Data Collections. New Coordinator Workshop

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Bernice Shaw
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1 Data Collections New Coordinator Workshop 1

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4 All data is entered into your local software Your software is provided by a vendor Support for your local software is through your vendor* You use an option in your local software to produce a file (extract) that you upload to us *exception: we support PCG 4

5 You can upload your extract by using the portal The portal is a secure website that is accessed with a login and password Any data coming to the state, for any of our applications, are through the portal We support these applications (software) 5

6 The process by which you take the extract from your local software and send it up to us. You need to know, from your vendor, how to create the extract and where to find it in a folder You need your portal login and password to be set up to access the application You need to know where the option is to upload the extract to the application 6

7 Placement for extract 7

8 UPLOAD EXTRACT TODAY ABC School 70 records UPLOAD BEFORE YESTERDAY ABC School 100 records RESULT AFTER RESULT OF TODAY S UPLOAD ABC School 70 records Your data is loaded in the production tables. When the record includes a School Code, the extract data overlays the previous data per school. This applies to most of our applications. 8

9 Data have errors message on Main Menu Click on the message to go to the error report Other messages indicating your status: Online changes made please revalidate Errors requiring comments Error comments pending Warning comments pending Ready to Sign Off Signed Off 9

10 The process by which your data is evaluated, based on the state business rules Error Report Errors Ennn Warnings Wnnn Corrected Relieved Need to be checked 10

11 Process Failed message on Main Menu sent to person logged in May indicate data lines that have error(s) Use a text editor with a character ruler Make corrections in your local software then, re-upload 11

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13 Login SignOff 13

14 This is a secured website to ensure confidentiality. Do not share your login and password with others! You can only have one role per account. If you need both district and school rights, you need to have separate accounts. 14

Previously signed off cycles will have summary reports, but no detail.

15 From the left bar menu, you will select your application (FTE, Student Class, CPI, Student Record etc.) The Transmission Cycle page will display the cycles available to you. The current cycle is at the top. Previously signed off cycles will have summary reports, but no detail. To save detail, either print or download your data after signing off. Data File Layouts are available on the Transmission Cycles page. 15

16 Application Overview

17 SR File Upload Select this link to upload a SR extract file

18 SR File Upload

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20 SR Add/Edit/Delete Data Select this link to start an online validation

21 SR Validate Data

22 SR Add/Edit/Delete Data Select this link to Add, Edit, or Delete data online

SR Add/Edit/Delete Data 1. Select the school from the drop-down 2. Select Edit School Record to add/edit/delete Student, Special Ed, Program, or School level data. 3.

23 SR Add/Edit/Delete Data 1. Select the school from the drop-down 2. Select Edit School Record to add/edit/delete Student, Special Ed, Program, or School level data. 3. Select Edit Student Safety or Edit Enrollment Records to add/edit/delete data for that record level. 4. Select Delete School Record to delete the school and all school level data.

24 SR Add/Edit/Delete Data 1. Select the Student 2. Select the button that correlates with the record level that needs to be added, edited, or deleted.

25 SR Add/Edit/Delete Data Add/Edit/Deletion options may vary per application If you need assistance deciding what method is best for your situation, please contact the Help Desk 25

26 Only make online changes when you have finished uploading data (extract files). Uploads will wipe out online corrections! Click on the Add/Edit/Delete option on the Main Menu Once you have made your online corrections, the status line will tell you to revalidate. 26

27 Special Tools Select this link to access: - SpEd Rejection Recovery - Ad Hoc Query - SpEd History/GTID Claim report - Individual Student Record report - EOPA Eligibility Report

Special Tools The Individual Student Report includes all the student level data reported by the district. All Enrollment records reported state-wide are displayed on the report.

28 Special Tools The Individual Student Report includes all the student level data reported by the district. All Enrollment records reported state-wide are displayed on the report. ADHOC Query allows the user to search/query data the district reported in Student Record. SPEDHIST-GTID Claimed Student SpEd History Report allows the user to search the SpEd History for a student claimed in GUIDE. SpEd Event Rejection Recovery and the SE076 Rejection Report allows the user to recover rejected SpEd events.

29 Individual Student Record

30 SR Reports Menu Select this link to access reports for System, School, Student, Enrollment, Program, Student Safety, and Special Education.

SR Reports Menu Student Record reports are grouped by Record type for convenient access. Student Record reports should be used to verify the data the district reported in Student Record to the GaDOE.

31 SR Reports Menu Student Record reports are grouped by Record type for convenient access. Student Record reports should be used to verify the data the district reported in Student Record to the GaDOE. Please review the data on the reports for accuracy prior to Superintendent sign off. Program area reports can be reviewed by the appropriate program area to ensure accurate data has been reported. Student Record reports can be used in the error resolution process.

32 Student Record Reports are grouped by layout for convenient access. Clicking on STUDENT takes you to the sub-menu to all Student level reports. 32

33 SR Reports STUDENT SR038 Active Students Reported in FTE but not in Student Record SR064 Multiple GTIDs Reported for Student ID SR084 Student Summary Information SR020 Retained Students Report SR066 Duplicate GTID Report ENROLLMENT ENR001 Dropouts Who Are Active in Another System ENR036 Students With E2567 With GTID Claim ENR032 Duplicate Student Id Report ENR035Ta Student Enrollment Greater than 190 days Summary between Districts PROGRAM SE061 Students Misreported as Special Ed STUDENT SAFETY DIS095 OSS Greater Than 10 Days w/o Services

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35 Student Record DIS030 System Totals by Discipline Incident Counts 35

36 Student Record PGM001 Alternative Programs Report 36

37 Sample Sounty The left column list district totals per category The right column has links to detail reports for the category on the right 37

Start checking reports early to detect data issues Have program managers review reports for

38 Each application has a report option on its Main Menu You may find sub-menus for categories of reports, like Student reports, Course reports, etc. Start checking reports early to detect data issues Have program managers review reports for their program area (Special Ed, Migrant, Gifted, etc.) to check the data being reported. Look for counts that don t make sense. 38

39 Error Report Select Data Have Errors to view the Error Report

40 Error Report Click the error number to see the records with this error.

41 Error Detail on Student Records Error Detail on Student Records School GTID Student Name Field Name Field Content Correct Cross Creek High School Armour, Sharon Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (667:0189: ) Correct Cross Creek High School Aspy, Kathy Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (667:1050: ) Correct Alternative Education Center at Lamar Green, Katie Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (631:0290: ) Correct Alternative Education Center at Lamar Miller, Patty Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (648:0507: ) Correct Westside High School Saxton, Irish Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (648:0507: ) Correct Glenn Hills High School Garber, Carl Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (644:0105: ) Correct Josey High School Frasher, Mat Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (644:0176: ) Correct Josey High School Hardy, Tom Date Entered 9th:Previous (SYS:School:Date Entered 9th) :Previous (636:0189: )

Across Application Checks Data reported for SCHOOL CODE in FTE-1 and/or FTE-3 but no schoollevel Student Record data have been

42 Valid Value Checks SST : Invalid code for Student Support Team (SST) participation. Must be 'Y' or 'N' for all students. Data Comparison Checks PROGRAM CODE, GRADE LEVEL: PROGRAM CODE = J is only valid for GRADE LEVEL = 06, 07, 08, 09, 10, 11, and 12. Across Application Checks Data reported for SCHOOL CODE in FTE-1 and/or FTE-3 but no schoollevel Student Record data have been submitted for SCHOOL CODE. All schools that reported FTE for the current school year must also submit school-level Student Record information. 42

Tools: Layout Data Definitions Check at the source data for data

43 1. Determine why the record received the error: What is the error message telling you? 2. Tools: Layout Data Definitions Check at the source data for data entry errors 3. Local software issue contact the SIS vendor 4. Not sure what the problem is contact the Help Desk 43

44 SCHOOL CODE Error Detail on Student Records School Field Name Field Content Correct 0117 ABC School School ID 117 Where are we going to research the School Code 0117 ABC School 01,02,03,04,05 Closed 06/30/2016 SCHOOL CODE Cross Application

Process that allows removal of errors when comments are entered for legitimate reasons that the data reported is correct but outside the norm. Your application may have two types of error relief: 1.

45 Process that allows removal of errors when comments are entered for legitimate reasons that the data reported is correct but outside the norm. Your application may have two types of error relief: 1. Manual error relief use the Manual Relief Request option on the Main Menu. 2. Online automated error relief the Comments Entry Menu displays after all manual errors are corrected and any manual relief is completed. These have drop-down options to select from. Some of these only have Other which requires you to enter the reason for the relief request we have to approve these. 45

46 How do I request manual relief? Simply click on the new Manual Relief Request option on the Main Menu. Click on this option once it displays on the Main Menu If you do not see this option, it has not yet become available. 46

47 Enter your comments as they relate to each error. Remember, we want what is really happening, so please describe what is truly occurring and why it is an exceptional situation that requires relief. Enter your comments in the box immediately below the related Error Code. 47

Not all situations are relievable Error relief is only for exceptional situations Some examples: SWD student graduated last year ( G ), was not coming

48 Not all situations are relievable Error relief is only for exceptional situations Some examples: SWD student graduated last year ( G ), was not coming back, but unexpectedly enrolled again this year. (E168) DATE OF BIRTH was reported incorrectly last year and is now being reported correctly. (E0715) 48

The Sign Off Button (electronic signature) The button is not available on the report until the

49 Every mandated application requires the Superintendent to sign off on the data. The Sign Off Report is on the Main Menu ALWAYS REVIEW THIS REPORT! The Sign Off Button (electronic signature) The button is not available on the report until the collection status is Ready to Sign Off Is only visible via the Superintendent s login ID and password. Alert your superintendent to sign off before the deadline 49

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Logging In The Process Getting Help

August 2016 1 2 LOCAL versus STATE Software Logging In The Process Getting Help 3 All data is entered into your local software Support for your local software is through your vendor (exception: GaDOE support