EOY Data Collection & Review: Returning Submissions Staff

1. End of Year (EOY)TrainingModule 1 – Data Collection and Review(Returning Submissions Staff) 2017-2018

2. Agenda – Module 1 Your Presenter Ryan Hartung- ryanhartung@csi.state.co.us 303-866-6973 • General Submissions Information • End of Year (EOY) Purpose • Data Collection and Review • Purpose: Provide information on the collection, entry and review of data

3. Data Submissions in 4 Steps Data Collection/Entry (Module 1) Submission to CSI (Module 2) Error Resolution (Module 3) Data Review (Module 4)

4. General Submissions Information

5. General Submissions Resources • General Data Submissions Training Modules • Data Submissions Handbook and Calendar • Excel Importing and Conversion Information • SIS Resources • http://www.csi.state.co.us/school_resources/submissions/resources • CSI End of Year main Page http://www.csi.state.co.us/school_resources/submissions/student_collections/EOY/

6. End of Year (EOY) Purpose

7. What is Collected for EOY? The student end of year snapshot collects the educational information for student for a school year.  This includes the student demographic information and the students entry and exit from within a district.  This information is used to calculate dropout, graduation, and completion rates.  In addition to this,  the student end of year snapshot collects high school student's post secondary and AP course information. Note—the EOY submission is required for federal reporting

8. Data Used to Determine CDE Resources on how these are calculated • Graduation, completion, and dropout rates definitions and calculations (PPTX) webinar • Dropout rates calculations (PPTX)webinar • Explanation of Anticipated Year of Graduation (AYG) (PPTX)webinar • Graduation and completion rates calculations (PPTX) webinar EOY data is used to calculate the following rates (school, district, and state levels): • Graduation • Completion • Dropout • *This information is used for school performance and accreditation ratings

9. Data Used to Determine (con’t) CDE Resources on how these are calculated • https://www.cde.state.co.us/cdereval/mobility-stabilitycurrent EOY data is also used to determine stability and mobility rates.

10. School Data Collection

11. EOY Files To create the EOY snapshot, each school will be submitting the following interchange files, which are extracted from their SIS: • Student Demographic (SD) • Student School Association (SSA) • Title I • Advanced Course Completion (ACC)

12. Requesting Student ID’s (SASIDS)

13. SASID Request Process Information on SASID Attainment, a request template and links to the CDE RITS page can be found on the CSI Website: http://www.csi.state.co.us/school_resources/submissions/student_collections/SASIDs

14. Entering Data into SIS

15. Data Entry/Update Process PowerSchool users can access the CSI PowerSchool/Data Collection Mapping Guide to identify which fields need to be filled in so that when a state file is extracted, there are no (or few) blanks on the file • Infinite Campus users can access the state reporting resources in Campus Community. Each resource includes a Report Layout section, in which the last column of the report (Campus Interface) identifies where the data needs to be entered into Infinite Campus • Screenshot of Report Layout section of the SSA File Screenshot of Mapping Guide for initial SD fields

16. Using Your SIS to Review Data

17. Internal Review Process Overview Reviewing specific areas will vary, but for EOY it is important to check: • Blank Fields • Advanced Course Completion (ACC) Data • Retention Codes Sharing the various SIS reports with appropriate school staff can help validate data further (ex. Cass rosters to the teachers to review data) For tips on using Excel features to further review data, please review the Using Excel for Importing and Reviewing Data module

18. Using SIS Search Features to Review Data before Submission • Similar to October Count, please make use of the search features in your SIS to check your data before extracting and submitting to CSI. • Some key searches: • Search for exit codes: If you used an 11 or 13, make sure you have adequate documentation (i.e. confirmation of attendance) from the receiving school • PS: ExitCode=# • IC: student.endstatus=# • Search for retention code: Confirm that retention code = 1 did not roll over from the prior year • PS: CoRetentionCode=# • IC: es.retained=# • Search Entry and Exit codes for unique situations • Exits due to illness, excessive absences, etc. • Some codes require that the student return in that same school year • Infinite Campus users – see Ad Hoc Reporting resources in Campus Community. If schools on IC would like a tutorial on how to use Ad Hoc Reporting to conduct some basic searches, please reach out to: Mina Parthasarathy, SIS Support Coordinator, parthasarathy_m@csi.state.co.us (provide a phone number in emails to Mina)

19. Using your SIS SIS EOY PREP: 1. Extract files early to make sure that expected data is being pulled in, particularly for ACC and Title I. 2. Check with your SIS administrator to ensure you are aware of when they plan to roll over the system so you can plan the last day to update the SIS and extract files. Let them know that you need to need to be kept aware of the roll over timeline. • You may continue to update your SIS and extract new SD, SSA, ACC, Title I files up until your school (or CSI) performs the system’s end of year roll over (rolling over from 17-18 to 18-19). • In June, schools typically • Stop extracting files from their SIS • Start making updates to the actual Excel files (Assuming your school’s end of year roll over doesn’t take place before then, you may want to consider moving to Excel after clearing Level 1 errors)

20. General Notes (Thoughts to Consider)

21. Who to Include/Exclude from EOY • All students who were reported in the 17-18 October count MUST be included on the EOY report. • Check for students who are in your SIS for 17-18, but never actually attended. Be sure to mark these as “Exclude from State Reporting” in your SIS! They will negatively impact accountability rates if you do not. • PowerSchool- select the student, select the State/Province – CO tab, choose Yesfor the Exclude from State Reporting dropdown, then Save/Submit. • Infinite Campus- select the student, click on the Enrollment tab, click the current line of enrollment, check the No Show checkbox, click Save.

22. Timeline and Deadlines

23. CSI Submission Timeline • February 14, 2018 -- Initial End of Year Submissions Due*** • June 13, 2018 -- All Level 1 (Interchange) Errors Must be Cleared • Schools are encouraged to continue working through any errors now  • July 12, 2018--All Level 2 (Snapshot) Errors Must be Cleared • Schools should resubmit their interchange files after the last day of school to make sure all information (ex: graduation, exit dates, retention) are up to date • After schools submit last day of school files and errors are cleared, CSI will begin uploading Initial summary/certification reports to FileZilla. • August 22, 2018 – Initial Signed Certifications Due to CSI • September 1, 2018—Follow up on remaining no shows • Schools should identify any students that had ’00’ exit code in 17-18 that didn’t return for 18-19 and contact those families to find out where the student ended up enrolling as that data is required to be included in the 18-19 EOY collection. • November 2, 2018—Final Signed Certifications Due to CSI • *** - Note: Schools do not have to wait until the Initial Submissions date to provide CSI with files. This can be done as soon as you would like.

24. Timeline for CSI Schools DO consider sending ‘test files’ ASAP if you are new to this position or new to extracting the report from your SIS DOsubmit your files as soon as possible so you have ample time to review and clear errors CSI’s School Compliance Policy will be exercised for missed deadlines due to the critical nature of these deadlines

25. Thank you for reviewing this module! Module 1 has now been completed. Please access Module 2 when you are ready to extract files and submit to CSI Contact for EOY Questions: Submissions Inbox Submissions_CSI@csi.state.co.us