Data, Research and Federal Policy

Data, Research and Federal Policy

Meet The Team Lou Fabrizio Karl Pond Vinetta Bell K.C. Elander Terra Dominguez Diane Dulaney Vicki Humphreys Loreto Tessini

What We Do FEDERAL DATA COLLECTIONS

Why Do You Care? The data you submit is used by NCDPI, the legislature, the Federal Government and others to make decisions on funding, curriculum and programs, as well as monitoring and compliance. Check out the NC Public Schools website for Federal Programs your LEA might be a part of: http://www.ncpublicschools.org/federalprograms/

Today s Topics Data Confidentiality Federal Program Monitoring Clusters in Power School Update Civil Rights Data Collection NC State Report Cards

Data Confidentiality Lou Fabrizio Data, Research and Federal Policy Director Lou.pond@dpi.nc.gov & Karl Pond Enterprise Data Manager karl.pond@dpi.nc.gov

Student and Staff Data Confidentiality FERPA: http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html Exceptions Researcher Access Federal Reporting Requirements Aggregate Level Data Protecting Personally Identifiable Data at the LEA Level http://www.ncpublicschools.org/docs/data/management/best practices.pdf Senate Bill 815 / S.L. 2014 50 SEA Responsibilities LEA Responsibilities

Federal Program Monitoring Clusters in Power School Update Loreto Tessini Enterprise Data Functional System Analyst loreto.tessini@dpi.nc.gov

2014 2015 Federal Program Monitoring Data Collection Schedule Name Who reports Open Close What is collected Why it is collected Student Participation: (Title I part A private, neglected, and delinquent children) LEAs and charter schools receiving Title I * October Headcount: 1 Oct 5 Dec 2014 Annual Collection: 8 Dec 2014 31 May 2015 Count by grade level of children served with Title I Part A funds in private schools, neglected, and delinquent facilities during school year. It includes October headcount Reported to USED Included in CEDARS Title I Part D, N&D Neglected and Delinquent State Agencies (DJJ, DPS) receiving Title I Part D funds October Headcount: 1 Oct 5 Dec 2014 Annual Collection: 8 Dec 2014 31 May 2015 Children served in delinquent facilities with Title I Part D funds, along with services provided during school year. It includes October headcount Reported to USED Included in CEDARS TAS Targeted Assistance Schools LEAs and charter schools with TAS schools 1 Oct 2014 31 May 2015 Children eligible and/or served in TAS programs along with services provided during school year Used for AMO calculation Reported to USED Included in CEDARS SIG School Improvement Grant LEAs and charter schools with SIG schools 1 Oct 2014 31 May 2015 # School Year Minutes, Intervention Model, and Type of Increased Learning Time. Reported to USED Included in CEDARS RLIS Rural Low Income Schools LEAs and charter schools receiving Title VI RLIS funds 1 Oct 2014 31 May 2015 Purpose for which RLIS funds were used during school year Reported to USED Included in CEDARS Homeless Program All LEAs and charter schools in the state, regardless if LEA/charter receives McKinney Vento funds * 1 Oct 2014 15 June 2015 PK 12 homeless children enrolled in public schools along with services provided during school year. Also includes out of school (OS) homeless children. Reported to USED Included in CEDARS ESSR Eligible Schools Summary Report 2014 2015 All LEAs and charter in the state, regardless if school receives Title I funds 1May 27 June 2014 unless LEA has new schools code, then it is due 28 Aug 2014 Total # children enrolled at the school Total # low income children Title I program that will be operated during upcoming school year Title I application Poverty Percentage ESEA Flexibility Waiver Reported to USED Included in CEDARS

Migrant data collection All Migrant pages developed and released in production. 13 14 Migrant currently being loaded in all instances. There is no data to be viewed yet. 13 14 and 14 15 Migrant data entry will start as soon as all data is loaded. Migrant data entry for all LEAs is performed by DPI. This is true for LEAs with or without a Migrant Education Program (Title I, Part C). All LEAs with migrant children, with or without a migrant program, have the capability of viewing (view only) migrant data.

Migrant data collection Security Group 400 LEA Migrant Director, used in LEAs with a Migrant program. Allowed to certify data. Security Group 401 LEA MEP staff, used for any other MEP or LEA staff, who needs access to migrant data, in all LEAs. Not allowed to certify data. LEAs must create these groups and only these groups for Migrant data. These groups cannot be used for any other purposes as they have been coded with special page permissions for Migrant pages. Give them Viewonly access level. No additional page permission settings are needed for these groups.

Migrant data collection The system will automatically create all security groups in between the last security group currently used by the LEA and group 401. Those extra groups in between can be left untouched. i.e., no need to set them up for the purpose of setting up groups 400 and 401. E mail titled Setting up MEP users sent on 8/04/2014 @ 5:10 p.m. included two attachments. Disregard PDF file describing settings for other security groups. Use the excel file attached for informational purposes only. DPI is setting up additional Migrant security groups 142, 143, and 146 for every instance, and assigned authorized (by DPI) users to these groups. These group settings and users must not be modified by LEAs.

Civil Rights Data Collection Terra Dominguez State Coordinator, CRDC terra.dominguez@dpi.nc.gov

What Is CRDC? Civil Rights Data Collection (CRDC) Requested by Office of Civil Rights (OCR) Nationwide district level collection Collected every two years Previous year collection Federal collection submission window: October 1, 2014 January 14, 2015

Federal OCR Sites OCR Home page: http://www2.ed.gov/about/offices/list/ocr/index.html Collection and Specifications: http://www2.ed.gov/about/offices/list/ocr/data.html

Federal User Guides 2013 14 LEA Form 2013 14 School Form Full set of CRDC school level questions for all schools and justice facilities, including high schools, and schools with the highest grade no higher than 8 that offer Algebra I or Geometry 2013 14 Elementary School Form Only for schools with the highest grade not greater than 6 2013 14 Elementary/Middle School Form Only for schools with the highest grade not greater than 8 that do not offer Algebra I or Geometry

Optional Data For SY 13/14 NC will not collect elements that are optional for CRDC SY 13/14 if they are not already collected Optional elements will not be visible on the PowerSchool NC OCR pages or CRDC 1 and CRDC 2 views Additions will be made for SY 14/15 CRDC

NC CRDC Timeline June First iteration of CRDC LEA and School level screens July LEA and School level screens updated for SY 13/14 per OCR requirements PowerSchool CRDC 1 and CRDC 2 views released August Update CRDC LEA and School level screens September Pilot submission testing with OCR October 1 st CRDC submission window opens January 14 th CRDC submission window closes

The Data You Submit In: PowerSchool Financial Systems Licensure CFDC LEP Migrant CECAS 3rd Party Systems Flat File from LEA Section 504 Will be used to create the CRDC files submitted to OCR for your LEA

Questions Still Remain About Some Data Alternative plan possibilities include: Manual LEA submission (CRDC web tool) to OCR for elements not collected at this time Files sent to DPI and merged by the state into CRDC submission files

PowerSchool CRDC Views Must be run at the LEA level Must be run using Term 13 14 Year Once run, Review is a static copy Must re run to capture any updated data

NC Submission To Feds LEAs will indicate to OCR that NCDPI will submit data OCR is still working on defining this process All data corrections must be communicated to NCDPI to allow re submission of CRDC to OCR More information on OCR, NCDPI and LEA coordination pending

What Do You Need To Do? Verify that all data elements are updated in the CRDC LEA and School level forms in PowerSchool Ensure preceding questions are updated Use CRDC 1 and CRDC 2 PowerSchool views to review data Verify the Term is set to SY 13 14 Notify NCDPI if you have any questions or concerns

NCDPI Next Steps Form 10 LEA pilot Work with SAS for full collection standard flat file format Pilot with OCR Communicate, communicate, communicate

OCR / CRDC Questions What happened to my data when you upgraded the CRDC screens? All data that was provided by your LEA before the enhancement still exist in the system. Pearson used the existing table structure and updated the labeling of the interface, so the questions your LEA answered should map to the same tables. You are seeing fields that are blank because the CRDC has been revised and some of the questions have been extended or eliminated. You will want to update these new fields. You will not be able to edit the questions below the additions if you do not. What happens if I don t update the preceding questions? If a leading question is Null, the subsequent attached questions will report as No regardless of the values already populated.

OCR / CRDC Questions Why do my enrollment counts look weird? DPI is still working on business logic with Pearson and SAS, please stand by What about data that is missing from PowerSchool? NCDPI will work with the LEAs on a blended approach to ensuring all data is collected What about data in my third party systems? SAS is working to provide LEAs a standard file format to deliver 3 rd party data to NCDPI

OCR / CRDC Questions How do I know my schools have completed the CRDC school level questions? Check the CRDC 1 and CRDC 2 views in PowerSchool Use the filters on the screen or export the data to excel Use the Export Manager (export CRDC tables) 1. Start > System > Page and Data Management > Data Export Manager 2. From the Export Manager drop down, select the appropriate table. (All tables specific to CRDC begin with S_NC_CRDC ) I. Once table has been selected you can check all, one, or many of the data II. III. elements on the left side of the screen. The element fields populate on the right side of the screen. Sort and/or update the labels prior to exporting. 3. Click Next. 4. Click Next. I. Update the Export Summary and Output Options to suite your taste. I use II. the defaults and the data looks fine. You are prompted to select the file type for the download. I prefer Excel.

More Federal Resources Information about U.S. ED Programs: http://www2.ed.gov/programs/gtep/index.html Laws & Guidance: http://www2.ed.gov/policy/landing.jhtml?src=rt CEDS (CRDC element alignment to Common Education Data Standards) : https://ceds.ed.gov/

NC School Report Cards Diane Dulaney State Coordinator, NC School Report Cards diane.dulaney@dpi.nc.gov

Each month, approximately 60,000 people visit the NC School Report Cards site. The School Report Cards website informs citizens about things like class size, the certification background of teachers, school safety, and academic performance. The site also serves as a primary reporting means for the schools and districts regarding the Elementary and Secondary Education Act (ESEA) performance. Consolidating Accountability reporting to make the SRC the primary website for public reporting

Key Events: 1 Month Before SRC Release: Data Preview I Week Before SRC Release: Site open to principals to allow time for printing of the Report Card Snapshots Report Cards are released late fall/early winter Immediately After Release: Report Card Snapshots should be distributed to parents

New in 2014 New Information in the SRC School Performance Grades Read to Achieve AP/IB exam participation and results The NC School Report Cards will transition to SAS Visual Analytics