54-112(2)
• On or before November 10 th of each
year, the secretary of the board of
education of each district shall certify to
the state board the pupil enrollment of the
district taken in the preceding October.
Important dates
• Student October opens Sept 14
• Approvals begin Oct 1st
– 1st level edit by 10-6-09 through 10-18-09
– 2nd level edit by 10-19-09 through 11-1-09
– Address final edits 11-2-09 through 11-9-09
• Collection closes Nov 10 - NO EXCEPTIONS
• Duplicate Funding Documentation Due by November 19
• Resubmissions and approvals must be completed by Dec. 1
School Finance will conduct a
webinar
• Monday, August 31, 2009 at 9:00
a.m. Finance Unit will provide additional
information to districts at a later date.
Age and grade table
• Currently we have two age and grade
tables
– Normal age and grade table
• Generates warning
– Override age and grade table
• Generates error (student October 0809)
Student October 0910
Override age and grade table
Subject
Edits
Note
Override age and grade
table
Change error->warning
Change error to warning
Logic Same as school year 2008-2009
2009-2010 warning message

GRADE LEVEL does not match pupil's
age based on override grade to age
table submitted by your district
during 2008-2009 student October
collection. You may change this by
complete the override grade to age
table form located
https://cdeapps.cde.state.co.us/ade_
news.htm#student , and submit to
Yoon Shin by e-mail.
Attendance Residence Codes
There are two sets of Attendance
codes
(A) One for those students who attend a
program operated by the district.
(B) Another for those who attend a
program that is not run by the district.
(A) Pupils Attending an Educational Program
Operated by the Reporting District
No change
•
•
•
•
•
•
•
•
01-Resident, Designated School
02-Resident, School of Choice (Open Enrollment)
03-Resident, Non-District Site
04-Non-Resident, Choice (Public Schools of Choice)
05-Non-Resident, Non-Choice
06-Resident, Post Secondary
07-Non-Resident, Post Secondary
08-Resident, Non-Choice
(B) Resident Pupils Attending an Educational
Program Not Operated by the Reporting District
• No change
•
•
•
•
•
•
•
24-Court-Mandated Juvenile Detention
26-Home Based Education (Home Schooling)
27-Non-Public Schools (Contractual Agreement)
28-Outside of Colorado Public Education Agency
29-Outside of Colorado Non-Public School
30-Colorado Public Agency (Contractual Agreement)
31-Administrative Unit (Contractual Agreement)
Public School Finance Act Funding Status
• Funding Code
Are you receiving funds, from and outside
source, to educate the student?
No
Yes
Hours of Instruction
<90
86-Not Eligible
Non-Specific
87-Not Eligible
Tuition
90<Hours of
Instruction<360
82-Part-Time
87-Not Eligible
Tuition
360<Hours of
Instruction
80-Full Time
87-Not Eligible Tuition
Key Point:
• If you are receiving funds from an another
source to pay for costs associated with the
education of a student they must have a
funding code of…….
87- Not Eligible, Tuition
Funding code 70 and 71
Keep:
70
Full-Time, Fast College Fast Jobs-- Student enrolled in Fast College Fast
Jobs Program for less than 12 credit hours per year, beginning in 9th grade,
with a commitment to obtain a high school diploma and an associates
degree or a career or technical education certificate within five years. Fulltime funding provided.
71
Part-Time, Fast College Fast Jobs-- Student enrolled in Fast College Fast
Jobs Program for at least 12 credit hours per year, beginning in 9th grade,
with a commitment to obtain a high school diploma and an associates
degree or a career or technical education certificate within five years.
Eighty-five percent funding provided.
Possible New funding codes Post-Secondary Student Oct. 2010-2011
72
Part-Time -- Pupil is registered for THREE semester credit hours of post-secondary course
work at any early college as defined in 22-35-103 (10), state university or college,
community college, junior college, local district college, vocational school or postsecondary
career and technical education program. Pupil meets criteria for part time funding at school
district. Student is receiving both high school and post secondary credit for Post-secondary
coursework. District is responsible for tuition.
POST-SECONDARY COURSE ONLY
73
Full-Time -- Pupil is registered for THREE semester credit hours of post-secondary course
work at any early college as defined in 22-35-103 (10), state university or college,
community college, junior college, local district college, vocational school or postsecondary
career and technical education program and is taking other high school courses to meet full
time funding criteria. Student is receiving both high school and post secondary credit for
coursework. District is responsible for tuition.
74
Part-Time -- Pupil is registered for SIX semester credit hours of post-secondary course work
at any early college as defined in 22-35-103 (10), state university or college, community
college, junior college, local district college, vocational school or postsecondary career and
technical education program. Pupil meets criteria for part time funding at school district.
Student is receiving both high school and post secondary credit for Post-secondary
coursework. District is responsible for tuition.
POST-SECONDARY COURSE ONLY
Possible New funding codes Post-Secondary Student Oct. 2010-2011
75
Full-Time -- Pupil is registered for SIX semester credit hours of post-secondary course work
at any early college as defined in 22-35-103 (10), state university or college, community
college, junior college, local district college, vocational school or postsecondary career and
technical education program and is taking other high school courses to meet full time funding
criteria. Student is receiving both high school and post secondary credit for coursework.
District is responsible for tuition.
76
Part-Time -- Pupil is registered for NINE semester credit hours of post-secondary course
work at any early college as defined in 22-35-103 (10), state university or college, community
college, junior college, local district college, vocational school or postsecondary career and
technical education program. Pupil meets criteria for part time funding at school district.
Student is receiving both high school and post secondary credit for Post-secondary
coursework. District is responsible for tuition.
POST-SECONDARY COURSE ONLY
77
Full-Time -- Pupil is registered for NINE semester credit hours of post-secondary course
work at any early college as defined in 22-35-103 (10), state university or college, community
college, junior college, local district college, vocational school or postsecondary career and
technical education program and is taking other high school courses to meet full time funding
criteria. Student is receiving both high school and post secondary credit for coursework.
District is responsible for tuition.
Possible New funding codes Post-Secondary Student Oct. 2010-2011
78
79
Full-Time -- Pupil is registered for TWELVE semester credit hours of post-secondary
course work at any early college as defined in 22-35-103 (10), state university or college,
community college, junior college, local district college, vocational school or
postsecondary career and technical education program and is taking other high school
courses to meet full time funding criteria. Student is receiving both high school and post
secondary credit for coursework. District is responsible for tuition.
POST-SECONDARY COURSE ONLY
Full-Time -- Pupil is registered for FIFTEEN semester credit hours of post-secondary
course work at any early college as defined in 22-35-103 (10), state university or college,
community college, junior college, local district college, vocational school or
postsecondary career and technical education program and is taking other high school
courses to meet full time funding criteria. Student is receiving both high school and post
secondary credit for coursework. District is responsible for tuition.
POST-SECONDARY COURSE ONLY
Possible New funding codes /EditsPost-Secondary Student Oct. 2010-2011
Subject
Funding code
(72,73,74,75,76,
77,78,79)
Funding code
(72,73,74,75,76,
77,78,79)
Edits
Only grade 090,100,110, and 120 are eligible for
funding codes 70s
Attendance resident codes must be =
01,02,03,04,05,08, 31 if funding
codes=72,73,74,75,76,77,78,79
Please see student October valid code combinations
located at:
https://cdeapps.cde.state.co.us/appendix_b_stucodes.htm
Note
NEW
NEW
STUOCT 0910- ELL warning
According to Student Oct.0809 data, we still need to address this issue.
Thus, we will keep this as warning for one more year.
• Students can switch programs; for example, ESL to Bilingual OR
Bilingual to ESL program. And you will not receive error messages
• You will receive warning messages if:
– Prior year ESL 1,2,3,5  this year ESL 0 & Bil. 0
– Prior year Bil. 1,2,3,5  this year ESL 0 & Bil 0
Last year student was marked as being in an ELL program and
this year they are marked as Not Applicable.
Continuously Enrolled
• There are three continuously enrolled fields:
– Continuously in District
– Continuously in School
– Colorado Continuously
• Each field has a date you should use to determine if the
student was indeed enrolled continuously.
Pre-Kindergarten and Kindergarten should be considered
when determining the length of enrollment for:
• Continuously in District (Enrolled 1 Year)
• Continuously in School (Enrolled 1 Year)
Continuously Enrolled
• Continuously in District (Enrolled 1 Year)- Student has been enrolled in the district
since 3/9/09 for grades PK-10 and 12th
grade or since 4/22/09 for 11th grade.
Grades PK-12 count toward the 1 year
continuously enrolled in district.
Continuously Enrolled
Continuously in School (Enrolled 1 Year)
--Student has been enrolled in a public
school since 3/9/09 for grades PK-10 and
12th grade or since 4/22/09 for 11th grade.
Grades PK-12 count toward the 1 year
continuously enrolled in school.
Continuously Enrolled
Colorado Continuously (Enrolled 3
Years) --Student has been enrolled in a
Colorado public school since 3/12/07 for
grades 3-10 or 4/25/07 for 11th grade. (All
other grades may use 3/12/07.)
Pre-Kindergarten and Kindergarten do NOT
count towards the 3 years.
ELL Continuously (Enrolled 3 Years)-ELL Continuously (Enrolled 3 Years) -- Student has been enrolled in any
ELL program since 3/12/06 for grades 3-10 or 4/26/06 for 11th grade. (All
other grades may use 3/12/06.) Pre-Kindergarten and Kindergarten do NOT
count towards the 3 years.
PLEASE ZERO-FILL THIS FIELD
As of 2009-2010 school year, CDE no
longer collects this information. Districts
will default this field with Zero.
Early Childhood November
Alternate Count Date
Please Note: This year the early childhood
alternate count date will be Monday, November 2.
• Available to all school districts.
• (C.R.S. 22-54-103)
• Use of the Early Childhood Alternate November 1
Count Date is Optional
Requirements:
• The November 2 Alternate Count Date Applies to
Early Childhood Students Only (Grade Level Coding
of 004 only)
• Districts may use either the October 1 count data, or
their November 2 count data - whichever is higher.
Even if a district is planning to use the alternate
count, a district should still plan to include their CPP
and early childhood special education count
information in their October collection.
• Whatever date is chosen a district must use the
same count date for all CPP and early childhood
special education students within the district.
Requirements (cont):
• Children must be enrolled and in attendance on or
before November 2.
• Children’s attendance must still be documented five
days prior to, and five school days following November
2.
• You will be asked to indicate in the submission whether
you are using the October 1 or November 2 count date
for your early childhood students.
• Children counted on November 2 must have at least 90
hours of teacher-pupil instruction or contact in the first
semester, and the CPP program must be available 360
hours in the course of the school year.
Final Points to Remember When Using
the Early Childhood Alternate Count:
• Children who have left the district prior to November 2
cannot be counted.
• A child cannot be counted on November 2 if they have
already been counted in another district on October 1.
• Children cannot be counted in both CPP and early
childhood special education.
• School districts will still be limited in the number of
CPP students they are able to count – students
reported for funding cannot exceed their CPP
allocation.
School Codes for Non-Public
Schools
• All Colorado Preschool Program students and early
childhood special education students should have a
school code.
• School codes will be identified on the Non-Public Early
Childhood School Code list for children who have an
Attendance/Residence code of:
–
–
27: Non-Public Schools (Contractual Agreement) or
30: Colorado Public Agency (Contractual Agreement) – Head
Start, Preschools operated by a college or university or a recreation
center.
First Graders that Attended
Kindergarten in Another State
• Statute allows a five-year-old to be funded in first
grade if the pupil has attended at least 120 days
of kindergarten in a state other than Colorado.
• In these cases, the district should contact Yoon
to be included in an exception list.
• The district will need to maintain appropriate
documentation of the child’s attendance in
another state.
First Graders (cont.)
Appropriate documentation includes one of the following:
 Enrollment information from the prior school that summarizes
how many days the student attended school out of state
 Actual attendance records that show the student was present
in school for 120 days
 Attendance summary document that shows the student
attended school for 120 days
CDE Auditors will verify the documentation at the next district
audit.
Coding for Kindergarten Children
In the October Count collection there are two
different coding options under the grade level
element for children attending kindergarten.
• 006: Half Day Kindergarten (450+ academic instructional
hours)
• 007: Full Day Kindergarten (900+ academic instructional
hours). Note: This does not include children that attend a halfday kindergarten program and then attend a child care program
in the second half of their day.
It is very important to code children in the
correct grade level element in kindergarten.
• CDE will use this information to calculate both supplemental
full-day kindergarten funding and hold harmless
kindergarten funding.
• This information will also be used to determine if school
districts can use the supplemental full-day kindergarten
funding provided to them, as allowed in HB08-1388.
For further information see the Legislative Summary of HB08-1388:
http://www.cde.state.co.us/cdefinance/LegislativeSummariesFY200
8-09.htm or contact Lori Goodwin Bowers (303) 866-6783 or
[email protected]
HB08: 1021: Early Access to Kindergarten and
First Grade for Highly Gifted Children
Starting in the 2008-09 school year, an Administrative
Unit, using a criteria and process established in State
Board of Education rules, may serve:
• Highly advanced gifted children in kindergarten at 4
years of age
• Highly advanced gifted children in first grade at 5 years
of age
How to code-Early Access to Kindergarten and
First Grade for Highly Gifted Children
Approved Districts ONLY
Age
Grade
Gifted &
talented
Funding code
options
4
006
(half day
Kindergarten)
1,2,3,4
(select one)
82,86,87,88
(select one)
4
007
(Full day
Kindergarten)
1,2,3,4
(select one)
82,85,86,87,88
(select one)
5
010
(Grade 1)
1,2,3,4
(select one)
Select proper
funding status
code
Data Submission Process
• Once you have collected all of the student
information
• There are two ways to create a file for
submission……..
1. Generate one through your student
information system (Prostar, Power School,
SASI, Infinite Campus, etc.)
2. Use Excel to create a file by hand.
Creating a File in Excel.
• Begin by opening Excel and use the first
row to create headings for your data.
• Proceed to fill in the information you have
collected for each student.
• Don’t forget to save the file periodically.
• Be sure you remember where you saved
your file as you will need to return to it in
order to correct errors.
• Once you have added all of your students
change the size of each column to match
the number of bytes as indicated in the file
layout.
• Save your file.
• Be sure to delete the row with all of the
headings or else they will be submitted
with the rest of your data.
• Save the file again as a .prn file
Once you have saved the file you will need to find
it on your computer and change the name.
From
To
Duplicate Funding
• If both your district and another district are
claiming the same student you will, even after
approving your data, receive an e-mail from
CDE indicating you have an error that needs to
be resolved.
• Log back into the system and download a new
error report with SASIDs and Student Names.
• You will need to forward documentation to the
auditing unit.
Duplicate Funding Cont.
• Auditing Unit will decide who should count the
student.
• If you need to change either a SASID or remove
a record you will need to make the change to
your file, contact Yoon (303-866-6755) to reset
your district, and then resubmit the file.
• Since you have resubmitted your data you will
need to download the latest version of the Data
Summary Report and get both signatures again.
Collecting and Reporting Race &
Ethnicity Data for Students and Staff
in Colorado’s Public Schools
An overview of planned changes to be
implemented in the 2010-2011
academic year
Colorado Department of Education
Data Collections / ADE Unit
From 1977 to present, students and staff in Colorado
have been reported in one of five “race/ ethnicity”
categories
Race/Ethnicity: The general racial/ethnic heritage category which most clearly
reflects the individual’s recognition of his or her community or with which the
individual most closely identifies.
NOTE: Under the current reporting system, each reported individual must be
assigned to a single category.
01 - American Indian or Alaskan Native
02 - Asian or Pacific Islander
03 - Black (not Hispanic)
04 - Hispanic
05 - White (not Hispanic)
By federal mandate, beginning in 2010-2011, race and
ethnicity data will be collected using a new two-part question
format, which will allow the selection of more than one race
Please Note: You must answer both parts of the question below
Part A:
Do you consider yourself to be of Hispanic/Latino origin?
Yes
No
Part B:
Which of the following groups describe your race?
(you may select more than one)
American Indian or Alaska Native
Asian
Black or African American
White
Native Hawaiian or Other Pacific Islander
The federal government has developed definitions
for these six ethnic and racial categories
Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or
Central American, or other Spanish culture or origin, regardless of race. The
term “Spanish origin” can be used in addition to “Hispanic/Latino or Latino.”
American Indian or Alaska Native: A person having origins in any of the
original peoples of North and South America (including Central America), and
who maintains a tribal affiliation or community attachment.
Asian: A person having origins in any of the original peoples of the Far East,
Southeast Asia, or the Indian Subcontinent including, for example, Cambodia,
China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,
Thailand, and Vietnam.
Black or African American: A person having origins in any of the Black
racial groups of Africa.
White: A person having origins in any of the original peoples of Europe, the
Middle East, or North Africa.
Native Hawaiian or Other Pacific Islander: A person having origins in any
of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
New fields and coding options will be added to CDE
collections in 2010-2011 to accommodate these changes in
Race and Ethnicity reporting for students and staff
Race/Ethnicity information as collected by the
district from the student or the student’s family
Ethnicity
Field
Race
Field 1
Race
Field 2
Race
Field 3
Hispanic
or Latino
American
Indian or
Alaska
Native
Asian
Black or
African
American
04
01
02
03
00 - No
00 - No
00 - No
00 - No
Race/Ethnicity categories
to be used in Federal and
State Reporting
Race
Field 5
Race
Field 6
White
Native
Hawaiian/
Other Pac.
Islander
01
American Indian or Alaska
Native
02
Asian
05
06
03
Black or African American
00 - No
00 - No
04
Hispanic or Latino
05
White
06
Native Hawaiian or other
Pacific Islander
07
Two or more races
Federally Reported Race/Ethnic
Category Field
For all CDE collections, districts will report the race and ethnicity
information collected from each respondent and the racial or
ethnic category to be used in federal reporting for that respondent
Race and Ethnicity Information Collected
from Students and Staff
Hispanic
Native
American
Asian
Black
White
Reported Racial/
Ethnic Category
Hawaiian/
Pac. Island
Any single race or combination of races
Hispanic
Native American/
Alaska Native
Asian
Black
White
Native Hawaiian/
Pacific Islander
Any combination of races – but not of
Hispanic Ethnicity
Two or More Races
What if a student/parent or staff member refuses
to self-identify?
•
Students and parents who are reluctant to self-identify should be informed:
 This information will only be publicly reported in an aggregated format
that is not personally identifiable.
 The district/school is required by law to provide this information and that
refusal to self-identify will result in “observer identification” on their behalf.
•
School district policy should indicate the steps to be taken before an
observer makes a selection. These might include:
 Reviewing the enrollment form with the parent at registration
 Sending a second letter or making a follow-up phone call
 Offering a meeting with a staff member or contractor who speaks the
parent’s/student’s native language.
•
Districts may not use a default category to assign all non-reported students.
(e.g. all students with no ethnic or racial designation cannot be reported as
“White” or “Two or More Races”). These determinations are to be made on
a case-by-case basis.
What if a student/parent or staff member refuses
to self-identify (continued)?
•
District/school staff may not direct or instruct an individual in responding to the
two part question on race and ethnicity beyond clarifying the question. This
process is intended to collect self-identified responses about an individual’s racial
and ethnic identity.
•
If available, the district may use the Race/Ethnicity designation reported for the
student in a previous CDE reporting period.
•
If the student does not have a previous record indicating race and ethnicity, the
district is required to use observer identification to establish the student’s current
ethnic and racial designations. This determination can be informed by:




first-hand knowledge about the student and his or her family by school staff
the student’s/parent’s country of birth or country of origin
the student’s home language or parent’s language of preference
knowledge about the community to which the school belongs.
Recommended next steps for districts
 Make required changes to enrollment forms in advance of the start of
the 2010-2011 school year.
 Notify parents, students, and staff via mailings or take-home
documents
•
Download and modify the “Sample District Letter to Parents”
http://www.cde.state.co.us/cdereval/download/Word/Race%20and%20Ethnicity/SampleDistrictLettertoParents.doc
•
and the “Sample District Letter to Staff”
http://www.cde.state.co.us/cdereval/download/Word/Race%20and%20Ethnicity/SampleDistrictLettertoStaff.doc
 Schedule meetings/presentations to discuss the new racial and
ethnic reporting categories and answer questions
 Consider conducting a pilot study or focus group prior to
implementation of the new reporting system
 Provide training for front office staff and others likely to receive
questions pertaining to race/ethnicity reporting
Additional resources and information from the
Colorado Department of Education
Available on the CDE website at
www.cde.state.co.us/cdereval/rvRace-Ethnicity.htm
Resources
• CDE Race and Ethnicity Brochure
• April 9th 2008 Scoop Announcement
• Presentation (May 30, 2008)
• Racial/Ethnic Data Collection
Implementation Plan
• How to Maximize Participation in New
Racial/Ethnic Categories from
Parents/Guardians (Pending)
• NCES - Managing an Identity Crisis - Forum
Guide to Implementing New Federal Race
and Ethnicity Categories
Parent Information
• Sample District Letter to Parents
• Sample Collection Question Format for
Students
• Parents Race/Ethnicity Frequently Asked
Questions (FAQs)
District Information
• Sample District Letter to Staff
• Sample Collection Question Format for Staff
• District Race/Ethnicity Frequently Asked
Questions (FAQ)
• Outreach Activities
Technical
• 2010-2011 Data Collection Edits (proposed)
• How Collected Race and Ethnicity
Information will be Reported
Final Federal Guidance
• Racial and Ethnic Guidelines
US Department of Education Links
• Dear Colleague letter from Assistant
Secretary of Education Bill Evers
• US Department of Education Race and
Ethnicity Policy Questions and Answers
Organizations providing feedback on the new
race/ethnicity categories:
School Districts and BOCES
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Adams 12
Adams 14
Adams 50 - Westminster
Aurora Public Schools
Centennial BOCES
Cherry Creek School District
Colorado Springs 11
Denver Public Schools
East Central BOCES
Greeley School District
Harrison 2
Jefferson County Schools
Johnstown-Milliken RE-5J
Keenesburg RE-3J
Littleton Public Schools
Mountain BOCES
Summit County School District
Groups and Organizations
•
•
•
•
Charter Schools
City of Denver
Colorado Parent Coalition
LARASA of Colorado (Latin American
Research and Service Agency)
• Metro Community Provider Network
• Spring Institute for Intercultural Learning
• University of Colorado
Units within the CDE
•
•
•
•
•
•
•
•
Communications Office
Office of Federal Programs Administration
Data Services
Exceptional Student Leadership
Gifted Education
Office of Language, Culture, and Equity
Prevention Initiatives / Early Childhood Ed.
Unit of Student Assessment
Who to contact at CDE
•
DATA SERVICES UNIT
– Jan Rose Petro (303) 866-6838 [email protected]
– Yoon Shin (303) 866-6755 [email protected]
– Peter Fritz (303) 866-6175 [email protected]
– Annette Severson (303) 866-6824 [email protected]
– Dennis St. Hilaire (303) 866-6840 [email protected]
– Brenda Meyer (303)-866-6744 [email protected]
•
Student October Issues & Contacts
– (303) 866-6612 Anne Bygrave-SASID’s
– (303) 866-6880 Tracey Cantrell- Audit information
– (303) 866-6818 Mary Lynn Christel-Finance
– (303)-866-6670 Herminia Vigil-Free and Reduced Lunch