KSIS Spring Update
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KSIS/Infinite Campus Kentucky Department of Education KIDS – Division of Enterprise Data Spring Update
Transcript of KSIS Spring Update
KSIS/Infinite Campus
Kentucky Department of Education KIDS – Division of Enterprise Data
Spring Update
KSIS/Infinite Campus Spring Update AGENDA: CIITS Job Categories Civil Rights Data Collection (CRDC) Data Security and Privacy Data Standards End of Year Training eTranscript Usage Intervention KTS Data Exchange Project State Assessment Data Load State Course Code Changes Website resources On the horizon
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Please ask questions along the way we’d like this to be as interactive as possible. We feel its as important for us to be here today to hear from you as its is for you to hear from us.
CIITS: Job Categories for 2015-2016 Data in IC will be used to align certified staff who will be
evaluated to a job category. Job category aligns them to the correct evaluation framework in CIITS.
Job categories will be determined using Type / Alternate Type value on a person’s active assignment records in IC.
Type / Alternate Type must be the same on all of a person’s active assignment records within one school in IC.
Type/Alternate Type may be different between schools in IC. If Type/Alternate Type value is different between schools,
the New field on the District Assignments tab “Evaluation Override” must be set to specify which value the person should be aligned with when determining job category. Only needs to be set for certified staff who have different
Type/Alt Type values between schools.
Preliminary analysis shows Evaluation Override will need to be set for very few (usually less than 10) staff per district.
CIITS: Job Category Preparation Two new KDE reports available in IC district sites to help districts prepare:
CIITS Job Category report (Quick Reference Card) Displays staff who will be aligned to a job category and their
designated job category. CIITS Job Category Exception report (QRC)
Displays staff who will NOT be aligned to a job category along with detailed exception code.
To ensure that certified staff are aligned to the correct job category in 2015-2016:
Review the two reports in IC. Run the CIITS Job Category report; verify the person’s
job category is correct. Run the CIITS Job Category Exception report; resolve any
issues for certified staff by end of May. Review article in February & April KSIS & More newsletter.
Civil Rights Data Collection (CRDC)
KY CRDC Schedule
March 23 – 25 Districts that want to opt out should go into the system and make their selection.
March 26 – 27 KDE will load data.
March 28 – April 10 Districts review data KDE has loaded in the CRDC on-line system.
April 11 – April 17 KDE will reload data if any issues are found. (Note: Districts can opt out after the initial load and before reload.)
April 20 – Districts should begin entering data.
Early to late July CRDC is expected to close.
CRDC - Important Information Districts will need to verify the data that KDE loads and enter other district/school
data. Ultimately, the district is responsible for the quality of the CRDC data.
CRDC file elements along with information on what districts and schools will have to enter locally is available on the CRDC webpage or click here. Ad-hocs available to assist with validation.
The OCR will be publishing CRDC tip sheets designed to help schools and districts enter data and/or answer common questions. Once they have been created, KDE will provide them on the KDE CRDC webpage, where you can always find the latest CRDC data.
OCR is setting up a CRDC Kentucky Workspace to facilitate communication. More information will be sent out on this tool as it becomes available.
The OCR is aware spring break will be during the collection window and said they will take that into consideration when setting the close date. The close date will be NO SOONER than 75 days after CRDC opens. KDE does not yet know the date CRDC is expected to close.
KDE Contact for questions: Jessi Carlton and Tyra Dunn-Thomas
Data Security and Privacy
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New webpage with district resources on data security and privacy. Help promote this information within your district.
Data Security and Privacy KDE MOUs updated to include new HB5 and HB232 requirements that went into effect January 1.
Data sharing agreements that include Personally Identifiable Information (PII) should include provisions for new requirements for data breach & cloud storage
KDE MOUs can be used as guide for districts. Available at bottom of KDE data request webpage (link from Researchers tab)
Privacy Technical Assistance Center (PTAC) Guidance – recently released Model Terms of Service for Online Educational Services
Data Breach Response Training Kit.
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Districts should ensure they are following FERPA guidelines and only releasing PII for FERPA exceptions. Agreements are required to be in place before data is released – KDE MOUs meet FERPA requirements and include required information. FERPA is considered the minimum; you can have more stringent data sharing practices in place than what FERPA requires. PTAC is a good source of information – recently they released model terms of service for online educational services – keep this in mind if using local on-line systems. The directory and officials exception do not require agreements but it is a best practice. Remember releases of PII need to be disclosed in the annual notice sent to parents and/or on the schools website.
Data Standards - Reminder Data Standards are available on-line here -or- search
KDE website – keyword, “data standards.”
The standards are available as individual documents by topic.
The standards are updated when: • state/federal reporting requires change
• data quality issues are identified
• new functionality is added to Infinite Campus
A KSIS Notification is sent to districts when any major change is made to a standard.
Following the guidelines contained in these documents helps to ensure data quality, consistency and comparability across districts.
YOUR INPUT IS WELCOME!!!!!
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Data Standard are available on-line either individually or as an entire 100+ page book. In addition to the standards for data entry, the documents contain information on regulations that require the data collection, how the data is used, available ad hocs or other reports for validating the data and training links. These documents are kept up to date vs a big update once a year, last update date is indicated. KSIS POC are notified as changes are made. If you have input on standards that aren’t clear or additional standards you feel are needed that input is welcome at anytime. Get with me today or send us an email.
Data Standard – Census (Teacher)
EPSB ID #s should be entered in the District Assignment “credentials” tab.
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Finding many districts are entering in wrong place. Do not enter in the This field will be used to help match teachers between systems to help transition away from the use of the full SSN.
End of Year Training Scheduled April 29-30 via Lync
TOPICS Include: Calendars
Cohort
G Codes
Health Reporting
IC and POS Data Synchronization
Intervention Data
KTS Data Exchange Project Scheduling
Non-traditional Days
SAAR
Safe Schools EOY Reporting
SEEK at Risk ADM
eTranscript
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The transcript template has been slightly changed. Its now referred to as a report and not labeled “official transcript”. Parchment considered the electronic record the “Official Transcript” and not the paper transcript. This is just a terminology issue. KY Colleges were consulted regarding this change and it was not an issue as far as they were concerned. 2014-15 reports updated periodically – please check with counselors if # of transcripts does not appear to be in line with what you would think. Reminder - Parchment is the state standard for transcripts.
Intervention Tab
• Update on Usage • 188,793 student intervention plans
• Common Data Entry Errors • Must select Intervention Type • Must enter a Start Date • Must select Content Area • Any “other” selections should be explained
• Reminder that all records should be end-dated when the school year ends
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Path: Student Information > PLP > General > Intervention PLP (Personal Learning Plan) For 14-15, the following are required to have student intervention plans in the Intervention Tab in IC: All high school seniors who did not meet statewide ACT benchmarks on the junior year administration All Extended School Services (ESS) students All 3rd Year Focus Schools for their students scoring Novice All students served by Read to Achieve grants All students served by Mathematics Achievement Fund grants
Intervention (new PLP Intervention Data report)
KDE Contact: Intervention - April Pieper
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This report identifies students with records on the Intervention tab in the PLP module. Use the report to monitor data quality and intervention services being offered to students. Intervention records are not tied to a calendar. Therefore the report is generated based on enrollments. The report includes intervention records for any student that had an enrollment in the school during the year selected. The year selected on the toolbar will not limit the intervention data reported to that school year. The intervention records are not limited to the school that created them. So if a student changes schools within the district, both schools will see the intervention records. Available selection criteria for running the report: range of start dates, intervention type, content area, and grade level. If you use Excel, use the default file type of XLS. If you use a different spreadsheet program, chose file type CSV.
KY Tech Schools (KTS)Data Exchange KTS Data Exchange project highlights
Transfer of student data from the high school to the technical school. Transfer of posted grades from the technical school to the high school. Real-time attendance and schedule reports available to users. Eliminates duplicate data entry. Allows technical schools to fully utilize functionality in IC and CIITS. Full implementation required for the 2015-16 school year for all ATCs, CTCs
and subsequent high schools.
Training Recorded training videos along with other training materials can be accessed
on the KTS Data Exchange webpage Attendance Clerk Lync Training – April 23, 2015 (for tech & HS clerks)
Waiver Process CTCs only can apply for a one-year waiver from the project. The waiver form
can be found on the KTS Data Exchange webpage. Send completed waiver request forms to [email protected]. The deadline to submit a waiver request is April 1, 2015.
Questions Tanya Fluke, Office of Career & Technical Education, KTS Project Lead [email protected]
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Data to be transferred from the HS to the tech school are demographic, guardian, IEP, health conditions. A secondary enrollment will be automatically created at the technical school through the syncing process. Portal access at the technical schools will enable parents and students to view detailed grade information. Technical school principals can grant High School Counselors counselor access at the technical school in order to view their student’s detailed grade information. Attendance WILL NOT be transferred from the technical school to the high school. The use of the KTS Attendance report will aid the high school attendance clerk in attendance data entry. Attendance Clerk training for the project will take place April 23rd. This will be a Lync training with the option of in-person attendance. Both technical school and high school attendance clerks are encouraged to attend. More information will be shared as the particulars of the event is finalized. CTCs only can apply for a one-year waiver from the project. The waiver form can be found on the KTS Data Exchange webpage. Send completed waiver request forms to [email protected]. The deadline to submit a waiver request is April 1, 2015.
State Assessment Data Load Assessment data recently loaded and published to all districts:
2014-15 Kindergarten Readiness scores and Social Self Help, EXPLORE PLAN
Data Refreshed: Modified scores impact small number of schools
2014 End-of-Course 2014 K-PREP - Note: test structure has been modified too. Users can now
see the status of students who are exempt, from within the assessment tab.
ACT Nationals (for tests taken through December) – published to only those districts that have selected to receive in 2014 survey.
Other: Assessments loaded as received. Currently in process:
Compass KYOTE ASVAB KOSSA NCRC Industry Certification
If you have any questions about the published data, please contact Raymond Carter.
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List of all Assessments loaded in 2013-2014: ACT - JR; ACT - National; ACT Nat'l; ACT-M; AP; ASVAB; CCR; CCR-ALT; Compass English; Compass Math; Compass Reading; EOCA; EOCB; EOCE; EOCH; EXPLORE; Growth4; Growth5; Growth6; Growth7; Growth8; GrowthHS; Growth11; Alt-Growth5; Alt-Growth6; Alt-Growth7; Alt-Growth8; Alt-Growth11; Alt-GROWTH4; Industry Certification; Kindergarten ACCESS; Kindergarten Readiness; KOSSA; KPREP3; KPREP3 ; KPREP4; KPREP5; KPREP6; KPREP7; KPREP8; KPREP10; KPREP11; Alt-KPREP3; Alt-KPREP4; Alt-KPREP5; Alt-KPREP6; Alt-KPREP7; Alt-KPREP8; Alt-KPREP9; Alt-KPREP10; Alt-KPREP11; Alt-KPREP12; KYOTE Algebra; KYOTE College Ready Math; KYOTE English; KYOTE Reading; NCRC (WorkKeys); PLAN ; Social Self Help; Stanford 10 Grade 3; Stanford 10 Grade 4; Stanford 10 Grade 5; Stanford 10 Grade 6; Stanford 10 Grade 7; Stanford 10 Grade 8; Tier A ACCESS; Tier B ACCESS; Tier C ACCESS
State Course Code Updates
Revised Course Codes for 2015-2016 are posted in IC
2015-2016 course code documents are due to become available during the week of March 16 – 20
The Kentucky Uniform Academic Course Codes web page is in the process of being updated to include new information on dual credit, CTE, Transitional Courses, Math course codes, and Median Student Growth Percentile (MSGP)
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See http://education.ky.gov/curriculum/docs/Pages/Kentucky-Uniform-Academic-Course-Codes.aspx for details. The detailed course descriptions should always be referenced when assigning a state course code to a course.
State Course Code Changes – Math Course descriptions have been revised to include language from
Kentucky’s mathematics academic standards Consolidating State Codes (same content = same state code)
No Pre-Algebra (270222) Use the math course code that matches the grade level of students and content being
taught
Algebra 1 always use 270301 270232, 270305, 270306, 270307 no longer valid
Geometry always use 270401 270233, 270402, 270403, 270404, 270411, 271412, 270421, 270422 no longer
valid
Pre-Calculus always use 270501 270502, 270503, 270504 no longer valid
Probability and Statistics always use 270602 270603 no longer valid
Finite Mathematics always use 270612 270613 no longer valid
For information related to math course codes contact Robin Hill at [email protected]
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Pre-Algebra is no longer a valid course. Middle school students must receive instruction in all areas designated for their grade level by Kentucky’s mathematics academic standards. The depreciated course codes included additional labeling in the course name such as Accelerated Geometry but the required content was the same. So like was done for Algebra 2, these codes are being consolidated to one state code. School may still use local course names such as Pre-AP Calculus and Pre-Calculus but both courses would use the same state course code. Please update your 15-16 course catalogs and courses to the appropriate state course code.
State Course Code Changes - Dual Credit
KDE has added course codes for entry-level dual credit courses
These codes are not meant to limit the courses that may be taken as dual credit, but are some common courses that may be offered
The appropriate choices for Teaching Method and Instructional Setting should be used in combination with the new codes
For any questions, contact Amy Patterson ([email protected])
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Many dual credit courses have used the state course code 909999 – School Defined Course or the closest content specific course code that did not indicate dual credit. Please update your course catalogs and courses to use these new codes going forward.
Website & Other Resources
KSIS Training
State published ad-hoc filters
KY State Reporting, Custom Edit and KDE reports
State Reporting submission dates, processes and contact information for 2014-15
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The training page contains information regarding upcoming training opportunities, registration information and training documentation. State Published ad hoc filters is a list and description of all active filters that have been published to the districts. Note: As filters become outdated and no longer useful, KDE will unpublish the filter and it will no longer be visible in the state published folder. This does not remove copies of the filter created in the district. A new document including descriptions of all reports found under KY State Reporting has been created. We are in the process of creating quick reference cards (QRCs) for each of the reports. In the beginning, there will only be cards for newly created reports; but we will be going back and creating QRCs for existing reports as time allows. The State Reporting link will take you to the full list of state reports for 2014-15. The handout you received today includes only those report due for the end of year.
On the Horizon….
Advanced diploma, Commonwealth diploma and District/State Approved Secondary GED – “inactive” state diploma type
DASCR to Infinite Campus for school data
Graduation/End Status Validation Reports
Individual Learning Plan (ILP) – RFP to be released soon
MUNIS to Infinite Campus data load
Validation/Certification - standard tool for reporting
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These three diploma types are no longer defined or collected for state reporting. KDE is working with Infinite Campus to set them inactive in all districts. Further information and guidelines on data cleanup will be sent to districts very soon. In the meantime, districts should not be assigning any diploma types link to these three state diploma types (codes). Work is starting to automate the process of updating school changes from the DASCR system to Infinite Campus to avoid data entry issues and maintain quality of data in both systems. Graduation reports will be available in May or June to validate that Gcodes, diploma types, and dates have been set according to standards. This is an area of data quality concern each year as we do final reporting and share data with the P20 system for us in High School Feedback Reports and other publications. Also plan to create a data exchange process to load staff data from MUNIS to Infinite Campus – this will be optional but can help avoid the dual data entry and also allow the setting of job categories through MUNIS uploads. Infinite Campus validation/certification tools – used this year in pilot for Preschool will be used for other data collections to help eliminate data collections that are occurring outside the system. Entering data through survey monkey or other survey mechanisms is often hard to match to.
Open Discussion
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Questions
