1

2010 MSIS DATA

COLLECTION WORKSHOP

2

Presenters

MIS Statistics

and Reporting

&

Office of Innovative

Report

Francie Gilmore-Dunn

Jerry Russ

Gregory Smith

Tollie Thigpen

Shelia Thompson

Linda Golden

• What is EDFacts? • EDFacts is a U.S. Department of Education (ED) initiative designed

to collect and place state-reported K through 12 education performance data at the center of policy, management and budget decisions. EDFacts centralizes data provided by state education agencies (SEAs), local education agencies (LEAs) and schools.

• What are the purposes of EDFacts? • Place the use of robust, timely performance data at the core of

educational decision making and policymaking. • Reduce state and district burden by streamlining data reporting. • Improve state data capabilities by providing resources and technical

assistance. • Provide data for planning, policy and management at the federal,

state and local levels.

• What is important to know about EDFacts? • Full reporting through EDFacts is required for all states beginning in SY 2008-09. • The Office of Management and Budget (OMB) approves the EDFacts data set before

collection begins. • Each SEA identifies a staff member to serve as the EDFacts Coordinator. The

coordinator is the official SEA contact for the EDFacts team and is critical to the success of EDFacts.

• EDFacts does not collect individual student- or staff-level information. All information provided to EDFacts is aggregated at the school, district, or state level. None of the information is personally identifiable to individual students or staff members.

• A Data Governance Board within ED meets to address discrepancies in data definitions and data quality issues and to approve changes to the data set. The board includes representatives from K-12 program offices across ED.

• What are the EDFacts systems? • EDFacts Reporting System. EDFacts data analysis and reporting tools permit users

to access, analyze and report on education data. Two kinds of reporting options are available – preformatted reports and ad hoc, or individually tailored, reports. States can access preformatted reports for the data they provide to ED, while Department staff can access both preformatted and ad hoc reports.

• EDEN Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the Department. SEAs provide the vast majority of their education data to ED using the ESS.

• EDEN Survey Tool (EST). The EST is a Web-based interface that allows LEAs and other local level entities to submit data to ED. The EST is used to collect data for the Civil Rights Data Collection and the Electronic Application System for Indian Education.

• EDFacts Metadata and Process System (EMAPS). EMAPS provides an easy method for states to report and maintain metadata, which are information collected to explain and analyze data in ESS. Examples of metadata include state definitions, state policies, assessment information (such as performance levels and testing accommodations), graduation rate calculations, and accountability information.

6

FEDERAL REPORTS• CCD (MIS)

• CSPR (OIS)

• MSIX (MIS 2000)

• DANS (Spec Ed)

• CAR (Voc Ed)

• OCR

• NAEP

True and Accurate DataDistrict Accreditation Policy:

2.5 FACTORS AFFECTING CHANGE IN ACCREDITATION STATUS

An assigned accreditation status may remain unchanged during that school year except in those cases where verified noncompliance with financial standards (See Appendix H), the testing standard (See Appendix F), standards for Safe and Healthy Schools (See standards 35, 36, & 37), continued noncompliance with federal regulations, or reporting false information MAY DOWNGRADE A STATUS IMMEDIATELY. When the district has verified correction of deficiencies in meeting all process standards previously cited as deficiencies on the district’s Accreditation Record Summary, the accreditation status will be upgraded.

8

CSPRConsolidated State Performance

Report

• Collects data that is required under section 1111 of the No Child Left Behind Act (NCLB), which mandates the requirements for the Secretary’s report to Congress and information necessary for the Secretary report on the Department’s Government Performance and Results Act (GPRA) indicators.

CSPR

• Participation

• Proficiency

• AYP Results

• Teacher Quality

• Language Instructional Programs

• Persistently Dangerous Schools

• Graduation and Dropout Rates

• Education for Homeless Children and Youth Programs

CSPR (Continued)

• Migrant Child Counts• Student Achievement & Participation in Title I

Schools• Even Start Programs• Neglected, Delinquent, At Risk• Innovative Programs• Rural Education• Funding Transferability for state and local

educational agencies

Federal Programs Managed by OIS

• Title I, Part A – Basic• Title I, Part C -- Migrant• Title I, Part D – Neglected & Delinquent • Title II, Part A – HQ Teachers & Admins• Title III, Part A – ELL• Title IV, Part A – Safe & Drug Free Schools• Title IV, Part B – 21st Century Learning• Title V, Part A – Innovative Programs• Title VI, Part B – Rural Education• Title X, Part C – Homeless Education

12

Indicators in MSIS not Utilized How do we maximize

• TITLE 1• TITLE STUDENT INDICATORS • MIGRANTS• LEP• HOMELESS• NEGLECTED/DELIQUENT

13

TITLE 1• Title 1 funds are targeted to high-poverty school districts and used to provide

supplementary educational services.• Only those persons receiving Title 1 funding should be coded in personnel with a

Special Program Code of 1.• In Title 1 School wide Program, most federal, state, and local funds are

consolidated to upgrade the entire educational program of the school. In schools operating on a school wide model, Title 1 is no longer a distinct program but is integrated into the regular program.

• Schools may elect to operate as a school wide program only if they have a child poverty rate of at least 40 percent.

• Title 1 Targeted Assistance Schools are so-termed because it targets its services on specific, identified children.

• A student is Title 1 Eligible if he or she is from a low-income family, as indicated by his or her free and/or reduced lunch status.

• Title 1 neglected students are students who are 21 years of age or younger and enrolled in a regular program of instruction at either an eligible institution or community day program for an average length of stay of at least 30 days.

• Title 1 delinquent students are students who attend a public or private residential facility that is operated primarily for the care of children and youth who have been adjudicated delinquent or in need of supervision.

14

Student Indicators

All Student data is provided through monthly file submissions.

AYP

• Adequate Yearly Progress Model– Annual AYP “Met/Not Met” Decisions– Improvement (choice, supplemental services)– Corrective Action (serious!)– School Restructuring (very serious!)

16

MIGRANTS• In order to qualify for the Migrant education program the child must:

• Be younger than 22 and has not graduated from high school or does not hold a high school equivalent certificate

• Have moved within the last 36 months

• Have moved across school district boundaries and a change in residence

• Have moved for the purpose of obtaining work that is temporary or seasonal, and agricultural of fishing

• Be working to provide a living for himself and his or her family

17

MSIX

• What is MSIX?Migrant Student Information Exchange: MSIX was developed in September 2007.

The MSIX does not replace existing state migrant student record systems; rather it links them in a minimal invasive manner to collect, consolidate, and make available critical education and health data.

The MSIX also leverages available information provided by the states to ED’s Education Data Exchange Network (EDEN) system to ease the data collection burden on states

BEYOND MSIS

Data Required for Reporting NOT Currently Captured in MSIS

• Private School Participant Survey• Private School Enrollment Form• Homeless Student Tracking System• Supplemental Education Services Participant

Counts• Neglected/Delinquent Annual Student Count

(October)• 21st Century Yearly Performance Report• Profile Performance Information Collection System

(PPICS)• English Language Learners (ELL) Survey• Consolidated Federal Programs Monitoring

20

DEMOGRAPHICS• DISTRICT: Street address (Physical Address)

Mailing Address (Mail Delivery)

Administrator Information

• SCHOOL: Street address (Physical Address)

Mailing Address (Mail Delivery)

Grades Taught

Administrator Information

21

At the beginning of each school year, all data contained in the demographic file should be checked for validity, corrected if necessary.

DISTRICT DEMOGRAPHICS

22

The School Demographics screen will provide District/School Users with the ability to create, update, and view the School Demographic information for new and existing Schools. Any authorized MSISuser that has access to the School Demographics screen will be allowed to view the Demographicinformation for any school in the State.

SCHOOL DEMOGRAPHICS

23

ENROLLMENTENROLLMENT: Enrollment is the total number of different pupils admitted to

(or entered on the roll of) the school unit concerned. The school unit may be the classroom, the school, the county, the state, or the nation.

In order that a uniform procedure for elimination of duplicate enrollment may be used by all school within a state, as well as by respective states, it is necessary that pupils be classified as Original Entries, Entries, Re-entries, and Withdrawals.

24

ETHNICITY/RACEA two-part question is mandatory, with the ethnicity part asked

first.Ethnicity (Choose one):• Hispanic/Latino• Not Hispanic/LatinoRace (Choose one or more, regardless of Ethnicity):• American Indian or Alaskan Native• Asian• Native Hawaiian or Other Pacific Islander• Black or African American• White• Two or more races

25

A DROPOUT IS AN INDIVIDUAL WHO:  

• Was enrolled in school at some time during the previous school year and; (Aug-May);

• was not enrolled at the beginning of the current school year;

• has not graduated from high school or completed a District approved educational program; and

• does not meet any of the following exclusionary conditions:

* Transfer to another public school district, private school, or State or District approved educational program;

* Temporary absence due to suspension or school-approved illness;

* Or death.

26

Traditional Graduate• A students who enters the ninth grade and after

fulfilling a prescribed course of study, graduate four years later. ( Graduate associated /w a Year)

WHAT IS THE GRADUATION RATE?

The percentage of students entering the ninth grade who, after fulfilling a prescribed course of study, graduate four years later. (Yearly Rate)

27

Why am I reporting discipline data to MSIS?

All discipline data reported is required by either state or federal legislation.

Incidents and Dispositions Reported to MSIS

28

Discipline Detail Report• Two Major Divisions

– Incidents and their reporting requirements– Dispositions and their reporting requirements

• Incident is an infraction committed by a student

• Disposition is the result of an incident and is prescribed by the district.

29

Student Incident Data

Student had handgun in backpack

FAP Handgun

Expulsion

3/5/08 5/21/08 45 Expelled for duration of school year

Western Cody

3/5/08

10/23/93

30

Different Groupings of Incidents

I. Alternative Education Codes Used as a tracking system to track reasons for

remanding students to Alternative School Does not count in aggregate numbers of incidents for

school/district

II. Persistently Dangerous School Codes Must be reported within 72 hours of occurrence

III. State law codes

IV. Incident codes reported to track dispositions

31

ARRA REPORTINGARRA Guiding Principles

• Spend quickly to save jobs

• Improve student achievement through

• Ensure transparency and accountability

• Invest one-time funding to minimize “funding cliff”

32

ARRA REPORTINGTransparency

Federal Funding Accountability and Transparency Act (FFATA) – 1512 (c)(4)

• SEC. 1512. REPORTS ON USE OF FUNDS

(c) RECIPIENT REPORTS.—Not later than 10 days after the end of each calendar quarter, each recipient that received recovery funds from a Federal agency shall submit a report to that agency that contains—

(4) awarded by the recipient to include the data elements required to comply with the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109–282),

33

ARRA REPORTINGMississippi Education Recovery Act Awards

Statewide Longitudinal Data Systems $ 7,569,716

State Fiscal Stabilization Funds (SFSF) $160,541,123

Title I, Part A $132,888,489

McKinney-Vento Homeless Assistance Act $ 896,372

School Improvement Funds Section 1003(g) $ 39,910,208

Individuals with Disabilities Act (IDEA) $122,347,422

Title II – Part D $ 8,507,492

National School Lunch Program Equipment $ 1,720,968

Assistance Grants

Qualified School Construction Bonds $ 297,737,000

TOTAL $772,118,790

–

34

ARRA REPORTINGSection 1512 ARRA Report

FederalReporting.govProvides transparency into Recovery Act spending– Who received Recovery Act dollars in what amounts– What activities and projects are being funded– What is the completion status of such projects and

activities

35

ARRA REPORTINGTransparency of ARRA Funds

Prime recipient – MDE

Sub-recipients – Local Educational Agencies

Vendor – a dealer, distributor, merchant, or other seller providing goods or services that are required for conduct of a Federal program. (Refer to OMB Circular A-133 M-09-21 Section 2.2)

Vendor Payment – a vendor payment, for reporting purposes, is defined as an amount that has been obligated, invoiced, paid for by the district, and reimbursed to the district by the MDE

January 2010 Copyright © 2010 Mississippi Department of Education

ARRA REPORTINGData ElementsPrime Recipient

– Federal Funding Agency Name

– Award Identification– Recipient DUNS Number– Parent DUNS Number– Recipient CCR Information– CFDA Number– Recipient Account Number– Project/grant period– Award type, date,

description, and amount

• Amount of Federal Recovery Act funds expended to projects/activities

• Activity Code and Description• Job creation narrative and

number• Infrastructure expenditures

and rationale• Recipient Primary Place of

Performance• Recipient Area of Benefit• Recipient Officer Names and

Compensation (Top 5)• Total number and amount of

small sub-awards

37

ARRA REPORTINGSub-recipient Reporting

Sub-recipients will report the following to MDE:– Vendor Payments– Jobs Created/Retained

38

ARRA REPORTINGSub-recipient Reporting

Jobs Created and/or RetainedJobs Created- “A new position created and filled, or previously existing unfilled positions that are filled, as result of Recovery Act funding.”

Jobs Retained- “Previously existing filled positions that are retained as a result of Recovery Act funding.”

Reference: OMB Updated Implementing Guidance for ARRA; Section 5-2

39

ARRA REPORTINGSub-recipient Reporting

Jobs Created and/or RetainedTo report jobs created/retained within the district, districts will need to provide the following information:– Employee’s SSN– Hours worked by employee

40

ARRA REPORTINGSub-recipient Reporting

Jobs Created and/or RetainedRecipients must consider the job impact on vendors funded with Recovery At funds. Typically, individuals who are employed by vendors in order to provide services to prime recipients or sub-recipients would be counted.

Recipients should not attempt to report on the employment impact on vendors from whom recipients are purchasing materials, equipment, or other supplies (so-called “indirect” jobs), except in those instances where the value or the quantity of the purchases is so significant as to have an identifiable employment impact on the vendor.

41

ARRA REPORTINGSub-recipient Reporting

Vendor PaymentsDistricts will need Vendor’s DUNS number (all vendors paid with ARRA funds must have a DUNS number) or the Vendor’s 9 digit zip code.

Districts will report the amount of the payment to the vendor and the description of the goods/services paid for during the quarter being reported.

42

ARRA REPORTINGLEA FY11 ARRA Reporting Timeline

Quarter Period Deadline

2010 Quarter 3 July – September September 30

2010 Quarter 4 October – December November 31

2011 Quarter 1 January – March March 31

2011 Quarter 2 April – June June 30

Contact Information

www.mde.k12.ms.us/innovative_support/index.html

Central High School Building

359 North West Street, Suite 111

Jackson, MS 39205

Office of Innovative Support

Sheila Thompsonsthompson@mde.k12.ms.us

601-359-3499

Tollie Thigpentthigpen@mde.k12.ms.us

Contact Information

Central High School Building

359 North West Street, Suite 118

Jackson, MS 39205

Office of Management Information Systems

M. Francie Gilmore-Dunnmgilmoredunn@mde.k12.ms.us

601-359-3863

Gregory Smithgsmith@mde.k12.ms.us

Jerry Russjruss@mde.k12.ms.us

Shelia Millersmiller@mde.k12.ms.us

Linda GoldenLgolden@mde.k12.ms.us

45

Thank YouFor

Attending

46

Alternative Education Codes

• Data is often asked for by state legislators researching the need for funding of alternative programs in their district.

• If you aren’t reporting them, the legislator will conclude that you don’t need funding and won’t push for funding.

47

Persistently Dangerous School Codes• These incidents must be reported within 72 hours of

occurrence• “Persistently Dangerous School” is a school that, during

the past two (2) years, has continually exposed its students to injury from violent criminal offenses and is:

– An elementary, middle, or secondary public school in which a total of 20 or more violent criminal offenses were committed per 1000 students (2%) in two (2) consecutive years.

– An elementary, middle, or secondary alternative school in which a total of 75 or more violent criminal offenses were committed per 1000 students (7.5%) in two consecutive years

48

State-Law Codes

• These incidences must be reported in accordance with state law.

• They do not carry the 72-hour stipulation.• They can be reported in the current monthly submission.

49

Alternative Education Codes• ASAE – student remanded to alternative school after

being expelled from regular school• ASCO – student remanded to alternative school as a

stipulation of probation• ASCP – student is remanded to alternative school

after receiving corporal punishment• ASFY – student starts the year in alternative school• ASGD – student is remanded to alternative school to

complete GED

50

• ASHS – student is remanded to alternative school after completing suspension.

• ASOS – student is remanded to alternative school by youth court for committing crimes off campus.

• ASPR – student is remanded to alternative school at the request of a parent.

• ASRR – student is remanded to alternative school for remedial education purposes

• ASSA – student is remanded to alternative school for truancy.

• ASTS – student is remanded to alternative school after release for juvenile correctional facility.

51

• ASLT – Assault - Any verbal threat or physical assault which results in a court (Youth or Adult) prosecution.– Same as fighting except the student was prosecuted in court.

• EXTN – Extortion - The use of threats to obtain something of value from another person– Similar to robbery only a threat is used instead of physical force– When in doubt, use robbery

• FAP – Firearms Possession - The possession of any firearm of any type by a student

– Includes firearms only.

• FIGHT – Any verbal threat or physical assault committed in violation of state code that does not result in prosecution. – Includes normal school yard type fights.– Includes shoving, gesturing, pushing, pulling, striking, etc.

52

• HOCI – Homicide - Any death that occurs on school property caused by a student

• KNAP – Kidnapping - Without lawful authority to seize, confine, or imprison a person against their will, or against the will of the custodial parent.

• MYHM – Mayhem – Disfigurement – Slicing, Cutting with a razor, or the intentional disfigurement of a

person

53

• ROBB – Robbery – To take property from the possession of another by violence or threat of violence.– To tell someone “I’ll beat you up if you don’t give me your shoes

and lunch money.”• STAS – Staff Assault – Any verbal or physical assault or offer to do

bodily harm, committed against school staff by a student. Immediately upgraded to a felony.– Unlawful touching a staff member or the offer to do bodily harm

to a staff member.• STKG – Stalking – To harass or credibly threaten another with the

intent to instill fear of death or injury that results in prosecution. – To follow, gesture, speak to, or communicate with another person

with the intent of causing them to be afraid they will be injured or killed.

– Often associated with terminated romantic relationships.

Persistently Dangerous School Codes

54

• PSNG – Poisoning – Introduction by a student of a hazardous substance to food or water supply with the intent to kill or injure– Placing a hazardous material in any substance normally ingested

by a person.• RAPE – Rape – Sexual relations by a person 18 or older

with a child under the age of 14. Any person who forcibly attempts to have sexual relations with a female regardless of age.– Consensual sexual relations between an adult (>18) and a child

(<14) are illegal. Also, to attempt to force a person to have sexual relations is illegal.

55

• SXBT – Sexual Battery – Actual sexual penetration without consent; or of a mental defective; or child >14 but <18; or sex between staff and student.– Sex without consent or sex with a SPED student or student

between 14 and 18 as well as sex between student and staff.

• WPOS – Weapon Possession – Possession of any weapons other than a firearm.– Possession of knives, edged weapons, blunt weapons, or any

device carried with the obvious intent to be a weapon such as clubs, ax handles, screw drivers other than in a shop environment.

56

State-Law Codes• ALC – Alcohol – The solicitation to purchase, sell, use, or

the possession of an alcoholic beverage on a school campus.– Liquor, beer, or other alcoholic beverage

• BTHR – Bomb Threat – This includes bomb threats where a student subject is identified. Any threat affecting a school must be reported no matter who received the call– Contact the Division of School Safety immediately via phone

even if a student subject is not identified.

57

• DCOND – Disorderly Conduct – Unlawful conduct that promotes either an unsafe or other environment that is not conducive to effective and efficient education operations that result in prosecution.– REPORT ONLY INCIDENTS THAT RESULT IN

PROSECUTION.– Includes but is not limited to

• Abuse of Staff

• Bullying

• Disturbing School Sessions

• Profane Language

• Indecent Exposure

• Abusive Language

• Disturbance in a Public Place

58

• DRUG – Possession of Drugs – The student solicitation to purchase, use, or the possession of a controlled substance or paraphernalia without a prescription.– Possession of any drug of abuse such as marijuana, cocaine,

crack, methamphetamine, etc. Does not include non-prescription medications.

• THEF – Theft – Any violation of state code that involves the unlawful taking of the property of another with the intent to deprive the person of their property.– Stealing money, books, clothing, personal articles, etc.

59

• TRES – Trespassing – Entering school property without authorization or not pursuant to school business.– Entering school property before or after school hours or while in a

suspended or expelled status.• VAND – Vandalism – The intentional destruction or

defacement of school property.– Graffiti, destruction of desks, equipment, breaking windows,

doors, etc.

60

Codes Used to Track the Disposition

• NCB – Non Criminal Behavior – Any incident which is a violation of school policy that is NOT a violation of the law.– Disrespect to teachers, insubordination or defiant behavior.

• Only these dispositions may be used with NCB– Expulsions

– Suspensions– Corporal Punishment

– Alternative School.

61

Dispositions Reportable to MSIS• ADMIN – Administrative Discipline – Discipline that is

within the parameters of district policies and procedures.

• Any incident OTHER THAN NCB that results in a disposition of ADMIN is reportable.– Any incident that is a violation of school policy AND state law.

– Examples of ADMIN are:• Verbal intervention or chastisement• Behavioral modification plan• Student conference• After school detention

62

Dispositions Reportable to MSIS

• ALSCH – Alternative School – Student assigned to Alternative School.– Any infraction that results in the student being remanded to

Alternative School.• CORP – Corporal Punishment – Striking the posterior

with hand or instrument.– When a student is spanked by hand or instrument such as

paddle.

– Any infraction that results in corporal punishment.

63

• EXP – Expulsion – The termination of ALL educational services for a period of time to exceed 10 days up to one calendar year.

• SUS – Suspension – The temporary termination of ALL educational services for a period of time not to exceed 10 days.

• ISS – In School Suspension – Student assigned to In School Suspension.