FY 2012 Data Collection
Conference
Student Record Update
Students Behind the Data
2012 Student Record Update
Students Behind the Data
Student Record Overview
GTID – Impact on Student
Student Record Changes
Student Record Reminders and Data
Questions & Answers
•Student Record Overview
 Student Record provides a year-end, cumulative
record of student program participation and
various activities for the fiscal year.
 Data reported in Student Record:
1.
Used in the SLDS
2.
Included in the AYP determination process
3.
Appears on the state report card
4.
Sent to the US DOE for federal reporting
5.
Used for program audits and monitoring
6.
Subject to open records requests
•Student Record Overview
Comprised of Nine (9) Record
Types
Special
Education
Course
System
Program
Discipline
School
Address
Enrollment
Student
Student Record Timelines
 February 7, 2012 – Transmission window opens
 February 21, 2012 – Initial transmission of Student
and Enrollment records
 March 28, 2012 – Initial transmission of Special Ed
and Program records
 April 11, 2012 – Initial transmission of Course and
Discipline records
 April 25, 2012 – Deadline for duplicate resolution
 June 15, 2012 – Deadline for Student Record
transmission
STUDENT RECORD UPLOADS
SR – How Districts Upload
SYSTEM
SCHOOL
STUDENT
Initial Upload February
ENROLLMENT
SPECIAL ED
PROGRAM
March
COURSE
DISCIPLINE Second
April
ADDRESS
Anytime
GTID - Reminders
GTID Impacts Student Record!
GTID – Impacts Student Record
Has now been around for 6 years; required in Data
Collections for 5 years.
• Has 2.7 million records; FTE has 1.7 million active
students
•
•
There is only 1 minor change to the way the
application works this year.
GTID – Impacts Student Record
•Positively Identifying Students
Make
sure you have positively identified the
student from the initial contact with the state
database. The first contact is the GTID system.
2
data elements that are becoming more critical
every day – middle name (not initial) and SSN
GTID – Impacts Student Record
How do Merged Duplicates happen?
Record in GTID:
Angela Kay
Ingram
1/2/2000
Uploaded in August 2010 by the same district
with the GTID:
Angela
Ingram
1/2/2000
Uploaded in September 2010 by a different district
without a GTID (a new student):
Angela Diane Engram
1/12/2000
GTID – Impacts Student Record
Positively Identifying Students
Please use the full legal name, including middle
name
From State Board Rule 160-5-1-.28 and O .C.G.A. § 20-2-150
A student shall be identified in the local Student Information System (SIS)
and in the Georgia Statewide Student Information System (GSSIS) by the
student 's legal name as it appears on the documentation submitted for
age verification as delineated in paragraph (2) (a) 3 , or in a court order
changing the student's name.
Please ask for the SSN and keep it secure in your
SIS.
GTID – Impacts Student Record
Positively Identifying Students
From State Board Rule 160-5-1-.28 and O .C.G.A. § 20-2150
•
Pursuant to O.C.G.A. § 20-2-150, before the final enrollment of a
student to a publicly-funded Georgia school is complete, a parent,
guardian, or other person shall provide a copy of the enrolling
student’s social security number to the proper school authorities or
shall complete and sign a form stating the individual does not wish to
provide the social security number.
GTID – Impacts Student Record
Positively Identifying Students
Please ask for the SSN and keep it secure in your
Student Information System
If the parent signs a waiver, check (transfer
papers or GTID) to see if the student has an
SSN substitute – 800#. That 800# should be
treated like the student’s SSN. It should be
used to help identify that student as long as
he is in a Georgia public school.
GTID Screen Shot
14
Student Profile Screen Shot
15
Student Profile Screen Shot
16
State Longitudinal Data System (SLDS)
In
the State Longitudinal Data System (SLDS) –
look for incorrect history:

from the example of Estefania –
EOCT scores and GHSGT scores for a 4th grader.
Helpful Reports
Special Education History Report
From the SR 2011 main menu
18
Helpful Reports
Special Education History Report
19
Helpful Reports
•Special Education History Report
20
NOTE: Students included in this report have been placed in Special Education
(Special Education Events '06', '07', or '08') and have not exited Special
Education (event '09' or '10'). If the Primary Area is missing, then the last
district to report this student did not report the student
enrolled in
Special Education.
Helpful Reports
GTID Claims Report
21
Helpful Reports
GTID Claims Report
23
Suggestions:
1.
2.
3.
4.
5.
Don’t enter/upload a GTID unless it is complete.
If you find a problem in a student’s GTID History or Student
Profile History, contact me through the Portal.
If you enter a student in GTID individually, then pull up the
Student Profile when enrolling the student. Find out which
special programs the student was enrolled in.
If you enter a student in GTID individually, check for
Special Education History when enrolling the student.
Create a schedule for pulling the Special Education History
Report by Claim Date DETAIL (weekly?).
Suggestions:
6.
7.
8.
Pull the Special Education History Report by Claim Date
LIST by school to have the School Special Education Lead
verify that all SWD students have been assigned to a Case
Worker, are getting served, have FTE segments, etc.
(especially prior to FTE)
Pull the Special Education History Report by E799 now, and
again after FTE 3. Make sure these students are served or
exited from Special Education by the close of SR.
Create a schedule for pulling the GTID Claims Report. Pull
the GTID claims (weekly, monthly) by school to verify that
transfer students are marked ‘T’.
Your suggestions?
Student Record Changes
Changes that you should know about!
Title III - ESOL
ELL (English Language Learner)
now referred to as EL (English
Learner)
New valid value ‘F’ for EL field identifies former EL students once
they have completed the
monitoring phase. (E215)
Valid value list now includes
‘Y’, ‘N’, ‘M’, and ‘F’
New valid value ‘3’ for EL
Monitor Basis –identifies students
who exited out-of-state or from a
non-public school (E224)
Title III - ESOL
ELL Delivery Model field renamed
ESOL Delivery Model
"Alternative“ model renamed to
"Approved Innovative Model“
The option to select ‘7’ - Not Served
has been removed
Valid ESOL delivery models: (E219)
‘1’ - Pull-Out (PO)
‘2’ - Push-In (PI)
‘3’ - Cluster Center (CC)
‘4’ - Resource Center (RC)
‘5’ - Scheduled Language Acquisition
‘6’ - Approved Innovative Model
‘7’ - NO LONGER VALID VALUE
‘8’ - Sheltered Content
Blank - N/A
Title III - ESOL
If ESOL=Y then ESOL Delivery
Model is required (grades 6-12)
Note: Change from previous years where EL =
Y was trigger for EDM (E221)
If ESOL Delivery Model is
entered, then EL must =Y
ESOL Delivery Model is reported
on the School Level for Grades K-5
Not Served identified by EL = Y
and ESOL = N
Title I
New warning for Pre-K students
flagged in Title I Participation.
(Program serves K-12 - Pre-K
should be exceptions)
Removing Title I Participation
codes for Civics, History,
Geography, and Other.
Adding Title I Participation code
for Social Studies.
Title I
Adding new data elements for
SES Participation Codes:
Reading
English/Language Arts
Math
Science
Social Studies
Title I
Adding new data element for SES Eligible
on School Level record
Removing SES Offered from the School
Level record
SES Services Data
Element
In Student Record
Prior to FY 2012
Comment
SES Eligible
NO
Added in FY 2012
SES Applied or
Requested
YES
Only eligible students
can apply or request
SES services
SES Offered
YES
REMOVED from SR
SES Received
YES
Actually received
services at some point
during the school year
Special Education
Warning changed to error GNETS records must have an end
date on program records
Special Education Layout –
Changing business rules
Discussion Topics
Whether or not events from
multiple years will be accepted
Whether or not the events should
come from the most recent school
instead of all schools
Whether or not more than one
Annual Review should be accepted
within a school year
Remedial Education Program (REP)
New valid value for Remedial
Education Subject Code – English/LA
(HS)
Code
Description for REP Subject Code
3
Remedial English/LA (HS)
4
Remedial Reading (HS)
5
Remedial Writing
6
Remedial Mathematics
7
Both Reading and Mathematics
8
Both Writing and Mathematics
9
Both Reading and Writing
Blank
n/a
Early Intervention Program (EIP)
New data element for EIP Subject
Code – indicates the subject area(s) for
which the student received EP services
at any time during the school year
Code
Description for EIP Subject Code
1
Reading
2
Mathematics
3
Reading and Mathematics
Blank
n/a
Safe and Drug-Free Schools
The Student Record
Discipline module will be
renamed the Student Safety
module.
Beginning FY 2012, schools
will use the existing layout with
modifications to report student
safety data which includes
discipline and other types of
student safety data.
Safe and Drug-Free Schools
In changing the name of the module, the following
data elements will be renamed as follows:
Discipline Incident Number  Incident Number
Discipline Incident Date  Incident Date
Discipline Incident Type  Incident Type
Discipline Incident Context and Location 
Incident Context and Location
Discipline Action Code  Action Code
Discipline Action Auxiliary  Action Auxiliary
Safe and Drug-Free Schools
Code table changes – new valid values:
A new valid value for “Bullying” will be added to the
Incident Type.
New valid value for “Other Non-Disciplinary Incident”
added to Incident Type
No Teacher ID should be reported when Incident
Type is “Other Non-Disciplinary Incident.”
New valid value for “Physical Restraint” added to the
Action Code
Action Code “Physical Restraint” may be
reported with discipline incidents (codes 00-28);
however, Incident Type “Other Non-Disciplinary
Incident” may only be used with Action Code
“Physical Restraint.”
Safe and Drug-Free Schools
Definition of “Bullying”:
A pattern of behavior, which
may include written, verbal, or physical
acts, that is so severe, persistent, or
pervasive so as to have the effect of
substantially interfering with a
student’s education, threatening the
educational environment, or causing
substantial physical harm or visibly
bodily harm.
Alternative Education
Attendance Recovery programs - to be approved
through the Alternative Education Program.
The school district should submit assurances and an
approved plan just as they would any other alternative
education program.
The time made up should cover the same standards and
equivalent time.
The work made up should be comparable to that which
the student would have received had he/she been present
in class.
Students that make up days via attendance recovery are
still marked absent to the day they were not in attendance.
Alternative Education
New categories for Program Level record –
Combine 01B and 01C into one category for
Early College/Gateway to College
Combine 01E and 01F into one category for
Evening School/Open Campus/Other
Add a new code for Education Management
Organization - EMO/Vendor-operated
Add a new code for Middle School Program
for Non-Disruptive Students
New data element on Course Level record –
field to identify Credit Recovery course
Alternative Education
•Enrollment
Level
•Program
Level
•Discipline
Level
Attendance
Recovery
In School
Suspension
Open Campus,
Gateway,
Early College,
Evening School,
EMO/Vendor Operated
Credit Recovery
•Course
Level
Curriculum/CTAE
Elementary
Reminder - CTAE
Reminder - WBL
ACCESS Courses
• New course
numbers
approved for
K-5:
• Reading
• Spelling
• Penmanship
• Courses with
XX.4, XX.5, or
XX.6 are 9-12
courses
• WBL courses
are XX.7 and
must follow
the exact
course
number
pattern in
board rule.
•In order to meet the IEP or
local system requirements
for students with
significant cognitive
disabilities, any approved
state-funded course may
be designated as an
Access course by utilizing
a 5 in the fourth digit after
the decimal.
General Updates
Date Entered 9th Grade Removed E3420 – International
Exchange Students (IES) will
need to report a DATE ENTERED
9th GRADE. Required for AYP.
•Graduation Diploma Type
–
New diploma type added – General High School Diploma – ‘G’.
FY 2009 OR AFTER
PRIOR TO FY 2009
 If
Date of Entry in 9th Grade
>= FY 2009, then diploma
type must be high school
diploma, special ed diploma,
or certificate of attendance.
Diploma Type
C
V
B
G
S
A
 If
Date of Entry in 9th Grade <
FY 2009, diploma type options
are college prep, tech prep,
both, special ed diploma, or
certificate of attendance
Description
College Preparatory
Vocational (Technology / Career)
Both College Preparatory & Vocational (Technology / Career)
General Diploma
Special Education
Certificate of Performance
•Withdrawal Codes
Code
table change – new valid values
 Withdrawal
Code
• Withdrawal Code 'X' – modified
to separate current withdrawal
reason ('X') - private school,
out of country, and out of state.
'J' - Transferred out
of country
'K' - Transferred to
a private school
'X' - Transferred out
of state
•Special Needs Code
Data element revised
Special Needs Code
Description
for Title I Students
Translation for records where any TITLE I PARTICIPANT CODE = Y
1
Educationally disadvantaged/educationally deprived: student is
failing to meet Georgia QCC objectives for grade level.
Translation for records where any COURSE NUMBER indicates the course is a
vocational education course.
Educationally disadvantaged: a student who scores below the 25th
1
percentile on a standardized achievement or aptitude test, or
whose secondary school grades are below a 2.0 on a 4.0 scale, or
who fails to maintain minimum academic competencies.
2
3
Blank
Student is a single parent
Both educationally disadvantaged and a single parent
Not Applicable
Student Record Reminders
Key Points to Remember
Student Record Reminders
Special Education Course Numbers
XX.0
•Student does not require
special education services
in the segment
•OR
•Student receives inclusion
services during the
segment (inclusion codes
4-8)
•4 - Paraprofessional
•5 - Interpreter
•6 - Job Coach
•7 - Assistive or Other
Personnel
•8 - General Ed Teacher
XX.8
•Student is in a separate
class taught in a special
education setting by a
special education
teacher. It may be a
resource or selfcontained class.
XX.9
•Student is in a general
education setting taught by a
general education teacher,
and receives special
education services through
collaborative, co-teaching, or
consultative models
(inclusion code 9)
Student Record Reminders
Title I Participation Codes
In
a school with a targeted assistance program, count only
those students identified as Title I.
if
a student is receiving special education services in a course
(IEP), do not flag the student for Title I participation in that
course.
Title
I only serves students in the core academic classes:
English/LA, reading, mathematics, social studies, and
science.
Student Record Reminders
Cross Checks with FTE
Students
reported active in FTE 1 or FTE 3 will be expected in
SR as active or withdrawn
Students
reported in FTE 1 or FTE 3 with program codes for the
following program areas will have edits in Student Record:

Gifted Education – Edit checks for Gifted Service Code, GDM, Content
Area of Curriculum

REP – Edit checks REP Subject Code for content area and XX.1 course
number

EIP – Edit checks for EIP Subject Code for content area (NEW)

Dual Enrollment – Edit checks for dual enrollment course record

Special Education – Edit checks primary area
Student Record Data
What Did You Tell Us in FY
2011?
•SR Data – What Did You Tell Us?
Course Data
E901 and E902 are course
edits that require a
minimum number of
completed courses to be
reported.
Looking at data from SR
2009, SR 2010, and SR
2011, there is an increase
in the number of students
in grades 6-12 receiving
FTE funding but cannot
account for any completed
courses in Student Record.
What does
this mean?
•SR Data – What Did You Tell Us?
Withdrawals
Of the students reported
active in FTE 2011-1,
approximately 14% of
students reported at
least one withdrawal
record in FY 2011.
Withdrawal percentage
not an issue unless “the
ball drops!”
Thank You