Audio / Video Settings

Please make sure that your phone or computer is muted and that you have turned off

your computer’s camera.

To do this, hover over the bottom left-hand side of your screen and click “Mute” and

“Stop Video”. Once both have been turned off, you should see this visual.

We will start the recording of this webinar now.

A copy of this presentation is located on LDOE INSIGHT Coordinator Portal under Monthly DC Webinars folder/2019-20 Webinars (August 2019 – July 2020)

To Join the Webinar: https://ldoe.zoom.us/j/976397929

After the webinar, please complete the webinar survey: https://tinyurl.com/y2cxcngo

Monthly Data Coordinator Webinar

August 8, 2019

This document can be downloaded via the LDOE INSIGHT Coordinator Portal

2

Objectives

• Prepare LEAs to meet data submission deadlines by reviewing benchmark calendars, system enhancements, open/upcoming collections and other data reporting information

• Share communication resources and opportunities

At the end of the webinar, please complete the webinar survey using the link below:

https://tinyurl.com/y2cxcngo

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

Cyber Security Issues

• As you are likely aware, a number of school systems in our state have been attacked by cybercriminals who target IT infrastructure for the express purpose of encrypting all accessible data, including back-up data and holding it for ransom.

• Please see this week’s LDOE Weekly Newsletter for more information on the recent cyber-incidents. Refer to the July 30th and August 6th weekly newsletters.

• Today, we will be reviewing the data collection schedules and deadlines for systems that are being closed out for 2018-19, systems that are currently open or opening soon for 2019-20.

• Understandably, those districts impacted by the cyber-incidents may have concerns about their ability to meet the 2019-20 data collection deadlines. Please be assured that we are meeting with data teams throughout the department, reviewing the schedules and we will keep you informed about possible extensions or modifications that will need to be made to accommodate your school system.

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

Data Collection Calendar

ALWAYS OPEN Collections

FALL Collections

SPRING Collections

END-OF-YEAR Collections

For assistance, contact SystemSupport@la.gov

2019-20 Benchmark Calendar

• Provides information to guide LEAs in submitting data for all data collection periods for each LDOE Application System. Action Items include Audits, Collection Open Dates, Collection Deadline Dates, File Extract Dates and other activities.

• Posted HERE and also posted on LDOE INSIGHT Coordinator Portal (under Announcements).– Last update was 08-07-19

In each tab, you can review specific information, by filtering the columns by COLOR, date, system, and collection:

• Benchmark tab - Lists year-long summary of action items for ALL systems • Key Dates - Lists major collection dates and deadlines • System tab - Lists action items by system by month

2018-19 Annual Financial Reporting and CompassEOY Collection Closeouts

Collection Open/Deadline

Annual Financial Report (AFR) EOY

•2018-19 Annual Financial Data is due by

September 30th of each year per Louisiana

R.S. 17:92

• Opens: August 13

• Deadline: October 1 (for on-time

submission)

• Ratings from Finance Audit:• EXCELLENT if submitted by October 31

• GOOD if submitted by November 30

• NEEDS IMPROVEMENT if submitted by

December 28

• UNACCEPTABLE if submitted on or after

December 31

Compass System (CIS)

• Complete evaluation ratings • Deadline: September 6

10

10

August Webinar

2018-19 Special Education Reporting (SER)EOY Collection Closeout

Collection Deadlines / Run Dates

● Exit Count Preliminary Runs (for prior school year) Reports to run and verify: Exit Counted, Exit Summary, SER/SIS Exit Cross Check (cross check should be blank)

● State Performance Plan (SPP) Indicator 11 Final Run (for prior School year) Initial Evaluation Compliance. Post School Transition Final Run

● Review data on SER, SIS, STS Exit Count Validation Report (available via DM FTP in DATA VALIDATION folder), and correct any errors in SER

● Exit Count Final Run (Count period end date 6/28/19)

● Enter Extended School Year (ESYS) data and verify reports

●LEAs Run Daily

●August 1

●Deadline: August 12

●August 30

●Deadline: September 6

For assistance, contact Bernetta.Sims@la.gov

2018-19 Student Transcript System (STS)EOY Collection Closeout

Collection Deadline

Student Transcript System (STS) EOY• Complete transcripts for all students (grades T9-12)

including summer transcripts and certify sites.

• Deadline: September 30• CATE Deadline: September 13(for eScholar FTP IBC uploads):

12

Summer Graduates: • In STS, students who meet graduation requirements by August 31, 2019 are considered

2018-19 current year graduates. • In STS please exit graduates on the date they met their graduation requirements.

For assistance, contact Barrett.Adams@la.gov

12

August Webinar

2018-19 Student Transcript System (STS) EOY Collection Closeout

In an effort to prepare for the 2019-20 data collection period:STS will close from October 1st through December 1st to make preparations for the first uploads of the 2019-2020 school year. STS will reopen for uploads and prior year changes on December 2, 2019.

During the closure:• System maintenance will be performed

• Table changes/updates will be made

• New programming/system enhancements will be tested and deployed

Note: Please make every attempt to ensure that all corrections to the 2018-19 school year and any prior year requests are made before September 30, 2019

If needed, STS can be reopened during this time for making corrections. Please complete the STS Prior Collection Period Access Request Form and email to systemsupport@la.gov .

For assistance, contact Barrett.Adams@la.gov 13

2018-19 Profile of Educational Personnel (PEP)EOY Collection Closeout

Collection Deadline

Profile of Educational Personnel (PEP) EOY

• Submit final staff data including attendance and tenure

• 2018-19 EOY Statement of Affirmation Forms due

• Deadline: August 30

• Deadline: September 16

14For assistance, contact Michael.Zanovec@la.gov

14

August Webinar

2018-19 Dropout Correction Closeout

Collection Deadline

Dropout Corrections

• 2018-19 SIS EOY – Exit graduates and

other legitimate leavers reported as

potential dropouts (Exit Reason, Exit

Date, Option Code)

• Deadline: December 2

15

The Department of Education is required to report dropout statistics federally via the National

Center for Education Statistics (NCES) Common Core of Data (CCD) Local Education Agency

Survey website http://nces.ed.gov/ .

Dropout statistics are reported at the school district level and based on a “snapshot” count of

students at the beginning of the school year.

• Ensure the required documentation is on file when properly exiting students

• Refer to Bulletin 111 regarding Cohort Graduation Index, Exit Reason Codes and required documentation

For assistance, contact Tara.Baylot@la.gov

15

August Webinar

2018-19 Dropout Correction Closeout (contd.)

16

Exiting Graduates: • Exit dates must align with the EOY school calendar submitted to SPC. • Mid-year graduates should be exited in SIS on the last instructional day of the semester.• End of year or summer graduates must be exited in SIS on the last instructional day of the

school year• During the Dropout Correction collection, using the online system you are able to manually

locate the students enrollment records in SIS EOY and add/update the exit date and exit reason code.

Option Code Updates for L1 Graduates• During the Dropout Correction Collection, option code updates can now be made for L1

graduates• Option Code=“9” [L1 Jumpstart Diploma Pathway/Track] • Option Code=”4” [Career Diploma Pathway/Track grandfathered]

Please refer to the 2019-20 SIS User Guide for additional information about exiting students and Option codes (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Tara.Baylot@la.gov

16

August Webinar

2018-19 Dropout Correction Closeout (contd.)

For more information on correcting dropouts refer to the following guidance:

• Appendix F-Dropout Data of the 2019-20 SIS User Guide (posted on the LA Believes

website see Data Systems – LDOE Data Systems User Guides).

• Dropout Reporting and Data Correction

• 2018-19 EOY Dropout Correction Guidance

To assist data teams better understand the dropout correction process, 2 trainings have

been scheduled. Please forward this information to Data Managers, Accountability Teams,

and other staff.

• Date and Time: August 22nd and 29th at 1:00pm

• Webinar Link: https://ldoe.zoom.us/j/711178912

• Webinar Name: Dropout Corrections

• Phone: 1-408-638-0968

• Meeting ID: 711 178 912

For SIS assistance, contact Tara.Baylot@la.gov

Alternate Assessment Jumpstart Students (L1)

• Must be identified in SER, SIS, and STS• In SER, students can return until age 22. • In STS, Applied no credit courses can be used• In SIS, Option code=”9” [L1 Jumpstart Diploma Pathway/Track] must be used. • The diploma should not be awarded until a student has met all requirements for the

diploma including transitional services in preparation for post-secondary opportunities.• Once the requirements have been met:

• Exit in SER as HS Diploma (Alternate Assessment Jumpstart)• Exit in SIS with Exit Reason = “04” [diploma]• Exit in STS with a grad date

• For Accountability: • Will only belong to 1 cohort• Must be continuously enrolled up through graduation

18

Which Students Can Return

Students with disabilities with a prior year non-terminal exit are allowed to return until age

22. These exits includes the following:

● Alternate Assessment Jumpstart - L1

● Alternate Assessment Grandfathered - CD

● Certificate of Achievement

● HiSet

Students who return:

● Can work towards a terminal diploma

● Can be non-diploma seeking

19

How to Report Students who Return

20

Use the guidance in the chart below for reporting students who are returning after a prior year non-terminal exit.

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

eScholar Uniq-ID

Louisiana Secure ID System (eScholar) Uniq-ID - Rollover and Data Submissions

•eScholar rollover for the 2019-20 school year was completed on July 15

• LEAs should now be running their initial submission of expected students enrollments for

2019-20 with ESSY=2020 and Location Active Flag (Active="1" or Inactive="0").

•Uniq-ID student data submissions is required before student data can be submitted to the

LDOE application systems which contain student data (e.g. SIS, STS, SER, TSDL, etc.).

•REMINDER: You need to assign a new LASID for a student ONLY IF the student:

• has never been enrolled or not enrolled within the last 5 years in any public or charter

school in the State, has never received any special education services (SER) in the State -

including students previously enrolled in a nonpublic school or preschool students.

• All other students should already have a LASID in eScholar. You will need to upload these

students into eScholar and match their LASID through the Near Match process.

• Please refer to the 2019-20 eScholar Uniq-ID User Guide for additional information about

uploading files, running reports and downloading files (posted on the LA Believes website see

Data Systems – LDOE Data Systems User Guides).

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID – Master Record Protocol

Master Record Protocol

eScholar Uniq-ID system stores current student data in the Master student record.

Master record is needed to….

● Submit student enrollment at the beginning of the school year with the Location Active

Flag =1 [Active].

● Edit student records in eScholar for systems validation

● Pull data from the active record for DRC-non summative testing

It’s very important that all online updates made in eScholar, are also made in your local

system.

During data submission for the student systems (SIS, SER, STS, and TSDL), the validation

process first looks for the Master record and if not found will look for the history record for

the student.

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID – Impact of Missing SSNs or Addresses

Social Security Number:

• Is not required to be submitted to eScholar, however it is important for other reasons such as Financial Aid and Funding;

• Financial Aid

• LOSFA/Board of Regents - for post secondary admission decisions• TOPS scholarship

• Funding

• Direct Certification- SNAP near matching• Economically Disadvantaged

• Not having SSN can impact direct certification near matches results for free lunch and economically disadvantaged percentages.

Address Information:

Student address information is not required to be submitted to eScholar, however it is important for the matching algorithm and in producing better match results in DirectMatch

For assistance, contact Jayanthi.Sothirajah@la.gov

Louisiana Secure ID System (eScholar) Uniq-ID - Retire or Split a LASID

The template for submitting a to Retire ID form (student has more than one ID) or Split ID form (student is sharing an ID with another student) is located LDOE INSIGHT Coordinator Portal:

Steps for locating the template are as followed;

1). Shared Documents 2). ID Management 3). Retire or Split ID

• Email the completed RetireID or SplitID form to Anantha.Lakkakula@la.gov• RetireID and Split ID requests are processed weekly. • LEAs who reported the retirement or split will receive an email with further instructions on

how to update the information in their local and LDOE data systems.

For assistance, contact Anantha.Lakkakula@la.gov

eScholar DirectMatch

27

Louisiana Secure ID System (eScholar) DirectMatch – Rollover and Data Submissions

28

• DirectMatch rollover for the 2019-20 school year was completed on July 15.

• The June SNAP file has been loaded to DirectMatch and the July SNAP file will be loaded by

August 9.

• For the beginning school year, Food Service managers will need to work with their eScholar data manager to coordinate their DirectMatch runs with their Uniq-ID updates.

• Once expected student enrollments have been submitted to Uniq-ID for ESSY=2020, you can begin running DirectMatch to match those enrollments against SNAP

Failure to submit expected enrollment to Uniq-ID prior to running DirectMatch will result in significantly fewer matches.

• As enrollment updates are made for Uniq-ID, additional runs of DirectMatch are needed

• Once the 2019-20 Oct 1 MFP Fall collection opens for SIS, it’s important to report lunch status updates to SIS for all students.

• CNP staff should refer to the SFS-19-x148 posted on the CNP website.

• Please refer to the 2019-20 eScholar DirectMatch User Guide for additional information about sourcing data to Uniq-ID, running reports and downloading files (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Jayanthi.Sothirajah@la.gov

Economically Disadvantaged Guidance: CEP School Options

29

During enrollment and certification processes, CEP schools might discover that some families of

students eligible for free and/or reduced lunch meals did not apply for any government

assistance, and therefore those students do not show up in any proxy files (e.g. SNAP) for direct

certification. This means that unless the school identifies these students as eligible for free

and/or reduced lunch by other means, the students will not be included in the ED count for the

LEA.

For this reason, LEAs with CEP schools might want to qualify students by collecting

household income; however, careful consideration should be given to this decision, since

the purpose of CEP is to reduce burden on families. If a decision is made to survey families

for household income, a sample template is. available HERE If the LEA chooses to modify

this template, please remember that the form cannot reference or imply that the survey is

in any way for receipt of benefit from the school food service programs.

As stated above, this income survey can be used in CEP schools as a means to identify

additional ED students for funding purposes only and does not affect school meal

programs.

For assistance, contact Jayanthi.Sothirajah@la.govAugust Webinar

Sponsor Site, School Finder, Secure Portal

30

Sponsor Sites System (SPS)

• Reminder to all LEAs the following fields can be updated in Sponsor Site (SPS) for School Finder:

• Administrators Name• Website Links (School Website, Facebook, Twitter)• Clubs Offered• Sports Offered

• All SPS updates should be completed by the last day of each month in order to be reflected in School Finder the following month.

• A Data Validation Report will be available the Week of August 26 in the Data Validation folder on the DM FTP. This information can be used to verify information about each site.

• All sites should be certified in SPS by September 30• Please refer to the 2019-20 SPS User Guide for additional information about how to

certify sites (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

For assistance, contact Tara.Baylot@la.gov

Louisiana School Finder Data Refresh

The Department will update monthly the ABOUT OUR SCHOOL section in School Finder to reflect any changes made in Sponsor Site (SPS) at the end of each prior month. Information is pulled down around the 1st of each month, and changes in School Finder are reflected mid-month.

Please reference the Louisiana School Finder Data Guide for additional information on data sources.

Data Source School Finder Sections Refresh Timeline

Sponsor Site Website, administrator, social media, clubs and sports

Monthly

Sponsor Site Address, phone #, grade configuration November

PEP Principal name January & August

CUR/PEP/SIS Academic offerings (AP, DE, foreign languages), music/art offerings

January

For School Finder assistance, contact SystemSupport@la.gov

Principal and Superintendent Secure Portal Updates

For assistance, contact SystemSupport@la.gov

The secure portal site includes two user groups; a principal user group for viewing specific sites, and a superintendent user group for viewing an entire district.

• A Secure Portal User Request Form is available on the Data Management FTP in the Secure Portal folder. Data Coordinators should download and provide to superintendents for adding users that need access to the secure portal. Access will be granted every week on Fridays.

• Once updates have been completed, the Data Management FTP Coordinator should rename the file using the naming guidelines below and upload the form in the same location as the original.

File Name: [LEA Code]_[LEA Name]_Secure Portal User Request Form_Completed Example: 001_Acadia_Secure Portal User Request Form_Completed

• In order for changes to be made, the Superintendent must email Systemsupport@la.govconfirming the user requests and providing his/her consent to the Department to grant access to those users.

• The last column of the form will be used to update Data Coordinators when access to the secure portal has been granted by LDOE.

2019-20 Fall Collections

34

Oct 1 MFP/IDEA Collection

Collection Name

Application System – What Data is Collected SCHEDULE

Oct 1 MFP/IDEA

• School Calendar (SPC) – Planned calendars • Opens: August 19

• Opens: September 9

• Opens: September 9

• Opens: September 9

• Student Information System (SIS) – Student data for all students enrolled on 10/1 including enrollment, attendance, discipline, lunch status, ED status, homeless and other indicators (504, etc.)

• Homeless Tracking System (HTS) – K-12 and underage Homeless student service data.

• Special Education Reporting (SER) - IDEA Oct 1 -IDEA Counted, Not Counted, New FAPE Counted, Not Counted, FED Eval Listing Pub/Private, Pub/Private, SER/SIS, SIS/SER Cross Check Reports, and SER/SIS Cross Check (Child Count Compare) Report.

K-3 Assessment Collection

Collection Name Application System – What Data is Collected

SCHEDULE

K-3 Assessment • Student Information System (SIS) –Kindergarten entry assessment results and K-3 literacy assessment results.

• Opens: October 7

During this collection, school systems must submit the results of certain Kindergarten entry assessments and K-3 literacy assessments. Please refer to the following resources for additional information regarding Pre-K to 3rd grade assessments and reporting requirements. Please email Assessments@la.gov with questions. • Kindergarten readiness and K-3 literacy screeners • DRDP-K• GOLD Guidance• K-2 Pilot Library• KEA and K-3 Literacy Screening Guidance• Kindergarten-Grade 3 Assessments Fact Sheet• PreK-Grade 3 Guidebook for Site and System Leaders

For assistance, contact Assessments@la.gov

K-3 Assessment Collection (contd.)

For SIS assistance, contact Tara.Baylot@la.gov

What’s different from last year• Beginning 2019-20 K-3 data is collected in the Student Information System (SIS) in this

stand-alone K-3 Assessment collection.• LEA’s will send one record type (141) (previously the 140 record)• Each 141 record will include student demographic information and assessment results.

The demographic information will be validated against eScholar in the same way that demographic information is validated in other SIS collections (LASID, partial first and last name, local ID, day of birth, ethnicity, gender, etc.). • For Kindergarten students, the record will also include KEA entry assessment results

and Literacy Screener results• For 1st – 3rd grade students, the record will also include Literacy Screener results

How to verify the data reported• Beginning mid-October, validation reports and rosters will be provided and dropped

on the DM FTP site

For additional information, please refer to the 2019-2020 LDOE System Enhancement Technical Specifications document and the 2019-20 SIS User Guide (posted on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

Oct 1 CLASS Collection

Collection Name

Application System – What Data is Collected SCHEDULE

Oct 1 CLASS • School Calendar (SPC) – Planned calendars • Opens: August 19

• Opens: September 9

• Opens: September 9

• Opens: August 12

• Opens: September 9

• Student Information System (SIS) – Student data for all students enrolled on 10/1 including enrollment, attendance, discipline, lunch status, ED status, homeless and other indicators (504, etc.). Also includes class schedules for classes offered/planned for the entire school year including CTE/CDF class schedules and Interest and Opportunities class schedules.

• Homeless Tracking System (HTS) – K-12 and underage Homeless student service data.

• Curriculum System (CUR) - Course data and Class schedules.

• Profile Of Educational Personnel System (PEP) –Teacher data including salary and tenure, teacher class schedules for classes offered/planned for the entire school year including CTE/CDF class schedules

Oct 1 CLASS Collection (contd.)

What’s different from last year

• The PEP Budgeted collection has been eliminated. PEP budget data previously reported to this collection should now be reported to the Oct 1 CLASS collection

• Additional class schedule reporting is required in each system to support the Interest and Opportunities measures. These include class schedules for students in grades K-8who are enrolled in Physical Education, Visual Arts, Performing Arts, and World Languages classes.• CUR: Class Schedules• PEP: Teacher Class Schedules• SIS: Student Class Schedules

Oct 1 CLASS Collection (contd.)Profile of Educational Personnel (PEP)

40

IMPORTANT REMINDERS:

• The 2019 Regular Session of the Legislature provided Minimum Foundation Program (MFP) funding for a $1,000 certificated and $500 support personnel pay raise in FY 2019-20. The Oct 2019 PEP collection will be used to finalize the funding to support these pay raises. It is critical that PEP data submitted to the LDOE be accurate and complete to ensure correct funding allocations to school districts and schools.

• When submitting data, pay special attention to the object/function combinations reported in PEP that qualify for the pay raises. See information on the qualifying codes and other related pay raise information at Minimum Foundation Program under the file name “FY 2019-2020 Circular No. 1163 - Certificated and Support Personnel Pay Raise.”

• In preparation for the October 1 collection, special attention should be given to the 2018-19 End-of-Year PEP collection to identify any discrepancies that need to be corrected prior to the October 2019 submission. Data validation reports will be provided should be utilized to review during the collection to identify any issues.

• Data Managers please work with your school district or school business office and HR personnel to ensure the accuracy and completeness of your PEP submissions.

Oct 1 CLASS Collection (contd.)2019-2020 Interests and Opportunities

The Louisiana’s ESSA plan proposed an Interest and Opportunities indicator to measure whether schools are providing students with access to well-rounded education, exposing them to diverse areas of learning in which they can develop their skills and talents.

For additional information about the Interests and Opportunities measure for the 2019-2020 school year, please refer to the following one-pager:https://www.louisianabelieves.com/docs/default-source/accountability/2019-2020-interests-opportunities-one-pager.pdf?sfvrsn=6c219c1f_4

For additional information about the Course Codes Utilized for K-8 student enrollment in Physical Education, Visual Arts, Performing Arts, and World Languages, please refer to:https://www.louisianabelieves.com/docs/default-source/accountability/2019-2020-interests-and-opportunities-course-codes.xlsx?sfvrsn=6d219c1f_4

For assistance, contact Jill.Zimmerman@la.gov

Fall TSDL Collection

Collection Name Application System – What Data is Collected

SCHEDULE

TSDL Fall • Teacher Student Data Link (TSDL) - Fall class schedules for students taking EOC/LEAP 2025.

• Opens: August 12

• Submit class schedules for those students taking the test at the end of the first semester only. End-of year testers should be submitted in the TSDL Spring collection.

• Retesters: Handled through the DRC online platform.• Refer to the 2019-20 TSDL User Guide (posted on the LA Believes website see Data

Systems – LDOE Data Systems User Guides).

Here is an example of the EOC/LEAP 2025 Course Code List. The complete list is found in the back of the TSDL User Guide.

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

2019-20 System Enhancements

44

Some enhancements have been completed and other enhancements with July through October implementation dates as listed in the 2019-2020 System Enhancement Technical Specifications document will be available when the various collections open for the new school year. School systems should ensure all programming required by your vendor has been completed.

For assistance, contact Kaylie.Loupe@la.gov

Enhancement Description System(s)

eScholar Student Flag Added to Download by Location Report Uniq-ID

Cancel Uploads SIS, PEP, SPC, CUR, TSDL

Export for 100 and 200 Records PEP - Complete

Object 111 Function 2329 For All Charters PEP

SIS Lunch Status Flag on SIS reports and extracts504 Disability Numerical OrderNo T9 After 9th Grade

SIS

Non-Terminal Exits for Students with Disabilities SIS, SER, STS – Complete

Additional Course Indicators CUR

Change or Delete Evaluation ResultsQualifying for Alternative Assessment

SER – Complete

2019-20 System Enhancements (contd.)Special Education Reporting System (SER)

For assistance, contact Bernetta.Sims@la.gov

SER Training - Alt Assessment, IEP Forms and Eval Changes:

• In the event you may have missed the SER Enhancement Training that was held on July 11th & July 17th, you will be able to find the presentation on the Louisiana Believes website HERE in the Students with Significant Cognitive Disabilities (SWSCD) library under the Trainings and Overviews section titled SER Training Alt Assessment, IEP Forms and Eval Changes.

2019-20 System Enhancements (contd.)Special Education Reporting System (SER)

For assistance, contact Bernetta.Sims@la.gov

Alternate Assessment Enhancements

SER enhancements for the 2019-2020 school year are complete and available in SER

The Department added these additional enhancements to the SER system to incorporate

recent policy changes. These enhancements include:

• a checkbox added to each instructional plan page that reads, “Instruction Aligned to

Louisiana Connectors”

• two different LEAP Connect alternate assessment choices on the program services

page

• new LEAP Connect forms aligned to high school cohort specific eligibility criteria

• revised version of additional documentation required for criterion 1.C.

Please refer to the 2019-20 SER-IEP and SER User Guides for additional information (posted

on the LA Believes website see Data Systems – LDOE Data Systems User Guides).

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

Data Sharing Agreements

For questions about the MOUs, contact ldedata@la.gov

Pursuant to R.S. 17:3914, school systems must have a contract or data sharing agreement in

place with private vendors that deliver services in order to share personally identifiable

student data.

Review the 2019-20 list of data sharing agreements to identify which ones are new and/or expiring. For each agreement needing to be completed, school systems should download the addendum, get the appropriate signatures, scan, and use the specific submission link to submit the form to LDOE.

• Ensure your have completed the Hoonuit Data Sharing agreement by Downloading the

addendum, Signing, scanning, and using the submission link to submit the form to LDOE.

• For the new data system, Security Coordinators will need to pass historical data files

(prepared for you by LDOE) to the warehouse upload folder after they have been

provided with the credentials and instructions.

To verify which agreements school systems have already opted into, please review

the tracking chart HERE. The tracking chart is updated weekly as additional addenda are

submitted to LDOE.

Audit Assurance Findings

For questions, contact Crystal.Wilkinson@la.gov

In conjunction with the Louisiana Legislative Auditor’s office LDOE releases a document

referred to as the Audit Assurance Schedules. This document contains information on the

schedules that are included in each school system’s independent annual audit. At the

culmination of that audit, each independent auditor writes a report of findings which is

published on the Legislative Auditor’s website.

LDOE is required to inform each school system of those findings and request a brief description of the measures taken to resolve the finding and prevent a future occurrence. Each school systems and charter school should:

• Review all documents in the Audit Assurances folder on the FTP.• Provide written responses to all findings in the template provided and re-upload

documents in the Audit Assurances folder on the FTP.

An instructions document is provided in the folder on the FTP.

Data Files Available via Data Management FTP

For assistance, contact Van.Fabre@la.gov

Click here to access the latest Index for the Data Management FTP.

Information File Name / Audience / File Availability Date

2019 Preliminary Alternate Assessment

File Name: LEACode_LEAName_Prelim Alternate Assessment 2019Audience: SPED CoordinatorAvailable Until: October 1, 2019

July Quarterly Home Study Reports File Name: LEACode_LEAName_July2019HomeStudyAudience: Child Welfare/Attendance Office/Home Study PersonnelAvailable Until: October 31, 2019

Audit Assurance Findings Folder Name: Audit Assurances (files and instructions can be found in this folder)Audience: Data ManagersAvailable: Beginning the week of August 19 until September 13, 2019

2018-19 Seclusion and Restraint Report

File Name: LEACode_LEAName_2018-2019 Seclusion and Restraint Report_DRAFTAudience: SPED Coordinator Available Until: October 31, 2019

Louisiana Data Review

• The Louisiana Data Review System opened Monday, August 5th for the purpose of requesting changes to data used in the calculation of the 2018-2019 School, District, and Subgroup Performance Scores.

• School system accountability contacts should have received an email with timelines, reminders, and resources.

• If the accountability contact has changed, it is extremely important that the department is notified by email to assessment@la.gov with a completed DTC and Accountability Contact Update Form.

• Please note that this is the final opportunity that schools and systems will have to request changes to data.

• Schools are not eligible for appeals based on any data that could have been corrected during the official data certification period. See next slide for scheduled release of rosters.

For assistance, contact Assessments@la.gov

Louisiana Data Review

Timeline Roster Type Data Provided

August 5-16 ACT and WorkKeys

Roster

Highest score earned by students enrolled in

grade 12 in 2018-2019

August 12-23 DCAI Roster/Core

Credit for Alternative

Schools

1) Credits earned by students who were in

grade 8 in 2017-2018 and in a public high

school in 2018-2019, as well as dropouts

2) Credits earned toward alternative school

DCAI and Core Credit Attainment Index

Week of August 19 Assessment Roster Scores earned on state assessments for grades

3-12 in 2018-2019 and prior year banked scores;

ELPT proficiency levels for EL students

TBA Progress Rosters Points earned for growth on state assessments

for students in grades 4-12: Downloadable file

only; no additional data certification

TBA EL Progress Rosters Points earned for growth on ELPT for

information only. Will not be included in 2018-

2019 SPS; no additional data certification.

For assistance, contact Assessments@la.gov

Agenda

● Cyber Security Issues● Data Collection Calendar● 2018-19 Collection Closeouts● 2019-20 Open Collections● 2019-20 System Enhancements● “Heads Up” Other Items of Interest● Communications and Support

Superintendent’s Weekly Newsletters

To subscribe, contact ldoecommunications@la.gov

• In the Data section provides information and reminders about data reporting. • To subscribe, email ldoecommunications@la.gov

• Previous issues of the newsletters are located here.

LDOE INSIGHT - Coordinator Portal

55For assistance, contact SystemSupport@la.gov

Data Managers are urged to check the LDOE INSIGHT Coordinator Portal daily for important information and reminders:• To gain access, have your Security Coordinator Add LDS_LEAS_DATACOORD role

Under the Longitudinal Data System (LDS) in TAS.

• Sections include Announcements , Monthly DC Webinars, Shared Documents

LDOE Systems Folders, Useful Links, My Apps – to access LDOE application systems

Preparing for 2019-20 Data SubmissionsAvailable Training

For assistance, contact SystemSupport@la.gov

Training Library

• The Training Library contains training modules and videos by topic and by system.

• These training modules were developed for data coordinators, data managers, and others who want to learn more about the systems and how to submit data.

• Located here and posted on LDOE INSIGHT in Training Library

Online eScholar Training• Online eScholar training is available for Uniq-ID.• Please email SystemSupport@la.gov to register.

Roles of the LEA Security Coordinator

School systems are required to designate a local LEA Security Coordinator who is responsible for granting authorized users access to LDOE Application Systems.

• The Superintendent should contact SecurityDOE@la.gov to request the Security Coordinator Designee form to complete and return so authorized access can be granted

• The Security Coordinator is responsible for:

• Granting authorized users access to LDOE Application Systems using the Totally Automated Security System (TAS).

• Uploading data to the eScholar FTP and Data Management FTP sites and determining who in their LEA may share the login credentials for accessing these sites.

• Resolving system access and security issues. Issues that cannot be resolved by the LEA Security Coordinator should be referred to SecurityDOE@la.gov.

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Roles of the LEA Data Managers

• School systems should designate one or more local LEA Data Managers who are the Primary contacts for each of the LDOE application systems.

• May be the same person as the local LEA Security Coordinator who establishes system access.

• They are responsible for coordinating and/or uploading required data to LDOE Application Systems and verifying the accuracy of data submitted for each data collection period.

• On a regular basis, Data Managers should identify contacts and support staff and ensure this information is kept up to date in the Department.

• From now through August 30, please verify your information in the 2019-20 LEA Contact List posted on LDOE INSIGHT. If updates are needed, please send an email to SystemSupport@la.gov

• Beginning September 1, all contact information should be submitted by the

LDOE School System Contact Form launched this week in the newsletter.

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Who to contact for support

Email the system data managers listed below if you need assistance with the collections.

• Data Systems Manager: Sherry.Randall@la.gov

• Annual Financial Reporting (AFR): SystemSupport@la.gov

• Special Education Reporting (SER) & Teacher Student Data Link (TSDL): Bernetta.Sims@la.gov

• Student Information System (SIS) and School Calendar (SPC) and Sponsor Site System (SPS) : Tara.Baylot@la.gov

• Student Transcript System (STS), Curriculum (CUR): Barrett.Adams@la.gov

• Profile of Educational Personnel (PEP): Michael.Zanovec@la.gov

• Early Childhood CLASS: Anantha.Lakkakula@la.gov

• eScholar Unique ID and eScholar DirectMatch: Jayanthi.Sothirajah@la.gov

• 2019-20 System Enhancements: Kaylie.Loupe@la.gov

• School Finder and Principal and Superintendent Secure Portal assistance: SystemSupport@la.gov

Louisiana Secure ID System (eScholar) Who to contact for support

Who to Contact for Support For assistance with:

Anantha.Lakkakula@la.gov ● Split a Shared LASID or Retire a Duplicate LASID● LASID Audits

SystemSupport@la.gov ● Uniq-ID or DirectMatch general questions● eScholar User Access and Role Based Questions

LouisianaSecureID@escholar.com ● eScholar FTP/Credentials folders/HiSet folders● Software bugs (system outage, security issues

etc.) ● Administrative functions such as system settings

and configurations● File Format/Upload Questions● Requests for utilizing web services

Your LEA Security Coordinator ● System access for new users● Assistance with your eScholar login/password

Wen.Fan@la.gov or LDEData@la.gov

● Security Coordinators needing credentials or assistance provisioning their LEA staff with system access

Looking ahead …

Next Webinar

• Date and Time: September 5, 2019 at 1:00pm

• Webinar Link: https://ldoe.zoom.us/j/976397929

• Webinar Name: Data Coordinator Webinar

• Phone: 1-408-638-0968

• Meeting ID: 976 397 929

If there are agenda items and/or topics you would like include for the next webinar, please email your suggestions to Sherry.Randall@la.gov

For assistance, contact SystemSupport@la.gov

For a complete listing of activities and deadlines, please refer to the 2019-20 Benchmark Calendar HERE and also posted on LDOE INSIGHT Coordinator Portal (under Announcements).

Monthly Data Coordinator Evaluation

62

Please use the following link to complete the webinar survey.

https://tinyurl.com/y2cxcngo Please complete the evaluation now or by close of business

on Monday, August 12, 2019