NJ SMART Overview - Career Tech NJ · 7/10/2012 · CTE students are not new to NJ SMART. A single...
Transcript of NJ SMART Overview - Career Tech NJ · 7/10/2012 · CTE students are not new to NJ SMART. A single...
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NJ SMART Overview New Jersey Council of County-Vocational Schools
Tuesday, July 10, 2012
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NJ SMART Overview NJ SMART vision, goals and progress
Reporting Responsibilities
Review of your reporting responsibilities as a vocational submitter
Vocational and Resident District
Relationships
Review of the reporting relationship between vocational and resident districts for shared-time students
Important Tips How do we work together to continue improving communication, timeliness, data quality?
CTE Submission A brief overview of the CTE Submission
Course Submission A brief overview of the Course Roster Submission
Graduation Reporting Graduation measures and reporting at a glance
ASSA A brief overview of ASSA transition to NJ SMART
Data Analysis Tools A brief overview of available data analysis tools
What’s to Come Overview of coming NJ SMART data analysis tools
Q&A Open Q&A Session
Agenda
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NJ SMART Vision Statement
To provide the data, quality, and capacity needed to
build and support a culture of systemic and sustained
data use at the state, district, school, and
classroom levels that will ultimately lead to academic
success for all of our students.
Data Culture
Policies, Programs, Practice
Data Quality
Collections, Validation, Support
Data Capacity
Reporting Tools, Knowledge, Skills
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Practice Area Review 4
CultureCapacityQuality
Practice
ProgramsPolicy
Placement
Increased Student
Achievement
Conditions
for Data Use
Data-Driven
Actions
Focused
Results
Da
ta U
se
Th
eo
ry o
f A
cti
on
© 2010 Public Consulting Group. Used with permission.
Accurate
Timely
Relevant
Complete
Data Integration
Analysis Tools
Skills
Structures
Commitment
Beliefs
Collaboration
Leadership
School Improvement
Planning, PD, Time Program Evaluation,
Curriculum Gaps
Sharing Data,
Observing Practice
Differentiating Instruc-
tion, Flexible Grouping
Career & College Ready Students
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Vision and Context
Vision for Data Quality, Use & Coordination
• Last 18 months, there as been a paradigm shift in the
capacity and functionality of NJ SMART
• In the beginning, NJ SMART was more commonly viewed by LEAs
as the destination for submitting state and federal report data
• New data collections and emerging functionality have improved
NJ SMART as a critical source for applying data to inform strategy
and policy for LEAs and NJ DOE
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• In 2009, New Jersey received $1 Billion in State Fiscal Stabilization Funds.
As a condition of receiving these funds, New Jersey had to commit to
improving results for all students and advancing education reform by:
• Increasing teacher effectiveness and equitable distribution of highly qualified
teachers
• Adopting rigorous college- and career-ready standards and assessments.
• Targeted, intensive support and effective interventions to turn around
struggling schools
• Establishing data systems and using data for improvement at the district level.
• The current phase of NJ SMART’s development will satisfy each of the data
objectives outlined in NJ’s SFSF application
• The NJ DOE is leveraging this opportunity to eliminate redundancies,
streamline internal data collections, and promote easy and secure access
to education data
NJ’s Stimulus Requirements
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NJ SMART Continues to Eliminate Redundant Data Collections by Streamlining NJDOE Collections, Improving Data Quality, and Reducing the Overall Burden on LEAs…
An unique identifier for every student that permits a student to be individually identified;
The school enrollment history, demographic characteristics, and program participation record of every student;
Information on when a student enrolls, transfers, drops out, or graduates from a school;
Students scores on tests required by the Elementary and Secondary Education Act;
Information on students who are not tested, by grade and subject;
Students scores on statewide tests;
Data on whether K-12 students are prepared to succeed in college;
A system of auditing data for quality, validity, and reliability;
* A way to identify teachers and to match teachers to their students;
* Information from students' transcripts, specifically courses taken and grades earned;
Data on students' success in college; including remedial course data; and
The ability to share data from preschool through postsecondary education data systems.
Meeting Federal Stimulus Requirements
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State Submissions Unique Student Identification (SID) State File Special Education Career/Technical Education (CTE) Unique Staff Member Identification (SMID) Staff Collection Pre-ID for NJASK Access for ELLs Pre-ID file Course/Roster Information and Credit Accumulation
Data Feeds/Derived Information NJ state assessments (NJ ASK, HSPA, APA, AHSA) 4-Year Adjusted Cohort Graduation Rate Student Growth Percentiles Post-Secondary Enrollment Data via NSC Student Discipline via EVVRS (f) SAT/ACT scores (f)
District Data Marts
Program Enrollment Student Suspensions Credits Earned
(f) = future release
NJ SMART Inputs
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Unlocking 13 Years of Data…
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050
100150200250300350400450500550
No
. of
Inq
uir
ies
2009
2010
2011
2012
0255075
100125150175200225250275
No
. of
Inq
uir
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Course Roster Submission Account ManagementSID Management Home / GeneralState Submission SMID ManagementCTE Submission Special Education SubmissionDistrict Reports Staff Submission
User Support - Help Desk Inquiry Volume History of Help Inquiries: January 2009 to May 2012
Specific Reasons for Inquiries: This Month’s Top 10
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User Support - Help Desk: Outreach Volume Specific Reasons for Outreach: January – May 2012
786
Total Outreach Attempts:
429
Total Districts Contacted:
15
Total Vendors Contacted:
29
341
86
29
24
60
109
23
12
12
19
42
0 50 100 150 200 250 300 350 400 450
Course Roster Submission
SID Management
ACCESS for ELLs Submission
CTE Submission
State Submission
SMID Management
High School Graduation ReportCDS Code Error
General
Non-Upload
Reporting Responsibilities
Significant Number of Errors
Significant Number of Sync
Immigrant Status
Outreach Totals: January – May 2012
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Vocational Reporting Responsibilities
Vocational Student Type For County, District and School Code ATTENDING…
For County, District and School Code RECEIVING…
Share-time student …use CDS codes for the vocational school student is attending
…use CDS codes for the non-vocational school
Out-of-county student …use CDS codes for the vocational school
…use CDS codes for the vocational school
In-County, full-time vocational school students must be reported to SID Management and
State Submission by the vocational school only
Students enrolled in CTE programs will be submitted by the vocational school.
Shared-time and out-of-county vocational school students must be reported to SID Management and State Submission by the Resident District only
Students enrolled in CTE programs will be submitted by the vocational school.
Resident Districts must report accurate CDS Attending and Receiving codes
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Vocational Reporting Responsibilities
Out of District Records Page
Lists all students who are reported to SID Management by another LEA, but are linked to your LEA by the Attending and/or Receiving CDS codes
Will be available as a reference even when SID Management is closed
The SID Status column will tell you the status (Issued, Error, Unresolved or Conflict) of the record as it was submitted by the submitting LEA
Any record that does not have a SID Status of “Issued” will produce an Error when submitted to the CTE Submission
Taking advantage of the CTE Submission Practice period will allow you to identify whether these students have been submitted correctly
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Vocational Reporting Responsibilities
Full-Time Vocational - Out of County
Resident Receiving Attending
Full-Time Vocational - In County
Resident Receiving Attending
Submitting
Submitting
District A District C (In County Vocational School)
District A District C (In County Vocational School)
Tuition
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Vocational Reporting Responsibilities
General Shared-time attending vocational school
Special Education shared-time vocational school and non-public school
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Resident Receiving Attending
District A District B (Non-vocational school) District C (County Vocational School)
Sending Shared
Shared-Time Vocational School
Submitting
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Vocational and Resident District Relationships
Hi Kendra,
I have student, Andrea Stamps (SID 1234567890), attending BestEver Vocational
School shared-time, but I do not see that student showing in my Out-of-District
Records page. Have you submitted this student in NJSMART? If so, can you
confirm that my CDS code (03-9999-050) is entered in the Attending School data
element field so that I can submit Andrea to the CTE Submission? I truly
appreciate it!
Thank you!
Kathleen
BestEver Vocational School
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Where Are You Now?
July 5, 2012
Official EOY State Submission Opened
Official CTE Submission Opened
Official Course Roster Submission Opened
August 2, 2012
Deadline: Official EOY State Submission
Deadline: Official CTE Submission
Deadline: Official Course Roster Submission
Deadline: Inactivation of HS Graduates
Close: SID/ SMID Management 2011-2012 SY
Close: Special Education 2011-2012 SY
August 31, 2012
Deadline: Inactivation of Summer School Graduates
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CTE Submission
All LEAs with Career and Technical Education (CTE) programs must submit CTE students to the CTE Submission
CTE students are not new to NJ SMART. A single LEA is already required to submit students that participate in these programs to SID Management and State Submission
CTE Reporting Responsibilities are not consistent with SID Management and State Submission. Vocational schools will be submitting students to the CTE Submission that another LEA is responsible for submitting to SID Management and State Submission. Because of this, it is very important you utilize the important tips discussed previously
It is imperative that all LEAs follow the Reporting Responsibilities and CDS Resident, Receiving, and Attending rules exactly
Review NJ SMART Reporting Responsibilities and the NJ SMART County, District, School Code list, both posted on the Help tab of the portal
The VEDs collection has been sunset this year and all students with the exception of Post Secondary students will be collected through the NJ SMART CTE Submission. All funding will come from this submission
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CTE Submission Practice Period Statistics
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26,743 records uploaded by vocational school districts
3,694 errors (14%) remaining at the close of the practice period
5 districts were responsible for 84% of the outstanding vocational errors
Only 1 vocational district did not upload during the practice period
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Course Roster Submission
All LEAs including vocational schools must submit course records for students that are assigned to courses in their district
All LEAs including vocational schools must submit course records for teachers of record (those responsible for 100% of the class roster) assigned to their district
To access the Course Roster Submission, users must have Staff and Student level permissions.
For the 2011-2012 Course Roster Submission, a district must only submit information for courses taught in the 2011-2012 school year
LEAs must release their records to the Course Submission by the 5 PM August 2nd deadline.
Review the Course Submission Recommended Timeline REGULARLY to ensure you are on track!
Review the Course Submission FAQ Document and additional resources REGULARLY for answers to questions!
Communicate with Resident districts EARLY to ensure accurate reporting (similar to CTE submission)!
Do NOT wait until the last minute!
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Course Roster Submission
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NJDOE has adopted the use of NCES SCEDs (School Codes for the Exchange of Data) for the collection of Course Roster data
NCES SCED is a series of course codes that are combined to create unique identifiers to distinguish each prior-to-secondary and secondary course available
Districts are NOT required to change local course scheduling systems. The Course Roster submission has been designed to encourage districts to maintain local systems
The NJ SMART Course Roster Part 1 webinar training provided detailed information regarding mapping local course codes to the NCES SCED codes
Course code mappings are not required to be consistent across districts, though there should be consistency within districts
Formal NJDOE memo regarding the Course Roster collection can be found on the NJDOE website
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July Course Roster Training Schedule
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July 10: 9:00 AM and 1:00 PM
July 16: 10:00 AM and 2:00 PM
July 23: 10:00 AM and 2:00 PM
July 30: 10:00 AM and 2:00 PM
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Course Submission Practice Period Statistics
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Course Roster Submission
657 Total Districts
Total Uploaded to Course Roster Submission 533
Uploaded to Only Staff Section 74 11%
Uploaded to Staff and Student Sections 459 70%
Not Uploaded 124 19%
Uploaded their Staff and Student file, have 0 errors in Staff/Student Errors, and 0 records in Sections without Students/Out-of-Sync but have not yet released
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Total number of Staff records uploaded 73,029
Total number of Student records uploaded 783,339
Total number of Staff errors 107,884
Total number of Student errors 1,401,182
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Graduation: Measures and Access to Data
On October 29, 2008, the U.S. Department of Education published final regulations calling for the adoption of the National Governors Association’s recommended Adjusted Cohort graduation rate formula, beginning with 2011 graduates
The adoption of this 4-year, adjusted cohort graduation rate is one of the assurances that were attached to New Jersey’s acceptance $1.3 billion in State Fiscal Stabilization Funds
Beginning with Cohort 2011, NJ SMART began calculating graduation rates for districts, based on data submitted by LEAs. Each incoming 9th grade student is assigned to a specific graduation cohort, based on a 4-year expected graduation date, and their status is tracked over time
Districts can track their students’ cohort statuses, from the time they enter a cohort in 9th grade, using the High School Graduation Cohort Status Profile Report in NJSMART District Reports.
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Not Adjusted
+4
Transfers In
Transfers Out UNVERIFIED
Dropout
Original Cohort Size
Adjusted Cohort Size
Transfers Out VERIFIED or
Excluded From Cohort
-2
Adjusted
100 104 102 102 102 102
Graduation: Adjusted Cohort Counts
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Graduation: Changes Moving Forward
Accountable County-District-School (CDS) Codes for 2012 have been updated by the NJDOE, thanks to user feedback and district guidance
Updated Accountable CDS Codes have been integrated into NJ SMART district reports since July 5th
Specifically, school codes have been removed for some vocational districts from the Accountable High School List
As a result of this change, the accountability for some students who are attending vocational school districts will shift from the students’ vocational school to the students’ resident school district
Please refer to the Accountable CDS One-Pager and Accountable High School List on the NJ SMART Help tab for details
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Graduation Timeline: What You Should Do!
July 2012
Profile your submitted 2012 graduation data in NJ SMART LDM District Reports
Update your data by making any corrections in SID Management through August
Make sure administrators and NJ SMART users attend a Graduation Webinar Training
Read the High School Graduation documentation on the NJ SMART Help tab
August 2012
Profile Cohort 2012 graduation data using End-of-Year Snapshot or LDM Reports
Meet the August 2nd and August 31st student inactivation deadlines
September 2012
Starting September 10th, view the August 31st Official Graduation Snapshot
Submit any necessary data appeals during the Appeals Period: Sept. 10th – Oct. 5th, 2012
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ASSA Transition to NJ SMART
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Beginning in the 2012-2013 school year, NJDOE will use NJ SMART October 15th Snapshot data to pre-populate ASSA data tables, which will be used by the NJDOE’s Office of Finance. This will be the first year that school funding decisions will be informed by data sourced through LEA NJSMART data submissions
The NJDOE Office of Finance will continue to provide LEAs with the ability to preview and edit ASSA counts, similar to the current process
It is imperative that districts carefully review their data submissions to ensure accuracy, and manage your data when necessary
Districts are also urged to investigate why students are not being counted accurately if the actual counts you communicate to the Office of Finance vary from your LEA’s NJSMART data
NJ SMART and Office of Finance team members are meeting regularly in making this shift
Formal user guidance will be distributed by NJDOE
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Home Tab
– Announcements
– Upcoming training schedules
HELP tab
– Student and Staff Data Handbooks
– Reporting Responsibilities Document
– Templates
– User Guides
– Web Videos
– Frequently Asked Questions Document
– Troubleshooting Document
– District POC list
Help
NJ DOE Website
– http://www.nj.gov/education/njsmart/
– DOE Memos
– Announcements
NJ SMART Help Desk
– 800-254-0295
Where can users get more help with NJ SMART?
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Questions and Answers Session
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Thank You!